Office Import
Office Import
Select Imports within the admin console
Then select Office Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is First Name of the office
Column B is the office key. This is the reference code for each office.
Column C is address line 1
Column D is address line 2
Column E is Town or City
Column F is the Postcode
Column G is the county or state
Column H is the County
Column I is the website url
Column J is the office timezone. This will be the time zone code (e.g. GMT)
Column K is the time format. Enter either ‘12’ or ‘24’.
Column L is the date format. The following formats can be used (Enter the format not the date on the import);
j/m/y ~ 1/01/24
j/m/Y ~ 1/01/2024
m/d/y ~ 01/01/24
m/d/Y ~ 01/01/24
y-m-d ~ 24-01-01
Y-m-d ~ 2024-01-01
d-M-y ~ 01-Jan-24
Column M is the default sales tax
Column N is the office currency. This will not be changeable once the office is created.
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the office Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting, the chosen countries need to be mapped with the Proteus database, (it should do this automatically) then select submit
You will then be taken back to the Import page select submit for final import
Select Submit
User Import
User Import
Select Imports within the admin console
Then select User Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is First Name of the user
Column B is Last Name of the user
Column C is email address of the user
Column D is the users Job title
Column E is the Hourly cost of the user
Column F are the number of years of experience
Column G is if the user is a Finance/Assets Manager type ‘True’ for yes ‘False’ for no.
Column H is the user's employment type; ‘Full time’, ‘Part time’, ‘Freelance’ or ‘Contract’.
Column I is the user’s Office designation, must be an Exact match letter for letter.
Column J is the User role; ‘Company Admin’, 'Company Manager’, ‘Office Manager’, ‘Manager’, ‘User’ or ‘Timesheet Only User’.
Column K is the user status either ‘Active’, ‘Offline’ or ‘Pending’.
Column L is the user’s Grade
Column M is the user’s Discipline, must be an Exact match letter for letter
Column N is the languages
Column O is the Skills
Column P is the Qualifications
Column Q is the Professional Affiliations
Column R is the Affiliation Membership Number
Column S is the Exchange Contact Name
Column T is the Profile Summary
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the User Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map some fields;
Office name, Grades and Disciplines.
These should all map automatically as long as the names match with the Proteus data
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Proposal Import
Proposal Import
Select Imports within the admin console
Then select Proposal Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Proposal reference number
Column B is the Proposal Title
Column C is the Proposal description
Column D is the Project manager
Column E is the Project company/client
Column F is the Company/client contact
Column G is the Office
Column H is the Contract type; call_off, call_off_tender, major_tender or other.
Column I is the Contract number. This should be an existing contract.
Column J is the Project billing type; reimbursable, cost_plus, internal or fixed_price.
Column K is the Bid type; competitive, Single source or other.
Column L is the proposal due date
Column M is the Project Estimated value (number without currency symbol or comma)
Column N is the Go probability. The % of the project going ahead.
Column O is the Get Probability. The % of you getting the project.
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the Proposal Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map some fields;
Proposal Manager, Company (Client), Office, Contract Number.
These should all map automatically as long as the names match with the Proteus data
When mapping the Proposal manager if you haven't entered the email in the field and only the name you will need to manually map by typing the users email in the search bar.
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Project Import
Project Import
Select Imports within the admin console
Then select Project Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Proposal reference number
Column B is the Proposal Title
Column C is the Proposal description
Column D is the Project manager
Column E is the Project company name. The name needs to match letter for letter.
Column F is the Company/client contact
Column G is the Office
Column H is the Contract type; call_off, call_off_tender, major_tender or other.
Column I is the Contract number. This should be an existing contract.
Column J is the Project billing type; reimbursable, cost_plus, internal or fixed_price.
Column K is the Bid type; competitive, Single source or other.
Column L is the proposal due date
Column M is the Project Estimated value (number without currency symbol or comma)
Column N is the Go probability. The % of the project going ahead.
Column O is the Get Probability. The % of you getting the project.
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the Project Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map some fields;
Proposal Manager, Company (Client), Office, Contract Number.
These should all map automatically as long as the names match with the Proteus data
When mapping the Proposal manager if you haven't entered the email in the field and only the name you will need to manually map by typing the users email in the search bar.
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Work Package Import
Work Package Import
Select Imports within the admin console
Then select Work package Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Record reference you wish to import. This should be an existing Proposal record on Proteus
Column B is the name of the Work Package you wish to import
Column C is the reference number for every work package. This can either be numeric, alphabetic or textual as per your requirement.
