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Import data

Import large amounts of Users and Work Packages

James Gold avatar
Written by James Gold
Updated over a week ago

Office Import

  • Select Imports within the admin console

  • Then select Office Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is First Name of the office

Column B is the office key. This is the reference code for each office.

Column C is address line 1

Column D is address line 2

Column E is Town or City

Column F is the Postcode

Column G is the county or state

Column H is the County

Column I is the website url

Column J is the office timezone. This will be the time zone code (e.g. GMT)

Column K is the time format. Enter either ‘12’ or ‘24’.

Column L is the date format. The following formats can be used (Enter the format not the date on the import);

j/m/y ~ 1/01/24

j/m/Y ~ 1/01/2024

m/d/y ~ 01/01/24

m/d/Y ~ 01/01/24

y-m-d ~ 24-01-01

Y-m-d ~ 2024-01-01

d-M-y ~ 01-Jan-24
Column M is the default sales tax

Column N is the office currency. This will not be changeable once the office is created.

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the office Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting, the chosen countries need to be mapped with the Proteus database, (it should do this automatically) then select submit

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


User Import

  • Select Imports within the admin console

  • Then select User Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is First Name of the user

Column B is Last Name of the user

Column C is email address of the user

Column D is the users Job title

Column E is the Hourly cost of the user

Column F are the number of years of experience

Column G is if the user is a Finance/Assets Manager type ‘True’ for yes ‘False’ for no.

Column H is the user's employment type; ‘Full time’, ‘Part time’, ‘Freelance’ or ‘Contract’.

Column I is the user’s Office designation, must be an Exact match letter for letter.

Column J is the User role; ‘Company Admin’, 'Company Manager’, ‘Office Manager’, ‘Manager’, ‘User’ or ‘Timesheet Only User’.

Column K is the user status either ‘Active’, ‘Offline’ or ‘Pending’.

Column L is the user’s Grade

Column M is the user’s Discipline, must be an Exact match letter for letter

Column N is the languages

Column O is the Skills

Column P is the Qualifications

Column Q is the Professional Affiliations

Column R is the Affiliation Membership Number

Column S is the Exchange Contact Name

Column T is the Profile Summary

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the User Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map some fields;

    • Office name, Grades and Disciplines.

      • These should all map automatically as long as the names match with the Proteus data

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Proposal Import

  • Select Imports within the admin console

  • Then select Proposal Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Proposal reference number

Column B is the Proposal Title

Column C is the Proposal description

Column D is the Project manager

Column E is the Project company/client

Column F is the Company/client contact

Column G is the Office

Column H is the Contract type; call_off, call_off_tender, major_tender or other.

Column I is the Contract number. This should be an existing contract.

Column J is the Project billing type; reimbursable, cost_plus, internal or fixed_price.

Column K is the Bid type; competitive, Single source or other.

Column L is the proposal due date

Column M is the Project Estimated value (number without currency symbol or comma)

Column N is the Go probability. The % of the project going ahead.

Column O is the Get Probability. The % of you getting the project.

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the Proposal Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map some fields;

    • Proposal Manager, Company (Client), Office, Contract Number.

      • These should all map automatically as long as the names match with the Proteus data

      • When mapping the Proposal manager if you haven't entered the email in the field and only the name you will need to manually map by typing the users email in the search bar.

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Project Import

  • Select Imports within the admin console

  • Then select Project Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Proposal reference number

Column B is the Proposal Title

Column C is the Proposal description

Column D is the Project manager

Column E is the Project company name. The name needs to match letter for letter.

Column F is the Company/client contact

Column G is the Office

Column H is the Contract type; call_off, call_off_tender, major_tender or other.

Column I is the Contract number. This should be an existing contract.

Column J is the Project billing type; reimbursable, cost_plus, internal or fixed_price.

Column K is the Bid type; competitive, Single source or other.

Column L is the proposal due date

Column M is the Project Estimated value (number without currency symbol or comma)

Column N is the Go probability. The % of the project going ahead.

Column O is the Get Probability. The % of you getting the project.

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the Project Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map some fields;

    • Proposal Manager, Company (Client), Office, Contract Number.

      • These should all map automatically as long as the names match with the Proteus data

      • When mapping the Proposal manager if you haven't entered the email in the field and only the name you will need to manually map by typing the users email in the search bar.

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Work Package Import

  • Select Imports within the admin console

  • Then select Work package Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Record reference you wish to import. This should be an existing Proposal record on Proteus

Column B is the name of the Work Package you wish to import

Column C is the reference number for every work package. This can either be numeric, alphabetic or textual as per your requirement.

Column D this is for mapping the parent work package between for each the child Work Packages. e.g; if column C has the WP reference of 1.1 and the row above is referenced 1 then column D should be 1. Parent Work packages (e.g: 1, 2, A, B) don’t need mapping.

