Import Resources

July 16, 2018

Information on how to import resources using a spreadsheet template.

There are three options for importing resource information:

  • Skip existing resources
  • Partially update existing resources
  • Fully update existing resources

It’s important to fully understand the option you select, before carrying out the import. Some options involve removing or changing existing information.

We strongly recommend testing the upload on a test instance if you are not familiar with a particular option. Please contact us via support@ilign.com to request a temporary test instance containing your production data.

Skip existing resources (Use for uploading new resources)

This will ignore any rows of data where the User ID (user name) already exists. This is the option to select if you are importing new resources into i-lign. You can download this Microsoft Excel spreadsheet to add the data you want to upload. Once data entry is complete, you’ll need to convert the spreadsheet to a tab delimited text file for import.

Note that the asterisked fields* are normally populated from drop-down boxes. This means that the field must contain the exact wording that would be found in the drop-down box eg Standard User for Security Role. The second sheet in the spreadsheet template gives you the opportunity to add this information so that you can populate these asterisked fields on the first sheet of the spreadsheet via drop-down boxes.

This import will add information to the following fields in i-lign. If invalid data is entered, then an error message will show and the resource skipped.

  • User ID Mandatory. Note if you use Realms, then format needs to be Realm\UserID. Please contact us via support@ilign.com to find out what Realm information needs to be added.
  • Last name Optional
  • First name Optional
  • Display name Mandatory
  • Email Optional
  • Resource type* Mandatory
  • Location * Optional
  • Security role* Mandatory
  • Primary approver Mandatory if timesheet required. Note that the Approver must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.
  • Secondary approver Mandatory if timesheet required. Note that the Approver must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.
  • Timesheet delegate Optional. Note that the Delegate must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.
  • Timesheet required Optional. Add true if a timesheet is required. If left blank will default to false.
  • Calendar* Mandatory
  • Resource number Optional
  • Home currency* Mandatory
  • Cost per hour Optional. Defaults to 0.00 if no information.
  • Billable per hour Optional. Defaults to 0.00 if no information.
  • Comment Optional, some organisations add the person’s job title here.
  • Start date Mandatory. Use dd/mm/yy or dd/mm/YYYY.
  • End date Optional. Use dd/mm/yy or dd/mm/YYYY.
  • Password Mandatory
  • Position * Optional
  • Team * Optional
  • Stakeholder lead Optional. This field is used by some of our legacy customers. Note that the Lead must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.

Partially update existing resources

This option should be tested before carrying out an upload as there is the risk of losing existing data.

This option ignores cells with empty values. This means that you can update some information while leaving other information as it is. You can download this Microsoft Excel spreadsheet to add the data you want to upload. Once data entry is complete, you’ll need to convert the spreadsheet to a tab delimited text file for import.

Note that the asterisked fields* are normally populated from drop-down boxes. This means that the spreadsheet field must contain the exact wording that would be found in the drop-down box eg Standard User for Security Role. The second sheet in the spreadsheet template gives you the opportunity to add this information so that you can populate these asterisked fields on the first sheet of the spreadsheet via drop-down boxes.

This import will add information to the following fields in i-lign, provided that there is a User ID in i-lign which matches the User ID on the spreadsheet. If the User ID is not in i-lign already, then a new user is created. If invalid data is entered, then an error message will show and the resource skipped.

  • User ID Mandatory. This is not changed, it is used to identify the resource. Note if Realms are used, then format needs to be Realm\UserID. Please contact us via support@ilign.com to find out what Realm information needs to be added.
  • Last name Adds or Replaces existing name.
  • First name Adds or Replaces existing name.
  • Display name Replaces existing name.
  • Email Adds or Replaces existing email.
  • Resource type * Replaces existing resource type.
  • Location Adds or Replaces existing location.
  • Security role * Replaces existing role(s). Note you can enter more than one role separated by a comma eg Standard User, Super User.
  • Primary approver Adds or Replaces the existing Approver. Mandatory if you have changed the Timesheet required to true and there was no Approver listed beforehand. Note that the Approver must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.
  • Secondary approver Adds or Replaces the existing Approver. Mandatory if you have changed the Timesheet required to true and there was no Approver listed beforehand. Note that the Approver must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.
  • Timesheet delegate Adds or Replaces the existing Delegate. Note that the Delegate must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.
  • Timesheet required Add true if a timesheet is now required, Add false if a timesheet is no longer required.
  • Calendar * End dates current calendar with date of upload. Adds new calendar effective from date of the upload.
  • Resource number Adds or Replaces existing resource number.
  • Comment Adds or Replaces existing Comment. Optional, some organisations add the person’s job title here.
  • Start date Replaces existing start date. Use dd/mm/yy or dd/mm/YYYY.
  • End date Adds or Replaces existing end date. Use dd/mm/yy or dd/mm/YYYY.
  • Position * End dates current position with date of upload. Adds new position effective from date of the upload.
  • Team * End dates current team with date of upload. Adds new team effective from date of the upload.
  • Stakeholder lead Adds or Replaces existing Lead. This field is used by some of our legacy customers. Note that the Lead must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.

