There are a number of available Imports within Proteus that can be used to upload large amounts of data instantly.
Import File requirements and technical limits
Must be a .csv file.
Can only have one sheet.
Must include a header row in which each column header corresponds to a field in Proteus (the import templates will provide these headers).
Be UTF-8 encoded if foreign language characters are included.
For most date fields the required date format is YYYY-MM-DD, e.g. 2024-02-16
Record names (such as Project title, Reference number, etc.) must match exactly on the import.
After the .csv is imported, In-line editing is available during the import process of submission and review.
The file requirements and technical limits are key points for importing in Proteus however all specific formats and requirements for each Import will be mentioned against each Import guide.
Import Template Download & Setup
Select Import within the admin console.
From the Import submenu, select the Import you intend to upload.
Once the intended Import is chosen, select Download Template.
This will provide a .csv file (which you can then open with Excel) that has the required fields pre-populated in row 1.
Office Import
Below are the field descriptions for the Office Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Office Name | Ensure it matches exactly what's entered in Proteus. |
Column B* | Office Key | This is the unique reference code for the office that can be included in record reference. I.e: Key=OFF Project Ref=[TEXT]-[OFFICE KEY]-[SEQUENTIAL NUMBER]. |
Column C* | Address Line 1 |
Column D | Address Line 2 |
Column E* | Town/City |
Column F* | Postcode |
Column G | County / State |
Column H* | Country |
Column I* | Website URL |
Column J* | Office Timezone | This is the timezone code i.e. GMT. |
Column K* | Time Format | This will be either 12 or 24 (following either 12 or 24 hour time). |
Column L* | Date Format | Use the format Y-m-d. |
Column M* | Default Sales Tax | Must enter a value (can be 0). |
Column N* | Office Currency | This not be changeable once imported successfully. Multi-currency is available for creating projects in a currency different to the office. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via 
.
The Import will then appear in an excel format (shown below) where you can 
and proceed to map the required fields.
For the Office Import only the Country needs to be mapped. Select the country from the drop down then submit to continue.
Failed Import
Once all fields have been mapped you will appear back onto the Import page ready for final submit to Import.
If a field has not been added correctly, A required field is left empty, or the data is already available within Proteus the import will fail. 
will appear at the top of the screen and the invalid fields will appear clearly in red.
NOTE you can choose to either Retry Import to make the changes to the import or make the changes on the excel (.csv) and then re-upload.
Select 
to revise the imported fields within Proteus.
Successful Import
Once the Import has been successfully added to Proteus you will receive a clear message of Success. You can then go an view the imported data in the relevant section of Proteus.
User Import
Below are the field descriptions for the User Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | User First name |
Column B* | User Last name |
Column C* | User Email address |
Column D* | Job Title |
Column E* | Hourly Cost | The cost of the user to your organisation. |
Column F* | Years of Experience |
Column G* | Finance & Assets Manager | Add either; True for yes or False for no. |
Column H* | Employment Type | Add either; Full time, Part time, Freelance or Contract. |
Column I* | User's Office | This is the office the user belong to, ensure the Office name is an exact match to the name within Proteus. |
Column J* | User Role | Add either; Company Admin, Company Manager, Office Manager, Manager, User or Timesheet Only user. |
Column K* | User Status | Add either; Active (user will be made online and receive and invite), Pending (user will be invited) or Offline (user will be made offline and available to be invited through Proteus). |
Column L* | Users Grade | Ensure the grade is an exact match to the name within Proteus. |
Column M* | Users Discipline | Ensure the discipline is an exact match to the name within Proteus. |
Column N | Languages |
Column O | Skills |
Column P | Qualifications |
Column Q | Professional Affiliations |
Column R | Affiliation Membership Number |
Column S | Exchange Contact Name |
Column T | Profile Summary |
Recommend to leave columns N-T blank (as they are not required) and populate these fields within Proteus if you choose to do so.
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the User Import you will need to map the following fields:
Office Name
Grade
Discipline
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select 
to continue. Once all fields have been mapped you can submit for import.
