Opening the Interface Utility

Before using the Advantage/CRM Interface Utility, you must open the utility in Advantage.

To open the Interface Utility:

1.	From the Start menu, select Programs, Deltek Advantage 8.0.

2.	From the Utilities menu, select the Setup Table Maintenance option.

3.	Select the General System Setup tab.

4.	Select the Enable Deltek CRM Interface checkbox. This option appears only if you are connected to an MSDE or SQL Server database.

5.	Select Save to save your entry.

6.	Select Close to close this form.

7.	You can now run the Import Utility or run the Export Utility.


Data Import Security

Data must be approved before it can be imported into Advantage. To approve data, you must have the appropriate security access selected on the Security Maintenance form.

To set the security access for data approval:

1.	From the Start menu, select Programs, Deltek Advantage 8.0.

2.	From the Utilities menu, select the Security Setup option.

3.	Select the Privileges tab.

4.	Select the Allow Approval of Imported Master Data option to be able to approve data that is imported from applications (CRM, etc.) outside of Advantage.

5.	Select Save to save your entry.

6.	Select Close to close this form.


Completing the Import Utility Form

After establishing the security settings for data import, you can complete the General Tab of the Advantage/CRM Data Import Utility form. This tab defines the import settings and data options.

To complete this form:

1.	Complete the SQL Server Connection fields. If the data is on different servers, select the CRM on Different Server checkbox. Enter the name of the CRM Server, the name of the database, and the SQL login name and password specified in your Advlink.mdb file. If the data is on the same server, do not select the CRM on Different Server checkbox. The name of the CRM Server displays in the CRM Server field. You cannot change this field. Enter the name of the CRM database, and the SQL login name and password specified in your Advlink.mdb file.

2.	Select the Data to Import options. These are the CRM data options that you want to import into Advantage.

3.	Select the Project Data option to import CRM project numbers into Advantage. CRM project numbers will import into Advantage with a single space between the Project Number and the Task Number. For example:

Advantage Project Numbers:	Import to CRM as:
2000015.00	2000015.00
2000015.00 Task 001	2000015.00 001
2000015.00 Task 002	2000015.00 002
2000015.00 Task 003	2000015.00 003
4.	After you select these options, you may use the Data Import Utility Tabs [Employee, Client, Vendor (Consultant), Project, and Prospect (Opportunity)] to further define the import options. The mapping between the applications is as follows:

From CRM	To Advantage
Employee	Employee
Client	Client
Consultant	Vendor
Project	Project
Opportunity	Project (of Type P)
5.	Select Import to Advantage to execute the data import into Advantage. The utility will check for duplicate Project and Proposal numbers. If duplicate numbers are detected, neither of the duplicate records will be imported into Advantage. It is important to change any duplicate CRM Project and Proposal numbers to unique numbers, then re-run the import process.

6.	Select Close to save your changes and close this utility.

7.	Use the Data Approval form to approve the data and complete the import process.


Basic Steps for Importing Data

To import a file from CRM into Advantage:

1.	Ensure the Advantage and CRM databases you will be using are Microsoft MSDE or SQL Server databases. If they are not, you must convert them to SQL. Contact Deltek Advantage application support for further information.

2.	Set up the utility.

3.	From Advantage, select the security options for importing external data into Advantage.

4.	Open the Interface Utility.

5.	Run the Import Utility.

6.	From Advantage, select the approval options.

7.	From the Import Utility, complete the Advantage/CRM Data Import Utility form.


Completing the Export Utility Form

The General Tab of the Advantage/CRM Data Export Utility form defines the export settings and data options.

To complete this form:

1.	Complete the SQL Server Connection fields. If the data is on different servers, select the CRM on Different Server checkbox. Enter the name of the CRM Server, the name of the database, and the SQL login and password specified in your Advlink.mdb file. If the data is on the same server, do not select the CRM on Different Server checkbox. The name of the CRM Server displays in the CRM Server field. You cannot change this field. Enter the name of the CRM database, and the the SQL login and password specified in your Advlink.mdb file.

