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

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  1.  
    • jprado
    • Sep 30th 2011 edited @ 12/17/2014 2:40 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 https://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:

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