Importing and Exporting Projects & Tasks

Import data when you create a new project, or import in the Gantt view to add task data to an existing project. Microsoft project files, Excel files and CSV formats are all compatible with the import process.

Export project and timesheet data from the Gantt view with just a few clicks, allowing you to analyze and manipulate data in other tools.

 

 

Types of Files Supported

Our interface is designed to import MS Project, XML, Excel or CSV files. Please note that we only support XML files from Microsoft Project; an XML file from any other software isn't supported. We support any newer version of MS Project, beginning with the version released in 2003 and the most recent version, released in 2019.

Since our software includes a planned start date and planned finish date, the planned start and finish date defaults to today's date with a one-day duration.

We support several customizable MS Project settings to allow for easier import. For example, if you export a project to MS Project or XML, you'll notice that the software retains the colors automatically when the project is imported back in. Our software will select the appropriate calendar for your project from MS Project’s multiple calendars.

In addition, we support the import of Microsoft Project baselines. If the plan being imported has multiple baselines, we'll take the most recent baseline and apply it.

Two Ways to Import

Imports can be done in two ways: when you create a new project or from within the Gantt view of an existing project.

1. Import when you create a new project

Click the 'Import File' option, and select your file to upload, following the prompts to complete your import.

 

 

2. Import from within the Gantt of an existing project

Use the import icon from the Gantt ribbon, in an existing project.

 

Import Guidelines

When you click "import file," the import popup will appear. 

 

Here, you'll find import guidelines that help with the proper formatting. This is an Excel sheet that's properly formatted for you. You can either use the import guidelines file and make edits directly or use it as a guideline to format your existing Excel files. 

Click on "import guidelines" on the popup to download the file. There are two tabs; one for the demo import and the other for field descriptions. Each tab has information to help you fill out your project data in the proper format so it can be uploaded seamlessly into the software.

 

Importing Excel and CSV Formats

• Select 'Import File' when creating a new project, or click the import icon in the Gantt ribbon of an existing project
• Click "select file" and upload your Excel or CSV file
• Download the import guidelines so your file is in the correct format. The popup instructs you to select a file from your computer. Once selected, click next.
• After you click next on the popup, you'll see the option to import into a new or existing project.

• • If you select existing, select the project you wish to import from the dropdown menu.

  • If you select a new project, you can name your project and a new project will be created when the import is completed. There's no need to create a new project before selecting Import.

• If you're importing to an existing project, select "Keep and append with the imported data" or "Replace with the imported data.” If you select replace, all of your existing data will be removed.

• Map your columns to the columns available in the Gantt view. If there are columns you don't want to be mapped, ignore those selected columns. There's no need to select "do not import."

• The software will detect a header row. If you use our import template or if you're importing a project that was previously exported, the software will name those columns for easy mapping. The columns are numbered so you can resolve errors by number.

• You can import custom columns including a custom currency column, custom text column, etc. Please note that file attachments and tags don’t import into the software.

• Click "import" to finish the process. If you have the assignee column mapped, an invite new assignees popup will appear so you can add any team members who were not previously added. You can add their email address and role in the same popup.

Tip!: You can also follow these instructions to easily import resources instead of using the invite button in the software. If you import resources into the software and have existing resources entered, make sure the resource name is spelled correctly to prevent duplicate profiles.

Importing Microsoft Project and XML Formats

• Select 'Import File' when creating a new project, or click the import icon in the Gantt ribbon of an existing project

• Click "select file" and upload your MS Project or XML file

• Once you click next on the popup, you'll see the option to import into a new or existing project.

  • If you select existing, select the project you wish to import from the dropdown menu.

  • If you select a new project, you can give your project a name and then a new project will be created when the import is completed. No need to create a new project before selecting Import.

• If you're importing to an existing project, select "Keep and append with the imported data" or "Replace with the imported data.” If you click replace, all existing data will be removed.

• You have the option to import the task list only or all data. All data will include tasks, assignees, dependencies and associated planned task data. It won't import actual task data, attachments or comments.

• Once you click "next," you'll get a message that the project imported successfully. If you encounter an error, please email our Support Team so we can try to resolve it for you.

 

Exporting Your Project 

Watch our short video to learn more about exporting your projects. 

 

 

Export your plan by clicking the export icon on the Gantt. You'll be directed to a popup where you can choose the information and format for export. If you want to export the Gantt only, select "print" on the Gantt ribbon to save it to a PDF.

 

Example of an Exported Project

Here's an example of what an exported project from the Gantt chart looks like as an Excel file.

 

And a more zoomed-in example:

 

Assignees

Choose to see tasks assigned to everyone or a specific person or team.

Format

We support export to XML, MPP, Excel, CSV or a PDF file. If you export to an MPP file, all data will export accurately but you will see a custom column in MSP for percent complete or work. This column is called percent complete planned work. This records the percent complete from the software. If you import the project back into the software, this column will map to percent complete unless you change the value and the software will automatically use your data. 

Columns

Choose to export our default columns or pick the columns you'd like to export.

Run

If you choose offline, your plan will be emailed to you.

Special Import and Export Cases

Blank Rows

You can create blank rows in your project plan, importing and exporting blank rows except for Excel. This includes MPP, XML and PDF Print. 

Custom Columns

You can create six custom column types including text, number, currency, checkbox and dropdown. These custom columns can be imported and exported. Custom column import and export are supported for XML and MPP files. On import, the dropdown custom column will appear in Excel as comma-delimited.

Actual Hours and Timesheets

Import actual hours seamlessly using any supported file type. However, actual hours won’t automatically map to timesheets. Imported actual effort must be manually added to the timesheet (or entered manually on the Gantt) to map it to the timesheet. Learn more about exporting timesheets.

You can learn more about importing and exporting projects in our Listen & Learn below.