2.	Select the Data to Export options. These are the Advantage data options that you want to export into CRM.

3.	To export Advantage Project tasks to CRM, go to Project Table Maintenance in Advantage. On the Project tab, select the Export Task Data to CRM field if you want to export that Project’s Task data to CRM.

In Advantage, these are all one project:	In CRM, they export as four projects:
2000015.00	2000015.00
2000015.00 Task 001	2000015.00 001
2000015.00 Task 002	2000015.00 002
2000015.00 Task 003	2000015.00 003
Deselecting Export Task Data to CRM means that only the data at the main Project level will be exported to CRM. This will enable two other fields: Sum Compensation and Append Team.

If you select the Sum Compensation field then the sum of all the compensation amounts (compensation, consultant fee, and reimbursable allowance) per all of the tasks will display at the project level after exporting to CRM. If you select the Append Team field, then all of the employees that have posted time to any of the tasks will now show in the Project Team Members tab of the project imported into CRM.

4.	After you select these options, you may use the Data Export Utility Tabs (Employee, Client, Vendor, Project , and Prospect) to further define the import options. The mapping between the applications is as follows:

From Advantage	To CRM
Employee	Employee
Client	Client
Vendor	Consultant
Project	Project
Prospect	Opportunity
5.	If you select the Project Update Data field in the Data to Export box, the Project Updates box is enabled. Use the Project Updates options to select any of these options to be updated:

Project Start/End date

Project Fee

Project Total Compensation

Project Team

Consultant Team

Project Percent Complete

6.	Select Export to CRM to execute the data export into CRM.

7.	Select Close to save your changes and close this utility.


Basic Steps for Exporting Data

To export a file from Advantage to CRM:

1.	Ensure the Advantage and CRM databases you will be using are Microsoft MSDE or SQL Server databases. If they are not, you must convert them to SQL. Contact Deltek Advantage application support for further information.

2.	Set up the utility.

3.	For projects with tasks, specify how you want project data to be exported.

4.	From the Export Utility, complete the Advantage/CRM Data Export Utility form.


Establishing Security Between Advantage and CRM

The Advantage login needs to be granted db_owner permissions to the CRM database.

There are two different procedures for establishing security between the two databases, depending on whether you are using SQL Server or MSDE:

SQL Server

MSDE


Establishing Security using SQL Server

To grant permission to the CRM database:

1.	Open the Advantage SQL Server Enterprise Manager.

2.	Click the plus sign next to Security.

3.	Click on Login.

4.	Double-click the Advantage login in the right pane.

5.	Click the Database Access tab.

6.	Scroll to the CRM database and select the Permit option. The lower portion of the window is now active.

7.	Select the db-owner option.

8.	Click OK to save your changes.


Establishing Security using MSDE

To grant permission to the CRM database:

1.	Open the Deltek MSDE Console.

2.	Click on the Advanced tab.

3.	Click on the Query Analyzer sub tab.

4.	Enter Master in the ‘Please select a database’ box.

5.	Enter  use ‘CRM database name’.

6.	Click Go.

7.	Click Clear.

8.	Enter sp_grantdbaccess @loginname = ‘Advantage database login name’.

9.	Click Go.

10.	Click Clear.

11.	Enter  sp_addrolemember @rolename = ‘db_owner’, @membername = ‘Advantage database login name’.

12.	Click Go to create the link.


Creating a Linked Server

If the Advantage database resides on one SQL server and the CRM database is on another SQL server, you must create a Linked Server in order for the two servers to communicate. The two servers must be in the same domain.

There are two different procedures for creating a linked server, depending on whether you are using SQL Server or MSDE:

SQL Server

MSDE


Creating a Linked Server using MSDE

If the Advantage database resides on one SQL server and the CRM database is on another SQL server, you must create a Linked Server in order for the two servers to communicate.  The two SQL servers must be in the same domain.

