Import Processes

e-Builder's Import Process Wizard guides you through the process instance import steps, letting you easily map the data in the import file to the data fields in e-Builder and preview the results prior to finalizing the process import. This eliminates the need for duplicate data entry.

MS Excel files are supported while importing processes. To determine the fields or columns that need to be included in the import file, use either of the following methods:

  • If you are a first time user who has Import Process permissions, you will need to upload any MS Excel file in Step 1 of the Import Wizard in order to advance to the next step. On Step 2, which is the Import Field Mappings step, all available fields that can be mapped using the Import Wizard will be displayed. Then you can map these fields in the MS Excel file.
  • The other method for understanding what fields/ columns may be included in the Excel file, without actually uploading an Excel file, would be to run a Standard Report of type “Process Log” and then select the specific process you wish to import. That will then allow you to advance to the Select Columns step of the Standard Report wizard where a list of all process fields which may be mapped via the Process Import will be displayed.

The MS Excel file being uploaded on Step 1 of the Import Process Wizard is not required to include the same exact column names. You will be able to map any header fields in the Import File to the available Process Data Fields. However, our best practice recommendation for the Import File is to copy and paste the exact Process Data Field names into the header row of the Excel file, so that when Step 2 of the Import Wizard loads, it will already have mapped the import file header names to the Process Data Fields on a one-to-one basis.

You can import processes and processes with Cost for different projects.

If currency has been set for your project, the exchange rate locked in for the imported budget change will depend on several factors.

Budget has a locked in rate:

  • Approving imported budget change with non-zero line items will lock in an exchange rate for the imported budget change. The exchange rate used will depend on the budget change approval setting. 
  • Approving imported budget change with zero line items will not lock in an exchange rate.

Budget has no locked in rate:

  • The first non-zero imported budget change that you approve will lock in the rate for the budget as well as the budget change. The exchange rate used will depend on the budget change approval setting. 

To import processes

  1. Click the Processes tab located at the top of the page.
  2. On the Processes page, click Import Processes. The Import Processes wizard is displayed.
  3. On Step 1: Select Import File, select the file to use in the import. The fields visible in Select Process Type to Import section are:
    • Project Identifier: Select a project number custom field from this drop-down list. Project numbers offer an additional way for users to identify the project when your organization may use other project classifications. The options available in this drop-down list have been configured in the Project Settings page by Administrators.
    • Process Level: Select either of the following process levels:
      • Account: Select this option to choose an account level process.
      • Project: Select this option to choose a project level process.

    • Project: Select a project to filter process types and narrow down the process list. This drop-down list becomes active only when Project option is selected in the Process Level field.

    • Process Type: Select a process type. This drop-down list becomes active when either account or project options are selected in the Process Level field. Additional fields may be displayed depending on the type of process selected in this field.

    • Create as Draft: Select this check box to create the imported process instance(s) as a draft without submitting it.

    • Read-only Field Updates: Choose either of the following options to define the updates made when values differ from existing ones:

      • Results in exception and process data will not be imported: Select this option so that any results in exception and process data will not be imported.

      • Shows warning and all process data will be imported and/ or overwritten: Select this option so that all process data will be imported and/ or overwritten after displaying a warning message.

    • Import file: Click Choose File to browse for and select the file.
  4. Click Next to move to the Step 2 of the Import Wizard.
  5. On Step 2: Fields Mappings, the following Process Header fields can be mapped.
    • Process Built-In Fields: In this section, select the fields to be mapped to the process fields. Note that some fields may be required.
    • Process Data Fields: The Process Data Fields vary based on the process selected. Map the files as per your requirements.
  6. Click Next to move to the Step 3 of the Import Wizard.
  7. On Step 3: Review, go through the Import File Summary and preview the Process Built-In Fields and Process Data Fields. Any exceptions and warnings will also be displayed at this step and you can resolve them by re-importing the file if needed.
  8. Click Import.
    A confirmation message is displayed after the processes are imported successfully.