Column D this is for mapping the parent work package between 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 is the registered name or email address of a Proteus user
Column F is to provide the scope related to the work package
Column G is to provide the input required related to the work package
Column H and I are both date fields and must be entered as yyyy-mm-dd
Column J is ‘work-package’
Column K is the prepared by for that work package
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the Work package Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map some fields;
Proposal reference and Prepared by user
These should all map automatically as long as the names match with the Proteus data
When mapping the Prepared by user if you haven't entered the email in the field and only the name you will need to manually map by typing the users email in the search bar.
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Deliverable Import
Deliverable Import
Select Imports within the admin console
Then select Deliverable Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Work Package reference that the deliverable should belong to
Column B is the Proposal reference number
Column C is the deliverable Due Date
Column D is the deliverable description
Column E can be left blank, doesn’t affect anything
Column F can be left blank, doesn’t affect anything
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the Deliverable Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map the Proposal reference field
It should map automatically as long as the reference matches
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Company Import
Company Import
Select Imports within the admin console
Then select Company Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Company General Details
Column A is the Company reference no.
Column B is the Company Name
Column C is the Company key, this is the code used when other records include company key within their reference number.
Column D is the office name the company is for
Column E is whether the company is global or not, ‘1’ for yes or ‘0’ for no.
Column F is the our representative for this client
Column G is the Company status ‘active’ or ‘inactive’
Column H is the Company type; ‘client’, ‘subcontractor’, ‘agency’, ‘supplier’ or ‘3rd_party’.
Company Address details
Column I is the Company address name
Column J is the address line 1
Column K is the address line 2
Column L is the Town/City
Column M is the Postcode
Column N is the County/State
Column O is the Country
Company Contact details
Column P is the Contacts name
Column Q is the Contacts job title
Column R is the Contacts email
Column S is the Contacts Phone
Column T is the Contacts Mobile
Company General details
Column U is the Parent Company name
Column V is the Email Address format
Column W is the company's website
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the Company Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map the company rep field
It should map automatically as long as the user email matches
Select Submit
You will then be taken back to the Import page select submit for final import
Select Submit
Contract Import
Contract Import
Select Imports within the admin console
Then select User Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Name of the contract
Column B is the Contract number
Column C is the Name of the company the contract is for. (Can be ‘Anybody’)
Column D is the Office name
Column E is the Contract focal user
Column F is the Expiry date
Column G is the Date of agreement
Column H is a Review date
Column I is whether the contract is global or not, ‘1’ for yes
Column J is the Contract type; call off, single use, subcontract, 3rd party agreement or other
Column K is the Contract status; active or inactive
Column L are the Payment term units (in days)
Columns M-R are not required for import completion
Column M is the Markup % for software
Column N is the Markup % for equipments
Column O is the Markup % for services
Column P is the Markup % for expenses
Column Q is the Markup % for other
Column R is the Markup % for back office support
Column S is whether you want to be notified before review/expiry. True for yes.
Column T are the Units before the review/expiry date you are notified on
Column U is the Type of timeframe; days, weeks or months
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the User Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map some fields;
Company name, Office name and Focal point
It should map automatically as long as the reference matches
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Asset Import
Asset Import
Select Imports within the admin console
Then select User Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Asset Category name (must match the lettering)
Column B is the Asset type either Equipment or Software
Column C is the Name of the Asset
Column D is the Manufacturer name
Column E is the Hourly cost
Column F is the Asset description
Column G is the Asset’s first inventory reference
Column H is the Office name the asset belongs to
Column I is the Asset Owner (manager)
Column J are the Max Hours per day
Column K is the Utilised days; either seven_days or working_week
Once the import has been populate save and download the file as a csv
Then go back to proteus and upload the csv file on the User Import
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map some fields;
Asset category, Office name and Asset Owner
It should map automatically as long as the reference matches
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit
Timesheet Entry Import
Timesheet Entry Import
Select Imports within the admin console
Then select User Import
Download the Import Template
Open the file on excel and populate the fields with the relevant data according to the details below:
Column A is the Staff reference (Can be found Teams>3 dots>view>company or download the employee report in the admin console)
Column B is the User email
Column C is the Project reference number
Column D is the Work package reference (e.g. 1.1, 1.2 etc.)
Column E is the Date for booked time (format Y-m-d)
Column F are the Logged Minutes (either 15, 30 or 45)
Column G are the Logged Hours
Column H is the Logged Cost Rate per hour
Column I is the Logged Sell Rate per hour
Column J is the Logged Cost Amount (this will be used for cost tracking)
Column K is the Logged Sell Amount (this will be used for revenue tracking)
Column L is a client specific field. Is required, enter any number it doesn’t affect anything
Column M is a client specific field. Not required
Review the Import then Submit
If there are any errors the Import will highlight them in red which can then be revised on Proteus or on the excel to be reimported.
After submitting you will need to map the Project reference field
It should map automatically as long as the reference matches
Select Submit for each mapped field
You will then be taken back to the Import page select submit for final import
Select Submit