To create this link using MSDE:

1.	Open the Deltek MSDE Console.

2.	Click on the Advanced tab.

3.	Click on the Query Analyzer sub tab.

4.	Enter Master in the ‘Please select a database’ box.

5.	Enter EXEC sp_addlinkedserver ‘CRM server name or IP address’, N’SQL Server’

6.	Click Go.

7.	Click Clear.

8.	Enter Exec sp_addlinkedsrvlogin ‘CRM server name or IP address’, ‘false’, NULL, ‘sa’, ‘CRM server sa password’

9.	Click Go to create the link.

After you have defined the linked server, you may start the Advantage 8.0 Import Utility. On the General Tab, you must enter the Linked Server name from step 5 above, and enclose it in quotations. For example, "10.9.3.51" or "crmsql".


Creating a Linked Server using SQL Server

To create this link on the Advantage SQL Server:

1.	Open the Advantage SQL Server Enterprise Manager

2.	Click the plus sign next to Security.

3.	Right-click on Linked Servers and select New Linked Server.

4.	Enter the IP address (or the name) for the CRM SQL Server in the Linked Server name field.

5.	Click the SQL Server option for Server Type.

6.	Click the Security tab.

7.	Click the They will be mapped to option.

8.	Enter sa as the remote login.

9.	Enter the CRM SQL Server sa password for the With password field.

10.	Click OK to save your changes.

After you have defined the linked server, you may start the Advantage 8.0 Import Utility. On the General Tab, you must enter the Linked Server name from step 4 above, and enclose it in quotations. For example, "10.9.3.51"  or,   "crmsql".


Approving Data

After running the import process, you must use the Approval form to complete the import of CRM data into Advantage. During the approval process, Advantage compares the CRM information to the data previously entered into Advantage, and tells you whether the new CRM data can be imported. Advantage only imports new CRM data that is error-free.

To approve CRM data:

1.	Run the Data Import Utility and complete the Data Import Utility Form.

2.	Complete the Advantage Approval Form. From the Advantage Tables menu, select Client/Employee/Project or Vendor Approvals from the menu bar.

3.	Click the Approve option next to each row(s) of data you want to approve. To select all rows, click the Select All button.

4.	If you only want to view the fields that are required to be filled in for Advantage to accept the data, select the Hide non-required fields option.

5.	Click OK to begin the final import process on those records where the Approve option is selected. A message indicates the Records Selected, Records Approved, and Records Rejected.

6.	Select the Report Errors button to view errors in any of the records you are trying to approve.

If you attempt to go to an Advantage Table Maintenance window (Employee, Project, Vendor, Client) when there is data in any of the Approval Tables waiting to be approved, a message will display indicating there is CRM data to import. You may choose to import the data now, or postpone the import until a later period.


Overview of the Advantage/CRM Interface Utility

The Deltek Advantage/CRM Interface Utility allows you to transfer information between the Deltek CRM and Deltek Advantage applications. The data export utility exports information from Advantage to CRM, and the data import utility imports information from CRM into Advantage.

This utility runs independently from Deltek Advantage and Deltek CRM, and the data transfer can occur only once per record; after a record is exported or imported from/to Advantage or CRM, the record will not be updated again the next time you export/import.

The only exceptions are the Project Update options on the export form. When you select any of these options, the respective project information will update for the project record each time you export to CRM.

To update an employee, client, vendor, or prospect record after it has been exported/imported, you must delete the record from Advantage or CRM, and then re-export/import the record.

What do you want to do?

See the steps for setting up the utility.

Export Data

Import Data


Export Utility Client Tab

Use this tab to map Advantage Client fields to CRM Client fields.

CRM Column

This view-only column lists the Client fields in CRM.

