Tips & Tricks [Sticky, Closed]

How do I import data into Intervals? Is there any help on running the imports?

1. •  
     CommentAuthorjprado
   • CommentTimeSep 30th 2011 edited @ 11/22/2011 4:27 pm

    
   Intervals can import many types of items into your account, below is a detailed description with screenshots included.
   
   Each import has required fields and must not be left blank. Here for example, date, amount, project and type show as highlighted in orange to signify that they are required.
   
   Note: The following tutorial requires that your account have access the Settings & Defaults section. If you don't have access to this area you need to contact your intervals administrator (or whoever setup your account) and have them give you access.
   
   

   

   
   
   You can also grab sample CSV template files by navigating to Settings & Defaults >> Import Data and clicking on the links on the sidebar.
   
   After the mapping step, you will be displayed one or two groups of items. If there are items that are valid for importing, they will display in the top table. Bolded values suggest the item has been found within the account and will correctly be associated with the item being imported.
   
   If there are items that are not available for importing, they will display on the bottom table. The bottom table displays individual errors for each of the column values. They will display in red and will be italicized.
   
   Both the tables will display up to 50 items. Be prepared to go back and forth between the mapping and preview step if your data needs any massaging or if you have a great deal of items to import (such as importing time entries ). We recommend splitting the import into multiple files if that is the case.
   
   

   

   
   
   You can undo an import by going to Options >> Settings & Defaults >> Import Data and clicking Import history link on the left side bar. After an import is deleted all items associated with the import are deleted permanently.
   
   Below is a list of all the resources that are available for importing and their required field types. If the field contains a default value, it will also be displayed.
   
   Client
   
   

   Required fields:
   Field	Type	Default
   Name	Text		The name of the client
   Optional fields:
   Address	Text		The client address.
   Apt / Suite	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   City	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   Contact Email	Text		If a value is included for this field, a client contact profile will be created under the people section. This profile does not have the ability to log in.
   Country	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   Description	Text		The client description/notes area.
   Email	Text		The main client email address. This email can also be part of a person contact, that is a perso profile who cannot login.
   Fax	Text		Client fax number.
   First Name	Text		If a value is included for this field, a client contact profile will be created under the people section. This profile does not have the ability to log in.
   Last Name	Text		If a value is included for this field, a client contact profile will be created under the people section. This profile does not have the ability to log in.
   Network	Text		If a value is included for this field, a client contact profile will be created under the people section. This profile does not have the ability to log in.
   Phone	Text		Client phone number.
   State / Province	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   Status	Text	Active	The status of the client. Active or Inactive is allowed. Active is the default.
   Website	Text		Client website URL.
   Zip / Postal Code	Text		This field exists only for import purposes, it will be merged with the client Address field above.

   
   
   Sample CSV:
   
   

   

   
   
   Project
   
   

   Required fields:
   Field	Type	Default
   Billable	Yes or No		Whether this project is billable or unbillable. This value becomes the default value for time submitted for this project.
   Name	Text		The name of this project.
   Start Date	Date		The start date of the project. Formatted according to locale settings
   Status	Yes or No	Yes	Whether the project is active or not. Certain plans have a limited number of active accounts available.
   Optional fields:
   Alert Percent	Number		Setting this value will send an alert to the project manager when a certain percentage of the budget is reached.
   Budget	Number		The project budget.
   Client	Text		The client name. This client must already exist in on your account.
   Description	Text		A short description of the project.
   End Date	Date		The end date of the project. Formatted according to locale settings
   Manager	Text		The full mananger name (first and last combined). This person must already exist in on your account and must have manager privileges.

