Importing data into Forecast

Rather than recreating your data in Forecast one at a time, administrators can bulk import projects data by importing a CSV file in a few clicks. This feature is available for a limited period when initially setting up your account. You must be an administrator to import the data.

This article includes:

• Overview
• Step 1: Prepare your data for migration
• Step 2: Format the file 
• Step 3: Import the data file
• Step 4: Review the mapping and troubleshoot errors
• Step 5: Complete the import
• Post-import account configuration

Overview

Administrators can use Data Import functionality to import their project data into Forecast. The import tool will review each sheet, map the data for each column against the platform and provides a summary of the data being uploaded before confirming that the import is correct.

It is possible to import a core set of data for projects. The data import tool allows the upload of:

• Projects
• Clients
• Rate Cards
• Phases
• Tasks
• Time Registrations

Once the import is uploaded, it cannot be reverted. Before importing a file that contains multiple projects data or hundreds of time registrations, we recommend testing the same CSV with only one project or a subset of time registrations to make sure the data importer uploads the data as intended. 

Step 1: Prepare your data for migration

To import data into Forecast the file must be formatted correctly, so the system can map the necessary details. The format depends on the selected import mode. We support 3 different modes:

• Import new projects, tasks and time entries
• Import time entries into existing tasks or projects
• Import phases, tasks or time entries into existing projects

Downloading a template

To ensure the file is properly formatted, it is recommended to download a template file containing the fields available in Forecast and supported by the import mode. Within the data import page, it is possible to export the template in Excel or CSV format. To get the template, click on 'Excel template (.xlsx)' or 'CSV template' buttons on the top right.

Column descriptions

The supported columns will depend on the import mode, so check the downloaded template. The following describes the contents of each column in more detail. 

Step 2: Format the file

The file needs appropriate formatting depending on the type of data you're trying to upload.

For example, to import new projects, the Data Import functionality requires two identifiers to be present. If the following two identifiers are missing, the data import will fail to upload and give an error:

• Project Name
• Project Status: Planning, Running or Done

In addition to the details outlined under Step 1: Prepare your data for migration, it is important to note that when uploading a specific type of data (e.g. time registrations) the system will require particular columns for the import to go ahead.

Uploading project data

If you are importing or creating projects from scratch, select the import type "Import new projects, tasks and time entries".

We recommended to start uploading data for one single project, before moving on to the rest of the data. This gives you the chance to understand how the importer works and make any amendments to your file, if needed. To upload or make amendments to existing project data, the columns Project Name and Project Status are mandatory. 

Uploading phases

If the phase name is missing, the importer will not be able to define the phase/milestone in Forecast. The phase will not be created in Forecast even with dates defined and the importer will not display any error. 

Uploading tasks

Multiple tasks can be imported all at once into new or existing projects by filling the details for the below columns. If a task is uploaded with no Workflow Status, the status will default to the first one within the Workflow board. To import tasks only project name, project status and task name are necessary.

• Project Name (mandatory)
• Project Status (mandatory)
• Task Name (mandatory)
• Task Description
• Task Estimate (minutes)
• Task Workflow Status
• Task Start Date (YYYY-MM-DD)
• Deadline (YYYY-MM-DD)
• Task Blocked (TRUE/FALSE)
• Task Bug (TRUE/FALSE)
• Task Billable (TRUE/FALSE)
• High Priority (TRUE/FALSE)
• Task Assigned (comma separated e-mails)
• Task Owner (e-mail)
• Time Registration (minutes)
• Time Registration Person (e-mail)
• Time Registration Date (YYYY-MM- DD)

Uploading time registrations

Time registrations can be added when importing a new projects/tasks from scratch or to existing projects/tasks

Importing new time entries with projects and tasks

If you are importing new projects, tasks and time registrations, ensure the the import type is set to "Import new projects, tasks and time entries."

The system requires the following columns to be filled for the time entries to be uploaded correctly:

• Project Name
• Project Status
• Time Registration (minutes)
• Time Registration Person (e-mail)
• Time Registration Date (YYYY-MM-DD)

Uploading to existing tasks or projects

If you are just looking to upload time registrations to existing projects, select first the import type "import time entries into existing tasks or projects" requires then the user's email address, date and time of the event and project or task ID for the upload to be successful:

• Existing Project ID or Task ID (e.g. P17 or T324)
• Time Registration (minutes)
• Time Registration Person (e-mail)
• Time Registration Date (YYYY-MM-DD)

Uploading client data

It is possible to assign a Client to a Project by ensuring the column 'Project Client' has pre-filled information. Note that if a client does not exist, the Client profile will be automatically created for further manual revision.

Uploading rate cards information

With the Data Importer it is possible to set a specific Rate Card to a project before it gets uploaded into Forecast. If the rate card exists, it will map to the existing rate card. If the rate card does not exist, Forecast will create a new rate card for further manual review. 

Step 3: Import the data file

Once the file is ready, Administrators can upload it in Forecast and get it reviewed by the Data Importer system for the final tweaks and validations. Upload the file by either dragging the spreadsheet(s) within the dropzone or pressing the "Select file"-button. (formats  currently supported are  .xls, .xslx, .csv, .tsv, .xml and .json files.)

To import the data file

1. As an Administrator, click on Data Import in the Admin panel.
2. Choose the type of import needed:
   1. Import new projects, tasks and time entries: select this option if you are adding or creating projects from scratch. Useful when migrating large amount of projects data. 
   2. Import time entries into existing tasks or projects: select this option if you just need to upload time registrations to existing projects.
3. Click on "Select file' button under the Upload tab.
4. Choose the header of the sheet that should be uploaded and click Continue.
5. The Data importer will now automatically match the columns and have you troubleshoot any issue with the data. Jump to Step 4: Review the mapping and troubleshoot errors for more information and the next steps.

Step 4: Review the mapping and troubleshoot errors

Now that the file has been uploaded, the imported columns are matched to the columns of the Forecast data model by our smart ML-supported algorithm and it provides some insightful suggestions based on your data.

Matching columns

In the Match column section you’ll have an opportunity to review recommended matches, map your columns to the validated content or edit the mappings to your preferences.
Any data  that couldn't be automatically mapped will also be displayed in here. If something was misspelled or left empty, the mapping tool will require your selection and/or make a suggestion. 

Reviewing Entries

In the Review Entries section, you’ll have an opportunity to review entries after the mapping has been performed. This step in the process allows you to show all the file's rows with errors. Any cells of data that require updates for validation will be highlighted with a hover state message to inform you of the reason for the error.

Once all errors are clear and proceeding to the next step, a summary of the data being imported will be displayed for final review.

Step 5: Complete the import

Once the file uploaded is reviewed and finalized, it is time to click on 'Complete Import'. Depending on the file size the upload time may vary up to a few hours. 

Post-import account configuration

As importing data is part of the account set-up process, it is important to note the account details and features that should not be set up or configured until the import of main entities has been completed. This includes:

• Notifications
• "Locking" actions

Notifications

Notifications are configured at the company or "account" level and at the personal or "profile" level. Notifications should not be enabled until all data has been imported. To learn more about Forecast notifications, see Managing and viewing your personal Forecast notifications and Viewing and Configuring Account Notifications.

Locking actions

Locking actions refer to features that result in "locking" the data to prevent edits or changes once applied. Examples of locking actions are:

• Timesheet Approval or Timesheet Lock
• Time registration settings
• Updating a project's stage to Halted or Done

To learn more about these locking features, please see Using timesheet approval (Plus only), About Timesheet Locking, Overview of Time Management Settings and Managing your project settings.