Adv Column

The column lists the Advantage Client table field that is mapped to the CRM Client table field listed in the CRM Column. Only the fields with data in this column will be exported to CRM. For example, ‘clName’ in Advantage will export to the ‘Client_Name’ field in CRM. However, nothing will map to the CRM ‘Client_Type’ field because there is no Advantage field mapped to it.

To change the mappings, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

CRM Len/ Adv Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective CRM and Advantage columns.

Constant

Select this checkbox to export the value entered in the Adv Column. For example, the word ‘Date’ is entered in the Adv Column field next to the field called  ‘User_Create’ in the CRM Column. When you select the Constant checkbox, the word ‘Date’ will be exported to the ‘User_Create' field in CRM for every Client record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the export.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Export Utility Employee Tab

Use this tab to map Advantage Employee fields to CRM Employee fields.

CRM Column

This view-only column provides a listing of the Employee table fields in CRM.

Adv Column

The column lists the Advantage Employee table field that is mapped to the CRM Employee table field listed in the CRM Column. Only the fields with data in this column will be exported to CRM. For example, ‘emHireDate’ in Advantage will export to the ‘Hire_Date’ field in CRM. However, nothing will map to the CRM ‘Consultant_ID’ field because there is no Advantage field mapped to it.

To change the mappings in the Adv Column, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

CRM Len/ Adv Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective CRM and Advantage columns.

Constant

Select this checkbox to export the value entered in the Adv Column. For example, the word ‘Associate’ is entered in the Adv Column field next to the field called  ‘Title’ in the CRM Column. When you select the Constant checkbox, the word ‘Associate’ will be exported to the ‘Title’ field in CRM for every Employee record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the export.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Export Utility Project Tab

Use this tab to map Advantage Project fields to CRM Project fields.

CRM Column

This view-only column provides a listing of the Project table fields in CRM.

Adv Column

The column lists the Advantage Project table field that is mapped to the CRM Project table field listed in the CRM Column. Only the fields with data in this column will be exported to CRM. For example, ‘prProject’ in Advantage will export to the ‘Project_Number’ field in CRM. However, nothing will map to the CRM ‘Zip_Code’ field because there is no Advantage field mapped to it.

To change the mappings in the Adv Column, use the drop-down list box to change the default mappings or select a new mapping.

If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

CRM Len/ Adv Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective CRM and Advantage columns.

Constant

Select this checkbox to export the value entered in the Adv Column. For example, the word ‘Location’ is entered in the Adv Column field next to the field called  ‘City’ in the CRM Column. When you select the Constant checkbox, the word ‘Location’ will be exported to the ‘City’ field in CRM for every Project record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the export.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Export Utility Prospect Tab

Use this tab to map Advantage Prospect fields to CRM Opportunity fields. An Advantage project is considered a prospect if the Project Type is P.

CRM Column

This view-only column provides a listing of the Opportunity table fields in CRM.

Adv Column

The column lists the Advantage Prospect table field that is mapped to the CRM Opportunity table field listed in the CRM Column. Only the fields with data in this column will be exported to CRM. For example, ‘prProject’ in Advantage will export to the ‘Project_Number’ field in CRM. However, nothing will map to the CRM ‘Zip_Code’ field because there is no Advantage field mapped to it.

To change the mappings in the Adv Column, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

CRM Len/ Adv Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective CRM and Advantage columns.

Constant

Select this checkbox to export the value entered in the Adv Column. For example, the word ‘Location’ is entered in the Adv Column field next to the field called  ‘City’ in the CRM Column. When you select the Constant checkbox, the word ‘Location’ will be exported to the ‘City’ field in CRM for every Opportunity record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the export.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Export Utility Vendor Tab

Use this tab to map Advantage Vendor fields to CRM Consultant fields.

CRM Column

This view-only column provides a listing of the Consultant table fields in CRM.

Adv Column

The column lists the Advantage Vendor table field that is mapped to the CRM Consultant table field listed in the CRM Column. Only the fields with data in this column will be exported to CRM. For example, ‘veName’ in Advantage will export to the ‘Consultant_Name’ field in CRM. However, nothing will map to the CRM ‘User_Create’ field because there is no Advantage field mapped to it.