Column E is the registered name or email address of a Proteus user

Column F is to provide the scope related to the work package

Column G is to provide the input required related to the work package

Column H and I are both date fields and must be entered as yyyy-mm-dd

Column J is ‘work-package’

Column K is the prepared by for that work package

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the Work package Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map some fields;

    • Proposal reference and Prepared by user

      • These should all map automatically as long as the names match with the Proteus data

      • When mapping the Prepared by user if you haven't entered the email in the field and only the name you will need to manually map by typing the users email in the search bar.

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Deliverable Import

  • Select Imports within the admin console

  • Then select Deliverable Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Work Package reference that the deliverable should belong to

Column B is the Proposal reference number

Column C is the deliverable Due Date

Column D is the deliverable description

Column E can be left blank, doesn’t affect anything

Column F can be left blank, doesn’t affect anything

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the Deliverable Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map the Proposal reference field

    • It should map automatically as long as the reference matches

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Company Import

  • Select Imports within the admin console

  • Then select Company Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Company General Details

Column A is the Company reference no.

Column B is the Company Name

Column C is the Company key, this is the code used when other records include company key within their reference number.

Column D is the office name the company is for

Column E is whether the company is global or not, ‘1’ for yes or ‘0’ for no.

Column F is the our representative for this client

Column G is the Company status ‘active’ or ‘inactive’

Column H is the Company type; ‘client’, ‘subcontractor’, ‘agency’, ‘supplier’ or ‘3rd_party’.

Company Address details

Column I is the Company address name

Column J is the address line 1

Column K is the address line 2

Column L is the Town/City

Column M is the Postcode

Column N is the County/State

Column O is the Country

Company Contact details

Column P is the Contacts name

Column Q is the Contacts job title

Column R is the Contacts email

Column S is the Contacts Phone

Column T is the Contacts Mobile

Company General details

Column U is the Parent Company name

Column V is the Email Address format

Column W is the company's website

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the Company Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map the company rep field

    • It should map automatically as long as the user email matches

  • Select Submit

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Contract Import

  • Select Imports within the admin console

  • Then select User Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Name of the contract

Column B is the Contract number

Column C is the Name of the company the contract is for. (Can be ‘Anybody’)

Column D is the Office name

Column E is the Contract focal user

Column F is the Expiry date

Column G is the Date of agreement

Column H is a Review date

Column I is whether the contract is global or not, ‘1’ for yes

Column J is the Contract type; call off, single use, subcontract, 3rd party agreement or other

Column K is the Contract status; active or inactive

Column L are the Payment term units (in days)

  • Columns M-R are not required for import completion

Column M is the Markup % for software

Column N is the Markup % for equipments

Column O is the Markup % for services

Column P is the Markup % for expenses

Column Q is the Markup % for other

Column R is the Markup % for back office support

Column S is whether you want to be notified before review/expiry. True for yes.

Column T are the Units before the review/expiry date you are notified on

Column U is the Type of timeframe; days, weeks or months

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the User Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map some fields;

    • Company name, Office name and Focal point

    • It should map automatically as long as the reference matches

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Asset Import

  • Select Imports within the admin console

  • Then select User Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Asset Category name (must match the lettering)

Column B is the Asset type either Equipment or Software

Column C is the Name of the Asset

Column D is the Manufacturer name

Column E is the Hourly cost

Column F is the Asset description

Column G is the Asset’s first inventory reference

Column H is the Office name the asset belongs to

Column I is the Asset Owner (manager)

Column J are the Max Hours per day

Column K is the Utilised days; either seven_days or working_week

  • Once the import has been populate save and download the file as a csv

  • Then go back to proteus and upload the csv file on the User Import

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map some fields;

    • Asset category, Office name and Asset Owner

    • It should map automatically as long as the reference matches

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


Timesheet Entry Import

  • Select Imports within the admin console

  • Then select User Import

  • Download the Import Template

  • Open the file on excel and populate the fields with the relevant data according to the details below:

Column A is the Staff reference (Can be found Teams>3 dots>view>company or download the employee report in the admin console)

Column B is the User email

Column C is the Project reference number

Column D is the Work package reference (e.g. 1.1, 1.2 etc.)

Column E is the Date for booked time (format Y-m-d)

Column F are the Logged Minutes (either 15, 30 or 45)

Column G are the Logged Hours

Column H is the Logged Cost Rate per hour

Column I is the Logged Sell Rate per hour

Column J is the Logged Cost Amount (this will be used for cost tracking)

Column K is the Logged Sell Amount (this will be used for revenue tracking)

Column L is a client specific field. Is required, enter any number it doesn’t affect anything

Column M is a client specific field. Not required

  • Review the Import then Submit

    • If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.

  • After submitting you will need to map the Project reference field

    • It should map automatically as long as the reference matches

  • Select Submit for each mapped field

  • You will then be taken back to the Import page select submit for final import

  • Select Submit


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