Projects can be bulk imported, or project data bulk edited in excel through the use of Fluid Bulk Edit functionality.



You can only access the Project Details Bulk Edit from a Project Dashboard/Watchlist page. Bulk Edit will export only the projects that are in your filtered view, so make sure the filters applied include all the projects you need to edit!


To access Bulk Edit, select 'Tools' (top right of the page) and select 'Bulk Edit'.





Step 1: Download the data file


  • Select Project Details on the left of the Bulk Edit dialog 
  • If you want to download existing data from the project/s into the file set the flag to Yes. To extract a blank upload file, set it to No.
  • Click on Download.


Step 2: Edit the data file


Make your required changes to the file that you downloaded. 


The format of the excel file will vary depending on whether the file was downloaded from a watchlist page or a project workspace


See the table at the bottom of this page for a full description of each column.



Step 3: Upload the data file


When you are happy with your changes, select UPLOAD in the Bulk Edit dialog and select the file you want to upload


The progress bar will indicate when the upload process is completed and if any errors occurred during the upload process, they will be listed below the progress bar. 




Project Details upload rules

The Project Details Bulk Edit functionality can be used to create new projects / programs or update the properties and meta-data of existing projects.


You can find a detailed description of the Project Details file format at the bottom of this page but the following rules need to be applied in order to successfully create or update project data.


Creating a project

  • The upload functionality makes it very easy to create new projects in bulk.
  • The project name (column D) must be specified in order to create a new project.
  • The ProjectID (column A) and ProjectGuid (column B) fields must be left blank to indicate that the project does not exist yet. 
  • If a project external reference is specified, this external reference must not be used by any other project.


Updating a project

  • The upload functionality can also be used to update the properties of existing project.
  • To update existing projects, it is recommended to download the Project Details file, make the necessary changes in the excel file and upload the amended file.
  • You can only update projects you have edit rights for, i.e. you must be either a project administrator or the PM or editor of the project.
  • The project name (column D) must be specified for a row to be processed. If no project title is found, the upload process will stop and will not process any more rows.
  • Either the ProjectID (A) or ProjectGuid (B) columns must have a value to uniquely identify the project to be updated:
    • If the ProjectId column has a value, then the process will search for a project with the specified project ID. If no project is found, then the row will be skipped.
    • If the row has no ProjectID value but a ProjectGuid value is specified, then the upload process will search for a project with the given GUID. If no project is found, then the row will be skipped.
    • If no ProjectId (column A) and ProjectGUID are specified but the ProjectRef column has a value, then the process will search for a project with the given external reference. If no project is found, then a new project will be created and the external reference of this new project will be set to the value specified in the excel file.
    • Note that if the row has no value set for ProjectID, ProjectGuid and ProjectRef, then it means that this is a new project. 


It is important to note that the file being uploaded does not need to contain the entire project set. Only the projects listed in the upload file will be updated, all other projects will remain unchanged.



Data File Column Description


Each line in the upload file contains the details for a project.



IMPORTANT:
  • When editing projects via bulk edit, changes will only be applied if you have the right permissions to edit the projects. If you do not have permission to edit some projects listed in the data file, changes to these projects will be ignored. Therefore for the updates to be successful you must either:
    • be the named Project Manager or Editor on the projects in question.
    • have Project Administrator role on your account - for more on account roles, click here.
  • When entering values that have been predefined in Fluid as selection options (e.g. Project Type (column G)), please make sure your entries exactly match the available configured entries in Fluid.



