Forms and Fields Available to the Import Process

Whether you are importing data to custom fields to fields on a standard system form type or custom fields on a custom form you created, the import process is the same. The following form types and field types are available for importing.

Form Types - While these form types are included in the import process, only the field types noted below are available for any form type.

• Custom Forms
• Contracts, Contract Exhibits
• Directives
• Drawings, Drawing Packages
• Emails
• Field Reports
• Punch List Items
• Requests for Information
• Specifications, Specification Packages
• Submittals Items, Submittal Packages

Field Types

• Account Codes - The account code used in the import process must match the account code that has been previously setup in the Project Administration area. This includes the number of segments, character count, and all delimiters used in the account code (e.g. 11.22-333). Alpha and numeric characters can be used and the import is case insensitive.
• Checkbox- These options are representations of checked/unchecked and are case insensitive - True, False / Yes, No / 1, 0 / On, Off.
• Currency - Can import both positive and negative numbers. Symbols and alpha characters are not allowed. Decimal places are not required but if used, must be in 2 places. Proper importing examples are as follows noting the maximum values importable. $ can be used but for the import process, it is removed. Therefore it is not necessary to include a $ in the import template.
  • ($2,147,483,648.00)
    -$2,147,483,648.00
    (2,147,483,648)
    -2,147,483,648.00
• Date - Must be in the format of DD/MM/YYYY
• Email - Must contain the @ symbol
• Multi-line Rich TextText - Alpha, numeric, or special characters allowed up to 2500 total characters.
• Single Line Text - Alpha, numeric, or special characters allowed up to 255 total characters.
• Number - Numbers only. Range is -2147483648 to 2147483647.
• Phone Number - Alpha, numeric, or special characters allowed up to 255 total characters.
• Picklist (Standard Picklist and Project Picklist) - Must match pre-existing picklist options defined in the project. Picklist imports are case insensitive.
• Project Directory (Companies and Contacts) - Alpha characters up to 255. Although company and contact fields pull from the Project Directory, import is straight imported text.  
• URL - Must contain protocols http or https, followed by ://

The Import Process

From the log view, click '...Batch Export'.

1. Example 1 - System Form to System Form (Request for Information references Potential Change Orders) 
1. Go to FORMS > Request for Information. From Log View, click '...Customize Form Fields'. Use the instructions under Help - Custom Fields and click 'Add New Field' to add RFI custom Reference Collection to reference Potential Change Orders. In this example, we created a Reference Collection on 'PCO Links'. 
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2. Create one Potential Change Order. This PCO will be linked to our Request for Information (RFI)
3. Create an RFI and click 'Add PCO Links'. Link the PCO to the RFI via custom Reference Collection 
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4. In the above example, the information from the PCO is displayed directly in the RFI form without having to jump to a different form to validate required information. Additionally, clicking the Subject link provides quick access to the linked PCO.
2. Example 2 - Custom Form to System Form (Field Reports references custom forms Daily Details and Daily Work Records)
1. Create custom form 'Daily Details' adding fields 'Inspected Today?', 'Date', 'Temperature', 'Weather'. For information on creating custom forms, please see Help section Custom Forms
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2. Create Daily Details documents
3. Create custom form 'Daily Work Records' adding fields 'Company', 'Crew', 'Count', 'Details'. 
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4. Create Daily Work Records
5. Go to FORMS > Field Reports. From Log View, click '...Customize Form Fields'. Use the instructions under Help - Custom Fields and click 'Add New Field' to add Field Report custom Reference Collection to reference the Daily Details custom form. Repeat the process for adding Field Report custom Reference Collection 'Daily Work Records'. In this example, we created a Reference Collection to 'Daily Details' and to Daily Work Records adding both Reference Collections to the Field Reports system form.  
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6. Create a Field Report and click 'Add Daily Details'. Link the Daily Details document to the Field Report. Similarly, click the 'Add Daily Work Records' button to add Daily Work Records. 
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7. In the example above, we've create multiple custom forms where these forms can be used stand alone or as Reference Collections in any other form within the system.  Daily Details and Daily Work Records can be easily linked to our Field Report to display visibility of the daily details and crew on site right from the parent form Field Reports. The Subject links can be used to jump directly to the linked documents.
3. Other Examples - With practically endless possibilities for Reference Collection use, here are some other suggested examples. 
1. Files as a Reference Collection to any system form such as Submittals
2. Emails as a Reference Collection to any correspondence form
3. Costing data to any other Costing form
4. Custom form data to Punch List Items such as Inspections. 

Reference Collection Access

Depending on the level of access granted, you can determine which users and/or share groups can use a Reference Collection and which fields they have access to in that Reference Collection. The following access rules apply and assumes the User or Share Group has access to the parent document to which the Reference Collection resides. .

