Use copy and paste to easily import new and updated projects into Meisterplan from spreadsheets. This helps you plan your portfolio with the most up-to-date data.
- How To Find
- Step 1: Choose Type of Data and Prepare
- Step 2: Copy & Paste
- Step 3: Assign Fields
- Step 4: Validate & Edit
In this video we show you how to import projects with our Quick Import into Meisterplan:
Required User Rights
For importing projects as described in this article, you need to have the following rights:
- To import your projects into the Plan of Record, you need to have the Edit Plan of Record right; to import them into a scenario, you need to have the edit rights for the respective scenario
- Add Projects and Programs
- Import and Export Data
- To import programs, you need to have the Change Project Rank right
You can import data from all common spreadsheet formats, such as Microsoft Excel (both the desktop application and the Office 365 version) and Google Sheets.
How To Find
In the Portfolio Designer, click Import and Export and select Quick Import to open an overview of all copy and paste imports from spreadsheets:
If you would like to import your financial events into another scenario than the one currently selected, swith to that scenario by clicking Scenario or Plan of Record in the top left of the header:
Step 1: Choose Type of Data and Prepare
You can add new projects and update existing ones. Find a detailed overview of when projects can be updated here.
Download Example Spreadsheet
If you don‘t have a spreadsheet of projects on hand, download our sample spreadsheet of projects. This example serves as an outline for configuring your project related data. You can also use the example spreadsheet to run a test import in your Meisterplan system.
Your existing projects will not be overwritten or deleted by the test import. You can delete the imported sample projects at any time.
To successfully import your projects, your spreadsheet should contain one line per project, and a column for each data field you would like to import.
Fields That Can Be Imported
These are the required fields that your spreadsheet should contain:
- Name: name of the project
- Start: start date of the project; for the correct format see here
- Finish: finish date of the project; for the correct format see here
These fields are the optional fields you can import:
- Project Manager: The name should match a resource in Meisterplan (format “first name last name” or “last name, first name”)
- Business Goal
- Program Name: name of a new or an existing program
- Cost Type: only CapEx or OpEx are allowed
- Approved Total Effort: for the correct format see here
- Project Fields: All fields for which you have edit rights; fields of the Boolean type allow only “yes”, “no”, “1”, “0”, “true” or “false”
- OBS units: Only OBS units of the first level; you can import OBS units even without Resource Pool rights; you can add new OBS sub-units in Meisterplan using “>”
Meisterplan cuts off text that exceeds the character limit. For an overview of the character limits for various project fields, see the Manage Project Fields article.
Date and Number Formatting
To successfully import date and number fields, follow the formatting standards below:
To correctly import dates into Meisterplan, your spreadsheet and browser language or locale settings (e.g., English – United States) must match. Your selected language in Meisterplan is not relevant in this case and may differ.
To import dates successfully:
- Enter your dates in the YYYY-MM-DD format and the date format will be updated based on your browser language settings.
- Or compare the language settings of your browser and your spreadsheet to ensure they are set to the same language. Some browsers distinguish between the language they use to display websites and the language for their own menus - the former is relevant when importing data.
To successfully import numbers with decimals (e.g., 2.5 FTE in English, 2,5 FTE in German), your spreadsheet and browser language also need to match (see above). If they don’t match, the number will not be imported, and you will get an error message.
To import numbers successfully:
- Do not use a thousands separator (e.g., $10,500) because they will not be recognized and could be misinterpreted as decimals separators.
- Enter only positive numbers, negative numbers (e.g., -5 hours) will cause an error message.
- Do not add units such as currency (e.g., $ or €). Your Meisterplan system will automatically use the currency selected in the left Sidebar under General Settings.
Step 2: Copy & Paste
Copy the desired data from your spreadsheet and paste the data in Meisterplan (e.g., using CTRL+V). In this step, you can copy and paste different data as often as needed.
Step 3: Assign Fields
If your imported column name matches an existing field in Meisterplan, Meisterplan will assign it automatically. If you’d like to change or add a field assignment, just drag and drop the Meisterplan field to the desired location. This step ensures your spreadsheet data maps to the appropriate Meisterplan project field.