   
   
   Sample CSV:
   
   

   

   
   
   Task
   
   

   Required fields:
   Field	Type	Default
   Module	Text		The module name. This module must exist in the system and must be already associated to the destination project.
   Owner	Text		The full owner name (first and last combined and comma-separated for multiples). This person must already exist in on your account and must have access to the project. Executive users cannot be task owners, assignees or followers.
   Priority	Text		The task priority. The priority must be one of the already-existing task priorities from Settings & Defaults.
   Project	Text		The project name. This field is not required when the field Project ID is used instead
   Start Date	Date		The start date of the task. Formatted according to locale settings
   Status	Text		The status of the task. The status must be one of the already-existing task statuses from Settings & Defaults.
   Title	Text		The task title.
   Optional fields:
   Assignee	Text		The full assignee name (first and last combined and comma-separated for multiples). This person must already exist in on your account and must have access to the project. Executive users cannot be task owners, assignees or followers.
   Client	Text		The client name must already exist in on your account and must be the same client for the project.
   Date Closed	Date		The date on which the task was closed. Formatted according to locale settings
   Date Due	Date		The due date of the task. Tasks that have a due date in the past that don't have the status set to closed are considered overdue. Formatted according to locale settings
   Estimate	Number		The estimated hours for the task.
   Follower	Text		The full follower name (first and last combined and comma-separated for multiples). This person must already exist in on your account and must have access to the project. A follower cannot be the task owner or assignee. Executive users cannot be task owners, assignees or followers.
   Milestone	Text		The name of an already-existing milestone that belongs to the same project as the task being added.
   Project ID	Number		The project ID. This field is not required when the field Project is used instead
   Summary	Text		The task summary.

   
   
   Sample CSV:
   
   

   

   
   
   Person
   
   

   Required fields:
   Field	Type	Default
   First Name	Text
   Last Name	Text
   Optional fields:
   Address	Text
   Apt / Suite	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   City	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   Client	Text		The client name allows you to associate people with clients. The client name must already exist in on your account.
   Country	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   Email	Text		For users that can log in, the email address associated with the account. The emaill address must not already be assigned to an existing user.
   Fax	Text
   Group	Text		Each group defines what a person can see within the application. If this person can log in (contains username, password, group and email) then field must contain one of the following: Administrator, Manager, Resource, Executive. For a description of group permissions please visit http://www.myintervals.com/forum/discussion/94/what-are-the-user-levels-and-what-can-they-see/
   Network	Text
   Notes	Text
   Password	Text		For users that can log in, the password they will log in with.
   Phone	Text
   State / Province	Text		This field exists only for import purposes, it will be merged with the client Address field above.
   Status	Yes or No	Yes	Whether the person is active or inactive.
   Title	Text
   User Name	Text		For users that can log in, the username they will log in with. To remove a person's ability to log in, set this field to blank.
   Website	Text
   Zip / Postal Code	Text		This field exists only for import purposes, it will be merged with the client Address field above.

   
   
   Sample CSV:
   
   

   

   
   
   Milestone
   
   

   Required fields:
   Field	Type	Default
   Date Due	Date		The due date of the milestone. Milestones that are not completed and have a due date in the past are considered overdue. Milestones that are completed that have a due date in the future are considered in progress. Formatted according to locale settings
   Owner	Text		The full owner name (first and last combined and comma-separated for multiples). This person must already exist in on your account and must have access to the project. Executive users and restriced resources cannot be milestone owners.
   Project	Text		The project for this milestone.
   Status	Text	In Progress	Complete or In Progress
   Title	Text		The title of the milestone.
   Optional fields:
   Client	Text		The client name must already exist in on your account and must be the same client for the project in this milestone.
   Description	Text		The milestone description.

   
   
   Sample CSV:
   
   

   

   
   
   Time
   
   

   Required fields:
   Field	Type	Default
   Billable	Yes or No
   Date	Date		Formatted according to locale settings
   Module	Text		Module is only required when adding general time that is not part of a task (not required when Task field is included). The module must already be associated with the project or task.
   Person	Text		The full name of the person who added the time. This person must already exist in on your account and must have access to the project and task.
   Project	Text		The project for this time entry. If this time entry belongs to task, the task must also be part of this project.
   Time	Number		The time in decimal format.
   Work type	Text		Work type is only required when adding general time that is not part of a task (not required when Task field is included). The work type must already be associated with the project or task.
   Optional fields:
   Date Modified	Date		The date this time entry was modified. Formatted according to locale settings
   Description	Text
   Task	Text		The task for this time entry.

