Project Impacts Bulk Edit

Project impacts can be bulk edited in excel through the use of Fluid Bulk Edit functionality.

In this article, you will learn:

         ✔ how to access the bulk edit functionality.

         ✔ the steps to update the project impacts.

         ✔ the rules that are applied when you upload updates to the projects impacts.

How to access the Project Impacts Bulk Edit Functionality? 

The Projects Impacts Bulk Edit functionality is available from:

• Project Dashboard/Watchlist pages. Bulk Edit will export only those projects that are in your filtered view, so make sure the filters applied include all the projects you need to edit!
• The Project Workspace.

Accessing Bulk Edit from Project Dashboard/Watchlist

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

Accessing Bulk Edit from Project Workspace

The Bulk Edit function can also be accessed from the project workspace page by selecting the Bulk Edit option (under the Tools section) on the left navigation menu.  

Steps to update project impacts

Step 1: Download the data file

• Select Project Impacts on the left of the Bulk Edit dialog 
• If you want to download existing data from the project/s into the file make sure the flag is set 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. 

Impacts upload rules

You can find the description of the file format in the next section but here are the rules that need to be applied in order to successfully create or update project impacts.

Creating new impact records

• The bulk edit functionality makes it very easy to create new project impacts in bulk.
• The impact Title is the only field that is mandatory to create a new impact record.
• If the project impacts are being created from a project watchlist page:
  • You can only create impact records for projects you have edit rights for, i.e. you must be either a project administrator or the PM or editor of the project.
  • Either the project reference or project ID of the project the impact applies to must be specified. The project reference value is used first to uniquely identify the project. If this fails then the project ID value is used to retrieve the project to be updated. If both project reference and project ID are incorrect, then the row is skipped.

Updating an impact record

• The bulk edit functionality can also be used to update project impact properties.
• To update existing impact records, it is recommended to download the Impacts file, make the necessary changes in the excel file and upload the amended file.
• The impact title must be specified for a row to be processed. 
• The Id or Guid of the impact being updated must also be specified
  • If the row being updated has a value for the Id and/or Guid column (column A and V if the bulk edit is accessed from a project workspace or column D and Y if accessed from a project watchlist), the upload process first uses the impact Id value to retrieve the record to be updated. If no Id value Id is specified or if the Id is incorrect, then the Guid value is used to retrieve the impact record. If no record is found but a GUID value is specified, then a record with this Guid value will be created.  
• If the impact records are being updated from a project watchlist page:
  • You can only update impact records for projects you have edit rights for, i.e. you must be either a project administrator or the PM or editor of the project.
  • Either the project reference or project ID of the project the impact record applies to must be specified. The project reference value is used first to uniquely identify the project. If this fails then the project ID value is used to retrieve the project to be updated. If both project reference and project ID are incorrect, then the row is skipped.
  • The upload process then uses the Id or Guid column values to retrieve the task within the project (as described earlier). If no impact records are found, then the row will be skipped.

It is important to note that the file being uploaded does not need to contain all impact records created for a project. Only the records listed in the upload file will be updated, all other records will remain unchanged.

Data File Column Description

Remember when populating the excel: Changes will only be applied if you have the right permissions to the projects to make the data changes. If you do not have permission to edit the projects in your data file the upload will not process the changes. When entering values that have been predefined in Fluid as selection options (e.g. Type column) please make sure your entries exactly match the available configured entries in Fluid.