Column & Title
Description
Data Type
What happens if the field is left blank when uploading the file?
A. ProjectIdThe project unique ID in Fluid. This value is set by the system when a new project is created and is used to uniquely identify the project. This field should therefore be left blank when creating a new project.NumberIf ProjectGUID value (column B) is blank too and there are no projects in the database matching the ProjectRef value (column C), then it means that this is a new project record.
B. ProjectGuidFluid Global Unique Identifier for the project. This value is set by the system when a new project is created and is used to uniquely identify the project. This field should therefore be left blank when creating a new project.TextIf Project ID value (column A) is blank too and there are no projects in the database matching the ProjectRef value, then it means that this is a new project record.
C. ProjectRefThe project external reference. Unlike Project ID and Project GUID that are assigned by the application, you can set your own unique identifier for the project.TextIf ProjectId and ProjectGuid values (column A and B) are blank, then a new project will be created and Fluid will default the project reference value to the project ID.
D. Project NameThe project name or title.TextThis field is mandatory. It must be specified for a row to be processed. If no project title is found, the upload process will stop and will not process any more rows in the upload.
E. ShortcodeAllows you to stipulate your own preferred prefix for unique identifiers that are assigned to the projects content - i.e. risks, issues, schedule tasks, etc.TextFluid will derive a unique Short Code from the project title.
F. MethodologyThe methodology the project is executing in. The methodologies available are configured by your system administrator.

If the project type is set to Program, then the methodology value will always be set to Program regardless of the value specified in the file.
TextIf the project type is set to Program, then the Methodology field is set to Program. Otherwise the property is not set.
G. Project TypeThe type of executing project - e.g. standard project, small enhancement, RTB or CTB... The options available for this field are configured by the system administrator.TextThe property is not set.
H. Cap EligibilityIs the project eligible for capitalisation.Yes/NoThe Cap eligibility is defaulted to No.
I. Cap ProfileThe profile under which the project will be capitalised. The capitilisation profiles available are configurable by your system administrator.

