Import Export Tool

4.0 Import/Export Tool

When using IPM, there are a number of areas where you may wish to import data you have previously saved in an Excel® spreadsheet into IPM, or export data from IPM to an excel spreadsheet. This can be easily done using the Import/Export tool.

The Import/Export tool is available to use in the following areas of IPM:

- The Original Budget tab in the Information section of a Job

- The Contracts Items section of a Job

- The Estimate tab in the Information section of a Change Request

- The Import IPM/CRM data section of IPM Configuration in the Settings menu (this option is only available to users with System Administrator rights)

Please note that we do not support the use of the Import tool to import data into not IPM entities.

This section will show you how to use the Import/Export tool.

4.1 Importing from Excel®

1. Go to the area from the list above that you wish to import data to

2. Click on Import Data. In the Original Budget and Estimate tabs, the icon appears like this . In the Contract Items section, it appears like this

Note: If importing data via the IPM Configuration section, you do not need to click Import Data

3. This will open the Import tool

Note: If you are importing data through any area other than IPM Configuration, the Entity is read only as you can only import data into that particular area. However, when importing through IPM configuration, you can choose which Entity to import data to.

4. In the File box, click Browse to search for the file you wish to import

5. Locate the file and click Open

6. Click Upload File

7. A grid will then appear in the Import tool with all of the information from your spreadsheet

8. The headings in blue across the top of the grid refer to the headings from your spreadsheet, so you will need to match these up with the areas in IPM that they correspond to

9. Do this by clicking the cell directly under each heading and selecting the IPM descriptor from the drop down list

Note: Any areas that are not matched will an IPM descriptor will not be imported

10. Once you have matched all the required headings, select the rows of data you wish to import by checking at the left of each row (if you wish to select all rows, check this icon at the very top of the grid)

11. Each row will become yellow when selected

12. Click Start Import at the bottom of the Import Tool to begin importing the data

13. As each row is imported, the word Success will appear under the Result heading

14. If for any reason, the data in a particular row cannot import, the word Error will appear under the Results heading and a description of the error will appear under the Remarks heading.

Note: The other rows will continue to import despite the error, so at the completion of the import you can go back and correct the error then re-import only that particular row by selecting it and clicking Start Import again.

15. If at any time you wish to suspend the import, you can click Suspend Import at the bottom of the Import Tool

16. Once you have finished importing, click Close to close the import tool

17. Click OK

18. The imported data will now appear in an IPM grid in the designated area you imported it to

 

4.1.1 Profiles

The Profiles drop down menu in the Import Tool enables you to save Import templates you regularly use to make the import process even quicker.

1. After the data has finished importing, IPM will automatically save a profile recording how all the headings are matched up between the Excel® spreadsheet and IPM, with the date and time as its name

2. To make it easier to locate and use the profiles, you can rename them

3. In the drop down navigation menu, click on Settings > IPM Configuration

4. Click on IPM Users

5. Open the User’s file who created the profile by double clicking on it

6. In the drop down menu, click on Data Import Profiles

7. This will give you a list of all the profiles created by that user

8. Double click on the profile you wish to rename

9. Enter the new name in the Name box and click Save and Close

10. Now, if you need to upload another spreadsheet that is formatted the same way as the first, you can select this profile and it will automatically match up the headings the same way for you

11. Go to the area that you wish to import data to

12. Click on Import Data

13. This will open the Import tool

14. Select the Profile from the drop down list

15. In the File box, click Browse to search for the file you wish to import

16. Locate the file and click Open

17. Click Upload File

18. The grid will then appear in the Import tool with all of the information from your spreadsheet and the IPM headings automatically matched up

19. Continue with the upload process as per the instructions in section 8.1

 

4.2 Exporting to Excel®

Use these steps if you wish to export data from IPM to an Excel® spreadsheet:

1. Open the grid you wish to e select the row you wish to export by checking at the left of each row (if you wish to select all rows, check this icon at the very top of the grid)

2. Click on at the bottom of the grid to export the data selected

3. This will bring up a file download box where you can choose to open or save the Excel® spreadsheet