Step 4: Validate & Edit
Validation and Error Correction
In this step, you can validate and edit your projects before import. Simply edit the highlighted field by clicking on it. Fields highlighted in dark red indicate an error that will prevent the complete line (i.e. the project) from being imported. Fields highlighted in light red indicate an error that will prevent the field from being imported, but not the rest of the line.
Once you’ve corrected all errors, click Import. Your data is now available in Meisterplan.
Update Existing Projects
If projects from your spreadsheet already exist in Meisterplan, they will be updated on import. This is possible only if the names of the projects in your spreadsheet exactly match the names in Meisterplan.
Please note that, while Meisterplan generally supports having multiple projects with the same name, updating them through the Quick Import is not possible.
Here are more details on when projects can be updated:
|Example||Data in Spreadsheets||Existing Data in Meisterplan||What Will Happen in Meisterplan|
|Case 1||"Project Icarus", "Project Atlantis"||"Project Icarus"||Project Icarus will be updated in Meisterplan, Project Atlantis will be added|
|Case 2||"Project Icarus", "Project Icarus"||-||Both projects will be added to Meisterplan.|
|Case 3||"Project Icarus", "Project Icarus"||"Project Icarus"||Meisterplan will neither update nor import these projects, because there are two projects with the same name in your spreadsheet.|
|Case 4||"Project Icarus"||"Project Icarus", "Project Icarus"||Meisterplan will neither update nor import these projects, because there are two projects with the same name in Meisterplan.|
|Case 5||"Project Icarus", "Project Icarus"||"Project Icarus", "Project Icarus"||Meisterplan will neither update nor import these projects, because there are two projects with the same name in your spreadsheet and in Meisterplan.|
Possible Data Loss by Shortening the Project Duration
If a project is shortened by changes to the start or finish date, milestones and allocations that are thereby shifted to after the project finish date will be deleted. This happens if
- the start date is moved into the future and the finish date remains the same.
- the start date remains the same and the finish date is moved to an earlier date.
- the start date is moved into the future and the finish date is moved to an earlier date.
If a project is extended, there will be no changes to the milestones and allocations.
Once you've clicked Import, your projects will be available in the Plan of Record or the selected scenario. Where the imported projects are placed in the portfolio depends on your user account's access rights.
If you have the Change Project Rank right, they are placed right above the red Cut-Off line. Otherwise, they are placed right below the Cut-Off line.
Importing Programs and Associated Projects
To add projects to programs and remove them, as well as adding new programs, simply add a column to your project spreadsheet and enter per project the program that it belongs to:
This is how you import or update your programs and associated projects:
What You Would Like to Do
How You Can Do It
Adding a new or an existing project to an existing program
Enter the name of the existing program in your spreadsheet in the same row as the project.
Adding a new or an existing project to a new program
Enter the name of the new program in your spreadsheet in the same row as the project.
Moving a project from one program to another
Enter the name of the target program in your spreadsheet in the same row as the project.
Removing a project from a program
Leave the respective spreadsheet cell empty for the project row.
When you import a program with an existing project, the program will be placed above the project and the project will be moved into the program. If you import a new program with a new project, it will be placed right above the Cut-Off line.
You can only create new programs with at least one project, either a new one or an existing one. You cannot delete programs with the quick import, only remove all assignments to projects.
Newly created Project Fields Values
If you assign project data to a “Lookup” project field during import, the field values not yet in Meisterplan will automatically be added during import.
For example, let's say your Meisterplan has a project field called “Status” with Lookup Values “No issues” and “Critical”:
If you then import a project with “Watch List” as its status, “Watch List” will automatically be added as a new Lookup Value for the “Status” project field in Meisterplan.
Project Values for New Project Fields
If you want to import project data that doesn’t yet have a corresponding project field in Meisterplan, you’ll need to add the field before importing the data. The Manage Project Fields article shows you how to do this.
Updating Projects Quickly
If you export your projects as an MS Excel file in the Project List and edit them, you can then import your changes back into Meisterplan quickly and easily by using this quick import. Please be aware that this import feature does not recognize all fields from the Project List and therefore will not import unrecognized fields.