You cannot import information into the following fields:

  • User ID
  • Password
  • Cost per hour
  • Billable per hour

Fully update existing resources

This option should be tested before carrying out an upload as there is the risk of losing existing data.

It replaces data where this is contained in the spreadsheet. It removes data for cells with no data, except in situations where multiple values are allowed.

Download this Microsoft Excel spreadsheet to use for this option.

Note that the asterisked fields* are normally populated from drop-down boxes. This means that the spreadsheet field must contain the exact wording that would be found in the drop-down box eg Standard User for Security Role. The second sheet in the spreadsheet template gives you the opportunity to add this information so that you can populate these asterisked fields on the first sheet of the spreadsheet via drop-down boxes.

This import will add information to the following fields in i-lign, provided that there is a User ID in i-lign which matches the User ID on the spreadsheet. If the User ID is not in i-lign already, then a new user is created. If a mandatory field is left blank or invalid data is entered, then an error message will show and the resource skipped.

  • User ID Mandatory. This is not changed, it is used to identify the resource. Note if Realms are used, then format needs to be Realm\UserID. Please contact us via support@ilign.com to find out what Realm information needs to be added.

  • Last name Adds or Replaces existing name. If no data in the cell, then it will remove the existing name.

  • First name Adds or Replaces existing name. If no data in the cell, then it will remove the existing name.

  • Display name Replaces existing name. A mandatory field so make sure you have data for every resource.

  • Email Adds or Replaces existing email. If no data in the cell, then it will remove the existing email.

  • Resource type* Replaces existing resource type. A mandatory field so make sure you have data for every resource.

  • Location * Adds or Replaces existing location. If no data in the cell, then it will remove the existing location.

  • Security role* Replaces existing role(s). Note you can enter more than one role separated by a comma eg Standard User, Super User. A mandatory field so make sure you have data for every resource.

  • Primary approver Adds or Replaces the existing Approver. Mandatory if you have changed the Timesheet required to true. Note that the Approver must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.

  • Secondary approver Adds or Replaces the existing Approver. Mandatory if you have changed the Timesheet required to true. Note that the Approver must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.

  • Timesheet delegate Adds or Replaces the existing Delegate. If no data in the cell, then it will remove the existing name. Note that the Delegate must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.

  • Timesheet required Add true if a timesheet is now required. Add false if a timesheet is no longer required. If no data in the cell, then it will default to false.

  • Calendar * End dates current calendar with date of upload. Adds new calendar effective from date of the upload. Note that this is a mandatory field for most resource types.

  • Resource number Adds or Replaces existing resource number. If no data then it will remove the existing number.

  • Comment Adds or Replaces existing Comment. If no data then it will remove existing text.

  • Start date Replaces existing start date. A mandatory field so make sure you have data for every resource. Use dd/mm/yy or dd/mm/YYYY.

  • End date Adds or Replaces existing end date. If no data in the cell, then it will remove the existing date. Use dd/mm/yy or dd/mm/YYYY.

  • Position * Ends current position with date of upload. Adds new position effective from date of the upload. If no data then it will remove existing positions.

  • Team * End dates current team with date of upload. Adds new team effective from date of the upload. If no data in the cell, then it will remove the existing team.

  • Stakeholder lead Adds or Replaces existing Lead. If no data in the cell, then it will remove the existing Lead. This field is used by some of our legacy customers. Note that the Lead must already be entered into i-lign. Use their User ID: you’ll need to add the exact wording.

You cannot import information into the following fields:

  • User ID
  • Password
  • Cost per hour
  • Billable per hour

Import your file