Proposal Import
Below are the field descriptions for the Proposal Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Proposal Reference Number | This is the unique reference code of the Proposal record. Importing will allow you to add a custom reference rather than following the sequential number within Proteus. |
Column B* | Proposal Title |
Column C | Proposal Description |
Column D* | Project Manager | Add the email of the user to easily map when importing. |
Column E* | Project Client Name | Needs to match the name of an existing company record name. |
Column F* | Client Contact | Needs to match the email of an existing company contact. |
Column G* | Office | This is the contracting office for this Proposal. |
Column H* | Contract Type | Add either; call_off, call_off_tender, major_tender or other. |
Column I* | Contract Number | Needs to match the contract (rate card) number exactly. |
Column J* | Project Billing Type | Add either; reimbursable, cost_plus, internal or fixed_price. |
Column K* | Bid type | Add either; competitive, single-source or other. |
Column L* | Proposal Due Date | This is the date the proposal is due to the client. Use format YYYY-MM-DD. |
Column M* | Project Estimated Value | Number must not contain a symbol or comma. |
Column N | Go Probability | This is the % chance of the project going ahead. |
Column O | Get Probability | This is the % chance of your company winning the project. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Proposal Import you will need to map the following fields:
Proposal Manager
Company Reference
Company Contact
Office Name
Contract Number
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Project Import
Below are the field descriptions for the Project Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Proposal Reference Number | This is the unique reference code of the Proposal record. Importing will allow you to add a custom reference rather than following the sequential number within Proteus. |
Column B* | Proposal Title |
Column C | Proposal Description |
Column D* | Project Manager | Add the email of the user to easily map when importing. |
Column E* | Project Client Name | Needs to match the name of an existing company record name. |
Column F* | Client Contact | Needs to match the email of an existing company contact. |
Column G* | Office | This is the contracting office for this Proposal. |
Column H* | Contract Type | Add either; call_off, call_off_tender, major_tender or other. |
Column I* | Contract Number | Needs to match the contract (rate card) number exactly. |
Column J* | Project Billing Type | Add either; reimbursable, cost_plus, internal or fixed_price. |
Column K* | Bid type | Add either; competitive, single-source or other. |
Column L* | Proposal Due Date | This is the date the proposal is due to the client. Use format YYYY-MM-DD. |
Column M* | Project Estimated Value | Number must not contain a symbol or comma. |
Column N | Go Probability | This is the % chance of the project going ahead. |
Column O | Get Probability | This is the % chance of your company winning the project. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Project Import you will need to map the following fields:
Proposal Manager
Company Reference
Company Contact
Office Name
Contract Number
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Work Package Import
Below are the field descriptions for the Work Package Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Proposal | Add the Proposal reference number. |
Column B* | Work Package Title |
Column C* | Work Package Reference | This is the unique reference for the WP, this can either be numeric, alphabetic or textual as per your requirement. Keep in mind if a custom reference is used (not the standard numerical 1, 1.1, 2 etc.) then you won't be able to auto generate further WPs within Proteus. |
Column D* | Parent Work Package Reference | Mapping the parent work package for each the child Work Packages. e.g; if column C has the WP reference of 1.1 and the row above is referenced 1 then column D should be 1. Parent Work packages (e.g: 1, 2, A, B) don’t need mapping. |
Column E* | Prepared By | Add the email of a user to easily map when importing. |
Column F | Scope |
Column G | Input |
Column H* | Planned Start Date | This is the date the WP is planned to start. Use format YYYY-MM-DD. |
Column I* | Planned End Date | This is the date the WP is planned to end. Use format YYYY-MM-DD. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Work Package Import you will need to map the following fields:
Proposal Reference
Prepared by User
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Deliverable Import
Below are the field descriptions for the Deliverable Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Work Package Reference | Add the WP this deliverable will be added to. |
Column B* | Proposal Reference | Add the reference of the proposal this deliverable will be added to. |
Column C | Due Date | This is the date the Deliverable due for completion. Use format YYYY-MM-DD. |
Column D | Description |
Column E | Hours | Not required can be left blank. |
Column F | Responsible Person | Not required can be left blank. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Deliverable Import you will need to map the following fields:
Proposal Reference
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Company Import
Below are the field descriptions for the Company Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Company Reference | This is the unique reference code of the Company record. Importing will allow you to add a custom reference rather than following the sequential number within Proteus. |
Column B* | Company Name |
Column C* | Company Key | This is a separate customisable reference code for the company that can be included on another record reference. I.e: Key=COM Project Ref=[TEXT]-[COMPANY KEY]-[SEQUENTIAL NUMBER]. |
Column D* | Company Office Name | Add the name of the office this company is associated. |
Column E* | Is Global | Add either 1 for yes or 0 for no. If yes it means that regardless of the associated office any office can use this company when creating an Opportunity, Proposal or Project. |
Column F* | Our Rep | User who is owner of this company record. Add the email of a user to easily map when importing. |
Column G* | Status | Add either active or inactive |
Column H* | Company Type | Add either; client, subcontractor, agency, supplier or 3rd_party. If a client is also a supplier choose the latter. |
Column I | Office Description | The name/description of the company address. |
Column J | Address Line 1 |
Column K | Address Line 2 |
Column L | Town City |
Column M | Postcode |
Column N | County State |
Column O | Country |
Column P | Contact Name |
Column Q | Contact Job Title |
Column R | Contact Email |
Column S | Contact Phone |
Column T | Contact Mobile |
Column U | Parent Company |
Column V | Email Address Format |
Column W | Website |
While the Address and Contact information is not required for the import it is recommended to include this if possible as the contact is required for creating a proposal record and the address will be required on the project when invoicing or creating a PO.