• Reference Collections - When creating Reference Collection, field level access is set to define who can access the Reference Collection itself. Please see the page Custom Fields for instructions on Step 3 - Setting Field Access.
  • No Access - Users and Share Groups with this level of access will not see the Reference Collection
  • Read Only - User and Share Groups with this level of access will see the Reference Collection but will not be able to 'Add' or 'Remove' linked documents to that Reference Collection
  • Read/Write - Users and Share Groups with this level of access will see the Reference Collection and be able to Use the 'Add' and 'Remove' buttons to add and remove linked documents.
• Custom Fields - When adding custom fields to any system form or a custom form you've created, you can set field access to each field. As it pertains to Reference Collections,
  • When setting field level access to custom fields that are part of a Reference Collection, that access is applied to the Reference Collection. If the user does not have field level access, he/she will not see that field in the Reference Collection. 

Linking documents to a Reference Collection

In order for users to be able to link documents to a Reference Collection, those users must have access to the documents to which they are linking. The following rules apply to linking documents to a Reference Collection.

• User must have been shared the document
• User must not have been halted on a document
• Obsoleted documents are not available for linking

Auto sharing documents in a Reference Collection

Any documents that users may not have access to that are linked to a Reference Collection are then shared to the users who:

• Have access to the Reference Collection
• Have the same level of access to the parent document to which the Reference Collection resides
  • User A creates a custom field Reference Collection on the Request for Information system form. The RFI Reference Collection references Submittals 
  • User A sets field level security to 'User B' on the Reference Collection
  • User A creates an RFI document and shares the RFI to 'All Users on the Project'
  • User B can access the RFI because he is part of All Users on the Project and User B can access the Reference Collection as he has field level access as User B.
  • User A links a Submittal document to the RFI Reference Collection - User B sees the RFI and the Reference Collection but does not see the linked Submittal because the share level access on the RFI 'All Users on Project' is not an exact match to the Reference Collection field access 'User B'. Therefore, User B is not shared the linked Submittal.
  • User A then shares the RFI to 'User B' specifically and because both the parent document share access and the Reference Collection field access match 'User B to User B', User B is now auto-shared the linked Submittal and can see the Submittal in the Reference Collection. Similarly this can be accomplished had User A granted field level access on the Reference Collection to 'All Users on Project'.
• Example:
• Other rules that apply to auto-sharing linked documents in a Reference Collection
  • Halted User - If a user is halted on a document that is already linked to a Reference Collection, that user can still see the linked document and can click the Subject link to access it but the document will show as halted.
  • If a User who has Read/Write access to the Reference Collection removes a document to which he has been halted from the Reference Collection, that user will not be able to relink that document as halted documents are not available in the list of documents that can be linked to Reference Collections.
  • Obsoleted Documents - Assuming there is an exact match of sharing rights on the Reference Collection and the parent document to which the Reference Collection resides, linked documents that are obsoleted are also shared to users who have access to the Reference Collection.

The Batch Import wizard provides three easy steps to follow.

1. Download template - Download the template CSV file we've built which is ready for you to fill in. Click the 'Download' button to download the template.
   1. Downloading a template will provide you with the columns necessary to input data.
   2. The order of the fields should match the same order as shown on the form. This order of fields must be maintained for the import process to succeed. If fields are added, renamed, or reordered, a new template must be downloaded.
   3. Only fields to which you have access will be downloaded.
2. Prepare your data -Use the template to fill in all your fields of your forms. Once you finish, you're ready to upload.
   1. Required Fields - Although all exportable fields are downloaded to the template, only required fields need to be completed in order for the import to succeed. All other fields can be blank but must be present during the import.
   2. Follow the standard field rules for importing based on that field type as noted above.
   3. The number of columns must match the number of field on the form.
   4. Column headers must match the field label on the form
3. Import forms - Upload the CSV file into ProjectTeam.com.
   1. When you have completed data entry and saved your template, click the 'Upload' button. Browse to and select your template. The import process will begin. If the import is successful and no errors are found, a summary confirmation screen will appear advising you of the # of rows imported. The import summary page provides a link to the form. Click this link to go to the log showing all imported documents.
   2. Erroneous entries - It is important to make sure the CSV file has valid entries prior to the import. If errors are found during the import, the import summary page will define those errors that need to be corrected in order for the import to be successful. Assuming there are no blank rows in the CSV file, the Row #, Field Name, Field Type, Value, and Error Description will be displayed.
      1. NOTE - If any one row is erroneous, no rows will be imported. This is by design to avoid duplicate documents being created from the import process. If for example you import 100 rows and 99 were validated and imported, fixing the one erroneous entry with a reimport of all 100 rows, will import all 100 rows again, leaving you with 99 duplicate entries. Therefore this rule is in place to protect against import duplication.
      2. The following are errors you might encounter during an import

Helpful Screenshots 

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