To change the mappings in the Adv Column, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

CRM Len/ Adv Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective CRM and Advantage columns.

Constant

Select this checkbox to export the value entered in the Adv Column. For example, the word ‘Location’ is entered in the Adv Column field next to the field called  ‘City’ in the CRM Column. When you select the Constant checkbox, the word ‘Location’ will be exported to the ‘City’ field in CRM for every Employee record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the export.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Import Utility Client Tab

Use this tab to map CRM client fields to Advantage client fields.

ADV Column

This view-only column lists the Client  fields in Advantage.

CRM Column

The column lists the CRM Client table field that is mapped to the Advantage Client table field listed in the ADV Column. Only the fields with data in this column will be exported to Advantage. For example, ‘Client_Number’ in CRM will export to the ‘clClient’ field in Advantage. However, nothing will map to the Advantage ‘clContact’ field because there is no CRM field mapped to it.

To change the mappings, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

Adv Len/CRM Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective Advantage and CRM columns. Note that if a field length in CRM exceeds an Advantage field length, the utility will truncate the field to match the users setting in Advantage’s System Setup.

Constant

Select this checkbox to export the value entered in the CRM Column. For example, the word ‘Location’ is entered in the CRM Column field next to the field called  ‘clCity’ in the Adv Column. When you select the Constant checkbox, ‘Location’ will be imported to the ‘clCity’ field in Advantage for every Client record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the import.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Import Utility Employee Tab

Use this tab to map CRM Employee fields to Advantage Employee fields.

ADV Column

This view-only column lists the Employee  fields in Advantage.

CRM Column

This column lists the CRM Employee table field that is mapped to the Advantage Employee table field listed in the ADV Column. Only the fields with data in this column will be exported to Advantage. For example, ‘Employee_Number’ in CRM will export to the ‘emEmployee’ field in Advantage. However, nothing will map to the Advantage ‘emType’ field because there is no CRM field mapped to it.

To change the mappings, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

Adv Len/CRM Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective Advantage and CRM columns. Note that if a field length in CRM exceeds an Advantage field length, the utility will truncate the field to match the users setting in Advantage’s System Setup.

Constant

Select this checkbox to export the value entered in the CRM Column. For example, the word ‘Location’ is entered in the CRM Column field next to the field called  ‘emCity’ in the Adv Column. When you select the Constant checkbox, ‘Location’ will be imported to the ‘emCity’ field in Advantage for every Employee record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the import.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility


Import Utility Project Tab

Use this tab to map CRM Project fields to Advantage Project fields.

ADV Column

This view-only column lists the Project fields in Advantage.

CRM Column

This column lists the CRM Project table field that is mapped to the Advantage Project table field listed in the ADV Column. Only the fields with data in this column will be exported to Advantage. For example, ‘Project_Number’ in CRM will export to the ‘prProject’ field in Advantage. However, nothing will map to the Advantage ‘prProjMgr’ field because there is no CRM field mapped to it.

To change the mappings, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

Adv Len/CRM Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective Advantage and CRM columns. Note that if a field length in CRM exceeds an Advantage field length, the utility will truncate the field to match the users setting in Advantage’s System Setup.

Constant

Select this checkbox to export the value entered in the CRM Column. For example, the word ‘Location’ is entered in the CRM Column field next to the field called  ‘prCity’ in the Adv Column. When you select the Constant checkbox, ‘Location’ will be imported to the ‘prCity’ field in Advantage for every Project record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the import.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Import Utility Prospect Tab

Use this tab to map CRM opportunity fields to Advantage project fields, where the Project Type is P.

ADV Column

This view-only column lists the Prospect  fields in Advantage.

CRM Column

The column lists the CRM Opportunity table field that is mapped to the Advantage Prospect table field listed in the ADV Column. Only the fields with data in this column will be exported to Advantage. For example, 'Project_Number’ in CRM will export to the ‘prProject’ field in Advantage. However, nothing will map to the Advantage ‘prTaskType’ field because there is no CRM field mapped to it.

To change the mappings, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

Adv Len/CRM Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective Advantage and CRM columns. Note that if a field length in CRM exceeds an Advantage field length, the utility will truncate the field to match the users setting in Advantage’s System Setup.

Constant

Select this checkbox to export the value entered in the CRM Column. For example, the word ‘Location’ is entered in the CRM Column field next to the field called  ‘prCity’ in the Adv Column. When you select the Constant checkbox, ‘Location’ will be imported to the ‘prCity’ field in Advantage for every Prospect record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the import.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


Import Utility Vendor Tab

Use this tab to map CRM consultant fields to Advantage vendor fields.

ADV Column

This view-only column lists the Vendor fields in Advantage.

CRM Column

The column lists the CRM Consultant table field that is mapped to the Advantage Vendor table field listed in the ADV Column. Only the fields with data in this column will be exported to Advantage. For example, ‘Consultant_Number’ in CRM will export to the ‘veVendor’ field in Advantage. However, nothing will map to the Advantage ‘veSortName’ field because there is no CRM field mapped to it.

To change the mappings, use the drop-down list box to change the default mappings or select a new mapping.

Note: If you try to change a mapping for a primary key field, you will receive an error message indicating that the field cannot be changed.

Adv Len/CRM Len

These view-only columns provide a listing of numbers indicating the length of the fields for the respective Advantage and CRM columns. Note that if a field length in CRM exceeds an Advantage field length, the utility will truncate the field to match the users setting in Advantage’s System Setup.

Constant

Select this checkbox to export the value entered in the CRM Column. For example, the word ‘Location’ is entered in the CRM Column field next to the field called  ‘veCity’ in the Adv Column. When you select the Constant checkbox, ‘Location’ will be imported to the ‘veCity’ field in Advantage for every Vendor record.

Edit SQL

Select this checkbox to add an additional column to the grid called ‘SQL’. Use this column to enter SQL Query statements to modify the import.

Restore Default

Select this button to restore the default mappings for this tab.

Close

Select this button to save your changes and close the utility.


After Exporting Data

After data has been exported to CRM, it will automatically display in the CRM application.


Required Field Validation

Advantage contains fields that are required to contain data. When performing a data import, these fields must be filled in before the import process can occur.

Depending on the field’s configuration, there are three possible options for completing a required field:

•	Use the drop-down box options

•	Double-click on the field and select from the options list

•	Enter data manually


Running the Data Export Utility

To run the Export Utility:

1.	From the Start menu, select Programs, Deltek Advantage 8.0.

2.	Select the Import Utility.

3.	The Processing Period form displays. Select the processing period you wish to use.

4.	Click OK.

5.	From the Utilities menu, select CRM Export. The Export utility displays the Advantage/CRM Data Export Utility form. Complete this form.


Running the Data Import Utility

To run the Import Utility:

1.	From the Start Menu, select Programs, Deltek Advantage 8.0.

2.	Select the Import Utility.

3.	The Processing Period form displays. Select the processing period you wish to use.

4.	Click OK.

5.	From the Utilities menu, select CRM Import. The Import Utility displays the Advantage/CRM Data Import Utility form. Complete this form.


Select the Approval Options

After running the import process, you must use the Approval form to complete the import of CRM data into Advantage. During the approval process, Advantage compares the CRM information to the data previously entered into Advantage, and tells you whether or not the new CRM data can be imported. Advantage only imports new CRM data that is error free.

To approve CRM data:

1.	Run the Data Import Utility and complete the Data Import Utility Form.

2.	Complete the Advantage Approval Form. From the Advantage Tables menu, select Client/Employee/Project or Vendor Approvals from the menu bar.

3.	Click the Approve option next to each row(s) of data you want to approve. To select all rows, click the Select All button.