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Company Import you will need to map the following fields:
Our Rep (Company Owner)
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Contract Import
Below are the field descriptions for the Contract Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Contract Title |
Column B* | Company Contract Number | This is a unique number that is does not follow a sequence in Proteus used to identify the contract when associating with a record. |
Column C* | Company | Add the client this contract is for. If its a standard contract available for any client add anybody. |
Column D* | Office | Add the name of the office this contract is associated. |
Column E* | Focal Point | User who is owner of this contract record. Add the email of a user to easily map when importing. |
Column F | Expire On | Ensure to use YYYY-MM-DD date format. |
Column G | Date Of Agreement | Ensure to use YYYY-MM-DD date format. |
Column H | Review Date | Ensure to use YYYY-MM-DD date format. |
Column I* | Is Global | Add either 1 for yes or 0 for no. If yes it means that regardless of the associated office any office can use this contract when creating an Opportunity, Proposal or Project. |
Column J* | Contract Type | Add either; call off, single use, subcontract, 3rd party agreement or other. |
Column K* | Contract Status | Add either active or inactive. |
Column L* | Payment Term | Add the value in days. |
Column M | Markup Software |
Column N | Markup Equipment |
Column O | Markup Services |
Column P | Markup Expenses |
Column Q | Markup Other |
Column R | Back Office Support |
Column S | Notify Me | Add True to be notified before review/expiry. |
Column T | Units | Only Relevant if Column S is True. Add the unit before you are notified. |
Column U | Type | Only Relevant if Column S is True. Add the timeframe to be notified; days, weeks or months. |
Columns M-R are for automatic markups when building the Proposal. What this means is that if you add 10% to Markup Software and on the Proposal create a Software resource it will automatically have a 10% markup generated (you can manually adjust this number), while without this Markup on the contract it would be 0%.
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Contract Import you will need to map the following fields:
Company
Office
Focal Point
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Asset Import
Below are the field descriptions for the Asset Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Asset Category Name | Add the Asset Category to place the new asset into. Must be an exact lettering match. Asset Categories must be created manually in Proteus before the import. |
Column B* | Type | Add either Equipment or Software. |
Column C* | Name |
Column D* | Manufacturer |
Column E* | Hourly Cost | Must have a value. |
Column F | Description |
Column G | Reference | Unique ID of the asset inventory. |
Column H | Office | Add the name of the office this asset is associated. |
Column I | Owner | User who manages this asset record. Add the email of a user to easily map when importing. |
Column J | Max Hours Per Day | The amount of hours per day this asset is intended to be utilisation. |
Column K | Utilised Days | Add either either seven_days or working_week |
If you have Asset custom Units of Measure (UOM) activated then Columns E-K are not required. Currently you are unable to import the Cost and Recommended Rate associated with UOM this must be added manually in Proteus are the asset has been imported.
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Asset Import you will need to map the following fields:
Asset Category
Office
Owner
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Timesheet Entry Import
Below are the field descriptions for the Timesheet Entry Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Staff Reference | The unique ID of the user. Can be found via Teams user view or download the employee report in the admin console. |
Column B* | Staff Email | Add the email of the user who's time is being imported. |
Column C* | Project Reference |
Column D* | Work Package Reference | The reference of the specific WP the time is associated. |
Column E* | Date | Use the format Y-m-d. |
Column F* | Logged Minutes | Add either 15, 30 or 45. |
Column G* | Logged Hours |
Column H* | Logged Cost Rate | This is the Cost rate of the user. Ensure this value is accurate. |
Column I* | Logged Sell Rate | This is the Sell rate of the user. Ensure this value is accurate. |
Column J | Logged Cost Amount |
Column K | Logged Sell Amount |
Column L | External Reference | Client specific can be left blank. |
Column M | Memo | Client specific can be left blank. |
Column N | Project Resource Reference | Client specific can be left blank. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Timesheet Entry Import you will need to map the following fields:
Project Reference
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.
Expense Import
Below are the field descriptions for the Expense Import:
Column's with a * are Required fields and must have data added. Those without a * can be left blank on the import.
Column | Description |
Column A* | Staff Reference | The unique ID of the user. Can be found via Teams user view or download the employee report in the admin console. You are required to complete column A or B, both are not required. |
Column B* | Staff Email | Add the email of the user who's expense is being imported. You are required to complete column A or B, both are not required. |
Column C* | Project Reference |
Column D* | Work Package Reference | The reference of the specific WP the expense is associated. |
Column E* | Type | Add either; Direct or Paid by me |
Column F* | Dated | Ensure to use YYYY-MM-DD date format. |
Column G* | Quantity |
Column H* | Rate |
Column I | Currency | Add the currency code, for example GBP. If not added the currency default to the project currency. |
Column J | Notes |
Column K | External ID | Add an existing expense ID to update an existing expense. |
After the fields have been populated ensure that the file is saved as a .csv before being uploaded into Proteus via .
The Import will then appear in an excel format (shown below) where you can and proceed to map the required fields.
For the Expense Import you will need to map the following fields:
Project Reference
If the field is an exact match it will auto-populate (only for emails) otherwise the options will appear on the dropdown. If there is no clear match you can type the related field in the drop down search bar.
Select the option from the mapped drop down then select to continue. Once all fields have been mapped you can submit for import.