   
   
   Sample CSV:
   
   

   

   
   
   Invoice
   
   

   Required fields:
   Field	Type	Default
   Date	Date		Formatted according to locale settings
   Project	Text		The project for this invoice.
   Term	Text		Must match one of the following: Upon Receipt, Net 15, Net 30, Net 45, Net 60 or Other
   Title	Text		The invoice title.
   Optional fields:
   Address From	Text
   Address To	Text
   Client	Text		The client name must already exist in on your account and must be the same client for the project in this invoice
   Date Begin	Date		If you wish to create a pre-filled invoice based on work performed, set this to the start date of the time entries you wish to include. Formatted according to locale settings
   Date End	Date		If you wish to create a pre-filled invoice based on work performed, set this to the end date of the time entries you wish to include. Formatted according to locale settings
   Description	Text
   Disclaimer	Text
   Purchase Order	Text
   Second Tax	Number		For places with dual taxation levels, the value of the secondary tax level.
   Second Tax Compound	Yes or No	No	For places with dual taxation levels, true if the second tax is compounded, false if the second tax is added.
   Tax	Number
   Term Other	Text		If you specify the termid as "other" (6), you can assign a custom term name to this invoice.
   Term Other Date Due	Date		If you specify the termid as "other" (6), you must specify the custom due date of this invoice. Formatted according to locale settings

   
   
   Sample CSV:
   
   

   

   
   
   Invoiceitem
   
   

   Required fields:
   Field	Type	Default
   Amount	Number		The value for the amount must be the product of the quantity and the rate, if they are both specified. Not settable for existing non-custom items.
   Invoice Title	Text		The invoice title must already exist on the account.
   Name	Text		The name for this line item.
   Project	Text		The project the invoice belongs to. This project must be the same as the invoice that this line item is being added to.
   Optional fields:
   Client	Text		The client name must already exist in on your account and must be the same client as the invoice that this line item is being added to.
   Description	Text		The line item description.
   Quantity	Number		Settable only for new/custom line items.
   Rate	Number		Settable only for new/custom line items.

   
   
   Sample CSV:
   
   

   

   
   
   Invoicenote
   
   

   Required fields:
   Field	Type	Default
   Invoice Title	Text		The invoice title must already exist on the account.
   Project	Text		The project the invoice belongs to. This project must be the same as the invoice that this note is being added to.
   Title	Text		The title of the note.
   Optional fields:
   Client	Text		The client name must already exist in on your account and must be the same client as the invoice that this note is being added to.
   Date	Date		Formatted according to locale settings
   Note	Text		The description of the note.

   
   
   Sample CSV:
   
   

   

   
   
   Payment
   
   

   Required fields:
   Field	Type	Default
   Amount	Number
   Date	Date		Formatted according to locale settings
   Project	Text		The project the payment belongs to.
   Type	Text		Must match one of the following: Cash, Check, Credit Card, Project Credit, Bank Transfer or Other
   Optional fields:
   Client	Text		The client name must already exist in on your account and must be the same client as the invoice that this payment is being added to.
   Invoice Title	Text		If the payment is associated with an invoice, the invoice title must be sent.
   Note	Text		A description for the payment.
   Reference	Text		If the payment type is of type Other, a descriptor for that can be stored here.

   
   
   Sample CSV:
   
   

   

   
   
   Expense
   
   

   Required fields:
   Field	Type	Default
   Date	Date		The date that the expense was incurred. Formatted according to locale settings
   Expense	Number		The amount of the expense is what the expense cost the company. Executive users do not see this value.
   Fee	Number		This is what you are charging the client. If you are marking up the expense, the fee should be greater than the expense value. If you are not marking up the expense, this should be the same as the expense value.
   Project	Text		The project this payment is being added to.
   Optional fields:
   Client	Text		The client name must already exist in on your account and must be the same client as the project is being added to.
   Note	Text		The descrition of the expense.

   
   
   Sample CSV: