New Resources Import

September 6, 2021

Information on how to import new resources using a spreadsheet template.

It’s important to understand how this import works before carrying out. We strongly recommend uploading just a couple of resources initially or testing the upload in a test instance, if you are not familiar with this import. Please contact us via support@ilign.com to request a temporary test instance containing your production data.

Import file format & content

The import file needs to be CSV format (comma separated format). The headings of your columns need to be exactly the same as the headings listed below. It doesn’t matter if there are other columns in your file and you don’t need to have all the column headings listed below either. Some headings however are mandatory which means you must include these columns and that information is required in this column for every row of information in your file. See below for more information on each of the headings.

Resource type

  • Mandatory ie you must enter information in this column for each row.
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend

Display name

  • Mandatory ie you must enter information in this column for each row.

Last name

  • Optional

First names

  • Optional

Email Address

  • Optional

Azure Id

  • Optional
  • Applies to those using Azure ID single sign on

Location

  • Optional
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.

Default calendar

  • Mandatory ie you must enter information in this column for each row.
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.

Resource number

  • Optional

Job Title

  • Optional
  • This can be specific to the individual person, as it is free text

Personal statement

  • Optional

Stakeholder Lead

  • Optional
  • This field is used by some of our legacy customers.
  • The Stakeholder Lead must already be entered into Legend. Enter their Display name. You’ll need to add the exact wording.

Comment

  • Optional

Role

  • Mandatory ie you must enter information in this column for each row.
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.
  • Role refers to the resource’s security role eg Standard User.

User ID

  • Mandatory ie you must enter information in this column for each row.

Password

  • Optional

Password expires after

  • Optional

Position 1

  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.
  • If you want to add more than one position, insert another column titled ‘Position 2’.
  • You can add up to 10 positions via this import.

Select Team

  • Optional
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.

Partner Organisation

  • Optional
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.
  • Only relevant for people external to your organisation such as Contractors.

Primary Approver

  • Mandatory if timesheet required ie you must enter information in this column for each resource requiring a timesheet.
  • The Approver must already be entered into Legend. Enter their Display name. You’ll need to add the exact wording.

Secondary Approver

  • Mandatory if timesheet required ie you must enter information in this column for each resource requiring a timesheet.
  • The Approver must already be entered into Legend. Enter their Display name. You’ll need to add the exact wording.

Timesheet Delegate

  • Optional
  • The Timesheet Delegate must already be entered into Legend. Enter their Display name. You’ll need to add the exact wording.

Timesheet Required

  • Optional
  • Add ‘y’ if timesheet is required. If left blank will default to ‘n’.

Currency for costs

  • Optional
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.
  • If left blank, your Legend instance’s default currency will be used.

Cost per hour

  • Optional
  • Defaults to 0.00 if left blank

Billable per hour

  • Optional
  • Defaults to 0.00 if left blank

Start date

  • Mandatory ie you must enter information in this column for each row.
  • Use dd/mm/yy format.

End date

  • Optional
  • Use dd/mm/yy format.

Stakeholder Group

  • Optional
  • Field must contain the exact wording found in the drop-down box in the New Resource form in Legend.

Resource Pool 1

  • Optional
  • Field must contain the exact Resource Pool name in Legend.
  • If you want to add more than one Resource Pool, insert another column titled ‘Resource Pool 2’.
  • You can add up to 10 positions via this import.

Template spreadsheet

You can download this New Resource Import Excel spreadsheet to use to upload new resources. Once data entry is complete, you’ll need to convert the spreadsheet to a csv file for import.

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

Import your file