4.	If you only want to view the fields that are required to be filled in for Advantage to accept the data, select the Hide non-required fields option.

5.	Click OK to begin the final import process on those records where the Approve option is selected. A message indicates the Records Selected, Records Approved, and Records Rejected.

6.	Select the Report Errors button to view errors in any of the records you are trying to approve.

If you attempt to go to an Advantage Table Maintenance window (Employee, Project, Vendor, Client) when there is data in any of the Approval Tables waiting to be approved, a message will display indicating there is CRM data to import. You may choose to import the data now, or postpone the import until a later period.


Initializing the CRM Interface Utility

Inirializing is a one-time process. These scripts can be found on the Advantage CD in the 8.0 folder, or downloaded from the Deltek website.  Run them in Query Analyzer against the respective database.

For Microsoft SQL Server 2000 databases:

1.	Open the SQL Query Analyzer.

2.	Select your Advantage database.

3.	Click the Load SQL Script icon (the open folder in icon bar).

4.	Browse to the folder to which you downloaded the scripts.

5.	Select the first file in the list at the end of this help topic and click Open.

6.	Click the Execute Query button (the green arrow in the toolbar).

7.	Repeat these steps for the remaining 13 files in the list.

For MSDE databases:

1.	Open the MSDE Console.

2.	Select your Advantage database.

3.	Click the Options subtab.

4.	Click the Browse button in the lower right of the screen and browse to the folder towhich you downloaded the scripts.

5.	Select the first file listed below.

6.	Click the Run Update Now button.

7.	Repeat these steps for the remaining 13 files in the list.

1.	AdvCRMMappingInsert.sql – this sets the default mapping for Advantage to CRM Export

2.	CRMADVMappingInsert.sql – this sets the default mapping for CRM to Advantage Import

3.	s_aaunfmtProjectnumber.sql – this defines the format for the project numbers (required and MUST be run before the remaining scripts)

4.	s_ADVCRMClient.sql – stored procedure for Advantage to CRM Client Export

5.	s_ADVCRMEmployee.sql– stored procedure for Advantage to CRM Client Export

6.	s_ADVCRMProject.sql– stored procedure for Advantage to CRM Project Export

7.	s_ADVCRMProjectupdate.sql– stored procedure for Advantage to CRM Project Update Export

8.	s_ADVCRMProspect.sql– stored procedure for Advantage to CRM Prospect Export

9.	s_ADVCRMVendor.sql– stored procedure for Advantage to CRM Vendor Export

10.	s_CRMADVClient.sql– stored procedure for CRM to Advantage Client Import

11.	s_CRMADVEmployee.sql– stored procedure for CRM to Advantage Employee Import

12.	s_CRMADVProject.sql– stored procedure for CRM to Advantage Project Import

13.	s_CRMADVProspect.sql– stored procedure for CRM to Advantage Prospect Import

14.	s_CRMADVVendor.sql– stored procedure for CRM to Advantage Vendor Import


Set up the CRM Interface Utility

To use the CRM Interface Utility, your Advantage database must be either Microsoft MSDE or SQL Server.

To set up the utility:

1.	Create SQL Server logins.

2.	If necessary, create a linked server.

3.	Initialize the utility.

4.	Open the utility in Advantage.


Exporting Data for Projects with Tasks

If a project has tasks, and your Advantage database is a Microsoft SQL Server or MSDE database, the General tab of the project record in Advantage displays three fields:

Export Task Data to CRM –  Select this option if you want the project’s task data to be exported to CRM.  Unselect this option to enable the two task rollup options below:

Sum Compensation –  Select this option to sum all tasks’ Compensation amounts and export the sum as the project’s Compensation.

Append Team – Select this option to have all employees who posted time to any of the project’s tasks appear on the project’s Team tab in CRM, and all consultants who posted time to any of the project’s tasks appear on the project’s Consultant tab in CRM.