Resource Management provides spreadsheet templates so you can add or update multiple projects at once.
Download the template, fill out the fields, and import your data back into Resource Management.
Prepare your data
To add new projects
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select Project Import from the left menu.
- Select Download Template.
- Using a spreadsheet program, add new projects by filling in the information into blank rows.
- Save the file as CSV UTF-8.
To update existing projects
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select Project Import from the left menu.
- Select Export Project List.
- Using a spreadsheet program, change the attributes of the projects you want to update.
- Save the file as a CSV UTF-8.
Tips and tricks
Follow these guidelines to prepare your data:
- Make sure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
- Each project must have a Project Name and Project Type. All other fields are optional.
- Project start and end dates must be in YYYY-MM-DD format.
- You can create new clients in your spreadsheet.
- Custom field values entered in this sheet must match available options in Account Settings > Project Custom Fields.
- To add multiple custom field values, separate each field value with a semicolon “;”.
- To add multiple project tags, separate each with a semicolon “;”.
- Leaving fields blank applies blank values.
- To save time combine new projects and project updates in the same spreadsheet and upload them together.
Upload your updated project list
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select Project Import from the left menu.
- Select Choose file and then select your updated CSV file.
- Click Upload.
You can navigate away from the page once the upload starts. The import will run in the background, and you'll receive an email when it's complete.
If there were errors during the import, the email will include a link to the status page. Select the link to download a list of errors with directions on how to fix them.
Column inputs and formatting
This table provides details for each column in your spreadsheet.
Fields | Required field | Description | Formatting requirements |
---|---|---|---|
Fields project_id | Required field Yes* (for editing projects) | Description The Project ID stores all project attributes. Exporting the project list will include Project IDs for existing projects. | Formatting requirements Must be a valid Project ID in the organization.
To create new projects, leave the Project ID column blank.
To update attributes for existing projects leave the Project ID intact. |
Fields project_name | Required field Included | Description Project name or title. | Formatting requirements 0-255 characters |
Fields client | Required field Optional | Description Client name. A new client will be created if it doesn’t already exist. | Formatting requirements 0-255 characters |
Fields project_type | Required field Included | Description Define the type of project. | Formatting requirements Confirmed Tentative Internal |
Fields start_date | Required field Optional | Description Set the project start date. If no date is provided today’s date will be applied to the start date. | Formatting requirements Date format: YYYY-MM-DD |
Fields end_date | Required field Optional | Description Set the project end date. If no end date is provided the end date will be two months after the start date. | Formatting requirements Date format: YYYY-MM-DD |
Fields project_code | Required field Optional | Description Add an external code to reference the project in another tool. | Formatting requirements 0-255 characters |
Fields project_tags | Required field Optional | Description Add tags to identify unique characteristics for the project. | Formatting requirements 0-255 characters
Separate multiple entries with a semicolon. |
Fields time_entry_locking | Required field Optional | Description Set the project to lock incurred hours. | Formatting requirements Off = Disables On = Enables Number = Locks time entries older than the specified number |
Fields CF_## “name” (text field) | Required field Optional | Description Add a string of text to the custom field. | Formatting requirements 0-255 characters |
Fields CF_## “name” (drop down) | Required field Optional | Description Set an existing custom field value for the project. | Formatting requirements Ensure any values entered in this column are saved as options for this field in the Account Settings > Project Custom Fields page |
Fields CF_## “name” (multi-select drop-down | Required field Optional | Description Set existing custom field values for the project. | Formatting requirements Ensure any values entered in this column are saved as options for this field in the Account Settings > Project Custom Fields page.
Separate multiple entries with a semicolon. |
Fields project_owner | Required field Optional | Description Define the person who owns the project. | Formatting requirements Format: [User ID] [Full Name] Can be left blank. |