Import Projects or Programmes (To be released in 9.2.1)

September 24, 2020

Information on how to import Projects or Programmes using a spreadsheet template.


You can use a spreadsheet to import new Projects or Programmes from Business Configuration.

It’s important to fully understand how your import works before carrying it out in your live Legend instance.

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

Download and format the Project or Programme Import spreadsheet

Download this Project Import Excel spreadsheet to use to upload your Projects.

Download this Programme Import Excel spreadsheet to use to upload your Programmes.

Some of the columns contain information which is normally populated from dropdown boxes. This means that the field must contain the exact wording that would be found in the dropdown box. The second sheet in the spreadsheet template named Dropdown box lists, gives you the opportunity to add this information so that you can populate these fields on the first sheet of the spreadsheet (shaded blue or green) via dropdown boxes. You’ll need to replace the example data with the data which matches your instance of Legend. Go to the New Project /New Programme form to see what the options are for the each field. Once you have replaced the Dropdown box lists with your Legend instance data, you can use these dropdown boxes to add information. (Use the special paste function on your spreadsheet to paste data validation into the relevant columns).

About the spreadsheet

Not all of the spreadsheet columns require information for the import to work. Some of the columns however are mandatory. The information below explains how each of the spreadsheet columns work. This information is also contained in the comments for each of the headings in row 1 of the spreadsheet.

Name:

  • Mandatory ie you must enter information in this column for each row.
  • Enter the name of your Project / Programme.

Initiative Number:

  • Mandatory for Projects if your Organisation requires you to enter this information.
  • To find this out, go to the New Project form and check whether there is a red arrow next to Project Number. If there is a red arrow then you need to add a Project Number. If there is no Project Number on the New Project form, then ignore this field.

Objective:

  • This outlines what the Project / Programme has been set up to achieve.

Description:

  • A summary of the content of the Project / Programme.

Manager:

  • Mandatory ie you must enter information in this column for each row.
  • The name of the person who runs the Project / Programme and makes sure the work gets done ie the Project /Programme Manager.

Owner:

  • Mandatory ie you must enter information in this column for each row.
  • The name of the person who is accountable for the Project / Programme being delivered successfully eg a Business Owner or Manager.
  • Sometimes this is the same person as the Manager.

Type:

  • Mandatory ie you must enter information in this column for each row.
  • Populated from a drop-down box in Legend. This means that information in this column must contain one of the options from the Type dropdown box. The wording used must be exactly the same. Go to the New Project / Programme form to see what the options are for the Type field.

Status:

  • Mandatory ie you must enter information in this column for each row.
  • Populated from a drop-down box in Legend. This means that information in this column must contain one of the options from the Status dropdown box. The wording used must be exactly the same. Go to the New Project / Programme form to see what the options are for the Status field.

Parent:

  • Mandatory ie you must enter information in this column for each row.
  • Populated from a drop-down box in Legend. This means that information in this column must contain one of the options from the Parent dropdown box. When you type in the Parent name, check that your spelling is correct. Go to the New Project / Programme form to see what the options are for the Parent Group or Parent Initiative.

Start Milestone Date / Start Date:

  • Date format is dd/mm/yy
  • The Start Date of your Project / Programme.
  • Mandatory for Programmes
  • If no date is entered for Projects, then the default date is today’s date.

End Milestone Date / End Date:

  • Date format is dd/mm/yy
  • The End Date of your Project / Programme
  • For Projects, if no date is entered then the default date is one year from today.
  • For Programmes, if no date is entered then no End Date is added.

Lifecycle:

  • Applies to Projects only
  • Populated from a dropdown box in Legend. This means that information in this column must contain one of the options from the Project dropdown box. The wording used must be exactly the same. Go to a Project in Legend and select either Change Lifecycle or Choose Lifecycle to see what the options are.

Lifecycle Approver:

  • Applies to Projects only
  • Name of the person responsible for Approving progression to the next Lifecycle Stage.
  • If no name is entered, by default the Project Owner will show as the Lifecycle Approver.

Populate the Import Project /Programme spreadsheet

Add the data you want to upload. Once data entry is complete, you’ll need to convert the spreadsheet to a csv file for import. Don’t forget to remove the current example content from row 2.

Import your file