Create an Import Template

The following steps assume you are creating a template to import actual costs at the work package level into a project using the main EVMax window, Import Ribbon Menu option. See Import Data Using a Template. You can create additional templates to import other time phased values such as estimated costs or estimate to complete data. Remember import templates are project specific.

Row 1 in the import template is the Header row. Row 2 is the Detail row. The Detail row identifies the repeating records from the data source. The Detail and Header row notations must be set for the template to work.

The following steps assume you are creating a standard template others can copy to create their project specific template. You may or may not have created a template project to use as a base for creating new projects. If you have, suggest selecting this template project. Otherwise select another base project to build the template for other users.

  1. Select Home > Import Templates in the Navigation Menu. The Import Template tab window displays.
  2. Select your project from the Project dropdown in the Ribbon Menu. The list of available templates displays in the left pane or the left pane may be empty if templates have yet to be defined for the project. The middle pane is a blank row and column grid. The right pane Field List is blank.
  3. Click New Template in the Ribbon Menu. A default template row is added in the left pane. The default Field List displays in the right pane.
  4. Click in the Name and Description cells to modify the default entries in the left pane. Since you are creating a standard template, suggest assigning a name such as "Standard Template for [named purpose]" or "Default Template for [named purpose]" with a short description so others know this is the base template they can copy for their project.
  5. Accept the default Source (Excel) and Type (Assignment) cell entries in the left pane.
  6. Expand the Account, Resource, and Work Package list of Fields in the right pane.
  7. Drag the fields you want from the right pane to build the data columns in the second row in the middle pane grid. This layout should map the data from an external system into the proper field columns to import the data into EVMax. For example:
    1. Drag the Account WBS field to cell 2A.
    2. Drag the Work Package WP field to cell 2B.
    3. Drag the Resource Resource field to cell 2C.
    4. Drag the Resource HOURS field to cell 2D.
    5. Drag the Resource DOLLARS (or equivalent result name for direct cost values) field to cell 2E.

    6. Drag the other Resource result fields for indirect costs to create the additional columns for the second row.

      Tip:

      When needed, include other Resource fields such as the CostCode, or Period as columns. When you include the Period field, place it after the result fields.

  8. Select the row 2 field columns and click Detail in the Ribbon Menu. The Detail notation is added to the row.
  9. Enter field titles for each field column in first row. For example, enter "WBS" in cell 1A.

  10. Select the row 1 columns and click Header in the Ribbon Menu. The Header notation is added to the row.

    Tips:

    Should you need to redo the content in row 1 or 2, select the row and then click Reset in the Ribbon Menu to clear the Header or Detail settings.

    You can use right click options to clear a cell or use the Home tab to insert or delete columns.

  11. Click Save in the Ribbon Menu.

    Tips:

    You can modify an existing template at any time. Make your changes and click Save again in the Ribbon Menu. Or, click Save As to create another template.

    To delete a template, select the template in the left pane and click Delete Template in the Ribbon Menu.

  12. Close the Import Template tab.

Follow these steps to create a project specific import template from a standard template. You may want to confirm which template to use with your system administrator.

  1. Select Home > Import Templates in the Navigation Menu. The Import Template tab window displays.
  2. Select your project from the Project dropdown in the Ribbon Menu. The list of available templates for your project displays in the left pane.
  3. Click New Template in the Ribbon Menu and then click Copy From. An Import Template Copy dialog box displays.
  4. Enter a Name and Description. Since templates are project specific, you may want to include your project name in the template name.
  5. Select the standard import template from the Template From dropdown.
  6. Click Save. The new import template is added to the list of templates in the left pane.
  7. Select the new template row in the left pane. The middle pane displays a set of field columns that align with the export file columns from another system. This layout maps the data from an external system into the proper field columns. The Field List displays the list of available assignment fields in the right pane.
  8. Optional. If needed, add project specific fields to the Detail row 2.
    1. Select the Home tab to insert a column.
    2. Expand the Account, Resource, and Work Package list of Fields as needed in the right pane.
    3. Drag the field you want to the column you just added to the Detail row cell in the middle pane.

    4. Add a title for the field to the Header row 1.

      Tip:

      Make sure the Header and Detail row notations are still set after making your changes. They must be set for the template to work.

  9. Click Save in the Ribbon Menu.

    Tips:

    You can modify an existing template at any time. Make your changes and click Save again in the Ribbon Menu. Or, click Save As to create another template.

    To delete a template, select the template in the left pane and click Delete Template in the Ribbon Menu.

  10. Close the Import Template tab.