Mapping Information for .CSV Imports

When you first implement Deltek any other time when you need to add multiple records, you can quickly and efficiently import data from a CSV (comma-separated values) file into Deltek.

For example, if you maintain a list of your business contacts in Microsoft® Outlook®, you can export that contact data into a .CSV file and then import it into the Deltek database, rather than adding each of the contacts individually using the Add Contacts form.

Before You Begin

Before completing the import process, it is important to review the data in the .CSV file to ensure accuracy and make sure names are spelled the same. It is also useful to know the following:
  • Because you explicitly map the .CSV fields to {Deltek fields during the import process, the field names in the file do not have to match the field names in Deltek.
  • The order of the fields in the .CSV file does not matter.
  • It does not matter if the .CSV file contains fields that have no equivalent field in Deltek or fields that you do not want to import for some other reason. The import process ignores fields in the file that you do not map to Deltek fields.

Importing Values for Drop-Down Fields

In most cases, a field in the .CSV file that is mapped to a field in Deltek that has a drop-down list of valid values must contain a code that exactly matches the code for one of those valid values. If the code in the import file does not match the code for a valid value for the field in Deltek, the record is imported but that field is left blank.

Importing Values for Custom Fields

With the exception of fields in grids and calculated fields, you can import data for custom fields that you have added to Deltek forms. The format of data to be imported into a custom field must be compatible with the type of custom field. For example, you can only import numeric data into a number field. If the format is not correct, the contact is not imported and you will be notified of the issue in the error log. The import continues through the rest of the records in your source file.

Field Notes
Custom date field Dates to be imported into a custom date field should be in the date format specified in the My Preferences dialog box of the person who runs the import process. For example, if your date preferences are set to include the month before the day, then the dates in the import source file should also have the month before the day.
Custom drop-down field

Values to be imported into a custom drop-down field must match one of the standard values for that field.

In most cases, if a value does not match a standard value, the record is not imported and you will be notified of the issue in the error log. The import continues through the rest of the records in your source file. However, you can specify that a custom drop-down field is not limited to the list of predefined values, and users can enter a value that is not in the list. For such fields, a record containing a value that is not in the list is imported with that value but the value is not added to the list of values for the field properties.

Custom lookup field Values to be imported into a custom lookup field must match a name exactly. For employee or contact lookups, they must match either a first name + last name + firm or preferred name + last name + firm. For a firm lookup, they must match either a firm name or alias. If there is no match, the record is not imported and you will be notified of the issue in the error log. The import continues through the rest of the records in your source file.
Custom check boxes Custom check boxes are selected (checked) if the imported value is either Yes or Y and are not selected if the value is No or N.

Related Topics:

  • Opportunities Import Fields
    When you import opportunity information, the import process adds a new opportunity record in Deltek for each opportunity in the .CSV file that does not already exist in Deltek.
  • Contacts Import Fields
    When you import contact information, the import process adds a new contact record in Deltek for each contact in the .CSV file who does not already exist in Deltek.
  • Employees Import Fields
    You can import this basic employee data into the Deltek database. If the employee does not already exist in Deltek, he or she is added. After you add the employee, you can use other import processes or APIs to bring in skills, credentials, education information, and citizenship information for the employee.
  • Employee Citizenship Import Fields
    You can import employee citizenship data into the Deltek database.
  • Employee Credentials Import Fields
    You can import employee credentials data into the Deltek database.
  • Employee Education Import Fields
    You can import employee education data into the Deltek database.
  • Employee Skills Import Fields
    You can import employee skills data into the Deltek database.
  • Generic Staff Import Fields
    You can import generic resource data into the Deltek database. If the generic resource does not already exist in Deltek, it is added.
  • Project Information Import Fields
    You can import data for each element of the work breakdown structure (WBS) into the Deltek database. If the WBS element does not already exist in Deltek, it is added.
  • Project Assignments Import Fields
    You can import resource planning assignments for employees and projects into the Deltek database.
  • Historical Hours Import Fields
    For comparison to planned hours, you can import the actual hours (job-to-date, or JTD, hours) your employees have charged to projects.
  • Lists Import Fields
    You can import lists of standard values for fields that have drop-down lists for selecting entries.
  • Firms Import Fields
    When you import firm information, the import process adds a new firm record in Deltek for each firm in the .CSV file who does not already exist in Deltek.
  • Firm Addresses Import Fields
    When you import firm address information, the import process adds new firm address information for each firm in the .CSV file that does not already exist in Deltek.
  • Organization Import Fields
    If you configured Deltek for the variable organization structure, you can import your organizations.
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