If the project type is set to Program, then the capitalisation profile value will always be set to blank regardless of the value specified in the file.
TextThe property is not set.
J. Start DateThe commencement date or start date of the project.DateThe property is not set.
K. End DateProject completion or termination date.DateThe property is not set.
L. Project Implementation DateThe date the project 'Goes Live'.DateThe property is not set.
M. Discretionary vs Non-discretionaryDiscretionary: Projects that are nice-to-have. Non-discretionary: Projects that have to happen - typically projects that are compliance/governance or key to the ongoing concern of the organisation.TextThe property is not set.
N. Amortisation PeriodThe period (in months) over which the project will be amortised.TextThe property is not set.
O. CategoryField for further categorising the project (e.g. Support Services, Infrastructure, Business, etc). The options available for this field are configured by the system administrator.TextThe property is not set.
P. FundingSourceThe funding 'pot' that the project is being financed from. The options available for this field are configured by the system administrator.TextThe property is not set.
Q. StatusThe Status of the project within its lifecycle (e.g. Pipeline, Active, On-Hold, Cancelled, etc). The options available for this field are configured by the system administrator.TextField is set to the default project status configured by the system administrator. This default value is usually set to Active.
R. Immediate ParentThe immediate parent for the project in the Project Hierarchy.TextThis column is for information only and is not processed on upload.
S. Immediate Parent IdThe unique ID of the immediate parent project.
If the project is part of a project hierarchy, then this value or the Immediate Parent Ref value is required to uniquely identify the parent project.
TextIf Immediate Parent Ref value is blank too, then the project does not have a parent project.
Note: Leave this value blank if you are updating a project and no longer wants this project to be part of a project hierarchy.
T. Immediate Parent RefThe external reference of the Immediate Parent.
If the project is part of a project hierarchy, then this value or the Immediate Parent Id value is required to uniquely identify the parent project.
TextIf Immediate Parent Id value is blank too, then the project does not have a parent project.
Note: Leave this value blank if you are updating a project and no longer wants this project to be part of a project hierarchy.
U. Top Parent ProjectThe Top Parent project for the project in the Project Hierarchy.TextThis column is for information only and is not processed on upload.
V. Top Parent Project IDThe unique ID of the Top Parent project.TextFluid use the Immediate Parent ID (S) or Immediate Parent Ref (T) values to determine if the project is part of a hierarchy and if it is, the ID of the top parent project in the hierarchy will be set.
W. Top Parent Project RefThe external reference for the Top Parent Project. Alphanumeric (numbers & text)Fluid use the Immediate Parent ID (S) or Immediate Parent Ref (T) values to determine if the project is part of a hierarchy and if it is, the external reference of the top parent project in the hierarchy will be set.
X. ProgramThe name of the program the project belongs to.TextThis column is for information only and is not processed on upload.
Y. Program IDThe unique ID of the program the project belongs to.NumberFluid use the Immediate Parent ID (S) or Immediate Parent Ref (T) values to determine if the project is part of a hierarchy and if it is, the ID of the program the project belongs to will be set.
Z. Program RefThe external reference for the Program. TextFluid use the Immediate Parent ID (S) or Immediate Parent Ref (T) values to determine if the project is part of a hierarchy and if it is, the external reference of the program the project belongs to will be set. 
AA. ReportingProgramThe Reporting Program the project is linked to.TextThis column is for information only and is not processed on upload.
AB. Reporting Program IdThe unique ID of the reporting program the project belongs to.NumberIf Reporting Program Ref (AC) value is blank too, then the project does not have a reporting program.
Note: Leave this value blank if you are updating a project and no longer wants this project to have a reporting program.
AC. Reporting Program RefThe external reference of the Reporting Program the project belongs to. NumberIf Reporting Program Id  value is blank too, then the project does not have a reporting program.
Note: Leave this value blank if you are updating a project and no longer wants this project to have a reporting program.
AD. Primary PMThe project manager responsible for the project.NameThis column is for information only and is not processed on upload.
AE. Primary PM IdUnique identifier for the Primary PM's account - the account username.TextThe property is not set.
AF. OwnerThe owner of the project.NameThis column is for information only and is not processed on upload.
AG. Owner IdThe unique identifier for the Owner account - the account username.TextThe property is not set.
AH. ExecutiveThe executive responsible for the project and delivery of its benefits.NameThis column is for information only and is not processed on upload.
AI. Executive IdThe unique identifier for the Executive account - the account username.TextThe property is not set.
AJ. EditorsAlong with the Primary PM, Editors have full READ/WRITE access to the project.NameThis column is for information only and is not processed on upload.
AK. Editors IdThe unique identifier for the Editors account - the account username.TextThe property is not set.
AL. Business OwnerPerson from business working with the delivery team to ensure business objectives are met.NameThis column is for information only and is not processed on upload.
AM. Business Owner IdThe unique identifier for the Business Owner account - the account username.TextThe property is not set.
AN. PortfolioThe Portfolio the project belongs to. Available portfolios are configured by your system administrator.TextThe property is not set.
AO. SubPortfolioThe SubPortfolio the project belongs to. Available sub-portfolios are configured by your system administrator.TextThe property is not set.
AP. Business DriverWhich of the organisations business drivers is the project aligned to.TextThe property is not set.
AQ. TierThe tiering of the project. Typically Tier 1 are the most complex/important/expensive projects and Tier 5 the least complex/important/expensive. The business rules assigned to tiering is unique to each organisation.TextThe property is not set.
AR. Cost CentreThe cost centre for recharge of project costs.TextThe property is not set.
AS. DescriptionDescription of what the project is about.TextThe property is not set.
AT. RequirementsProject requirements.TextThe property is not set.
AU. Proposed SolutionProposed solution of what the project will deliver.TextThe property is not set.
AV. Phase1EndThe end date for the first phase of the project. The number of phase end dates to populate depends on the methodology selected for the project.DateThe property is not set.
AW. Phase2EndThe end date for the second phase of the project. The number of phase end dates to populate depends on the methodology selected for the project.DateThe property is not set.
AX. Phase3EndThe end date for the third phase of the project. The number of phase end dates to populate depends on the methodology selected for the project.DateThe property is not set.
AY. Phase4EndThe end date for the fourth phase of the project. The number of phase end dates to populate depends on the methodology selected for the project.DateThe property is not set.
AZ. Phase5EndThe end date for the fifth phase of the project. The number of phase end dates to populate depends on the methodology selected for the project.DateThe property is not set.
BA. Phase6EndThe end date for the sixth phase of the project. The number of phase end dates to populate depends on the methodology selected for the project.DateThe property is not set.
BB onwardsProject custom propertiesVariousNo values are set.




For more on project metadata and how to populate the fields, click here