Edition: Professional, Business & Enterprise
User-level: System Administrator
Previous steps: Project Numbers, Offices, Project Status, Staff Import, Contact Import, Rate Groups.
In this step, we bring in the headlines, the project number, name, and location. We will also link the project manager and client contacts that have already been imported.
It is highly recommended that you consider the Previous steps above before you attempt to import Projects.
Some things like Project Status and Project Type may not require you to DO anything. Provided you're happy with the System options, it will simply be a case of knowing what they are so that you can use them to complete the Synergy Excel template.
Project Prefixes and sequential numbering formats for projects often differ from company to company, so it's important that Synergy already aligns with your project numbering format. It's also common to see differing Project Prefixes between offices in which case you should also have addressed Offices in Configuration.
With regard to Roles, you should have already addressed this in the Previous steps Importing Staff and Importing Contacts.
All of these elements are important because the software is looking to match fields that you enter on the Synergy Excel template, with those in the system.
Accuracy is vital, and there are some additional Tips! at the end of this article.
So, how do you import your projects?
1. Download the Synergy Excel template.
Using the Organisation dropdown menu, navigate to Settings > Organisation > Data Import > Excel Import
Check that you are on the Projects tab, and click Download.Your download is the excel file named Synergy data import - Projects
There should be three sheets (tabs), one with instructions similar to those below, followed by 'Projects' and 'Project Contacts' to populate with data.
Warning!
Do not adjust the column names.
Do not adjust the order of the columns.
2. Check what information can be imported.
Navigate through both sheets (tabs) 'Projects' and 'Project Contacts' to see the column names that will match fields in Synergy.
Importantly, you should notice that some columns, like 'Project Manager', 'Contact Name', 'Personnel Name' and 'Role' will have already been entered in the Previous steps.
3. Export your projects from your other system.
Use an export feature in your current system to get an excel style output (commonly CSV) with all your existing project details. This could mean you export the project details from your accounting system, or another software package, or maybe you already have it in a spreadsheet.
4. Match your data to the Synergy Excel columns.
Compare the data in your excel file to the columns in the Synergy Excel template and check you have all the required information as well as the optional information that you want to import.
5. Using the Synergy Excel template
Copy and Paste your data into the Synergy Excel template.
Columns marked blue are mandatory.
Columns marked green are optional.
Do not change the formatting anywhere (e.g. number, date, currency etc).
Do not enter data beyond the last column of the table.
Do not rearrange the order of columns.
Do not rename the columns.
Use 'Skip' in column A to skip the record during import. Any row that contains 'Import' or is left blank will be imported.
Do not change the sheet order within the workbook.
If formulas, lookups or a general place to paste data is required, create an additional sheet (tab) and position it as the last sheet (tab) on the right-hand side.
6. Double-check the data in the template.
Required information (blue columns)
All projects have a unique project number that includes the Project Prefix and the sequential number.
All projects have their Project Prefix identified
The project names have the correct project numbers.
All projects have a Status that already exists in Synergy
All projects have the correct Project Manager
Copy the Project Names from 'Projects' and paste them into Project Names on 'Project Contacts' to save time.
All 'Project Contacts' both Contacts and Personnel must already exist in Synergy
Optional information (green columns)
Offices only apply to those companies with multiple offices, in which case identifying where the project belongs will be a critical piece of data. Organisations with only one office will adopt the default office and can remain blank.
Project number suffix is not something you can preconfigure in Synergy prior to import. It is used to customise a project number beyond Project Prefixes and a sequential number.
The external name should only be used in cases where the client-facing project reference is different (shorter or abbreviated) from the Project Name.
Project Type should match one that already exists in Synergy.
Rate Group should match one that already exists in Synergy.
Scope of Works is a fairly robust field and is usually populated with a project summary and any critical notes that you always want to be displayed on the Project Summary page.
The client reference number is designed to hold the purchase order number from the client or the project contract number.
Start dates are usually fairly easy to come by and are important in populating the beginning of the Project Schedule if you're using Synergy Enterprise and any reporting that relates to project performance.
End dates, while elusive, are important to at least estimate; and are important in populating the end of the Project Schedule if you're using Synergy Enterprise and any reporting that relates to project performance.
Multiple Tags and Roles (for 'Project Contacts') can be entered. When multiple Tags or Roles are required, use a comma to separate the data; Tag1, Tag2, Tag3, as an example.
Roles can only be imported if they already exist in Synergy. Setup Roles in Settings > Contact lists > Roles.
Site address - Longitude and Latitude are not necessary to enter here unless you know them. They can easily be populated using a single click by editing the Project Summary page.
Primary, Invoice, Care of invoice Contacts
Each project must have at least one project contact if you will be importing Project Financials later.
If there is only one project contact, they must be marked with a 'Y' in the 'Primary' and 'Invoice contact' columns
The following entries are allowed - Yes, Y, No, N.
7. Import Synergy data import - Projects
Using the Organisation dropdown menu, navigate to Settings > Organisation > Data Import > Excel Import
Check that you are on the Projects tab and click Upload.
Select 'Add files' and navigate your files selecting your completed Synergy data import - Projects. Or you can drag and drop the file into the browser.
An import preview will display your data to review before the import.
In event that you get errors, click on the red and orange triangle for instructions on how to correct the error.
Skip any lines in the preview window that you don't want to import. Any lines that have an error are automatically skipped.
Click the Import button to import all the valid data.
After this import, your Projects will be in Synergy and you'll be ready to load the rest of the project information, like the Phases, Stages, Fees, Revenue, and Cost.
Importing Projects Tips!
Tip: It is usually a good idea to enter one Project and check it before doing any bulk data uploads.
Tip: While it is possible to upload a minimum requirement, and you can run the upload multiple times, you cannot use this Import function to Update records, so the more you can enter in one go, the more efficient you will be at populating your Synergy organisation.
Tip: Use the example records to understand how the entries should look. Then delete them so they don't confuse matters.
Where to next?
What other features does this relate to?