Importing Single-user file into Multi-user version

The multi-user version of can now import single-user files. However, this is a limited conversion. It is designed to import multiple single-user files for those who are already using the single-user version in teams. It is not meant for single-users who will continue to work individually. The single-user is still the best choice for those working alone. This means limiting the data that is converted so data integrity can be maintained. It also means a manual process to fully consolidate entries.

Preparation

1.	The most important step in time tracking is setting up a hierarchy that makes sense. Take some time to think about your projects. Modify task levels if needed to accurately reflect your business. Create your task items as needed.

2.

Check you activities, expense types and payment methods. When importing a file, you must have all activities, expense types and payment methods found in the single-user file defined in the multi-user files. You may need to rename items in the single-user file to exactly match those in the multi-user files. You may also need to create new items in the multi-user database. As a last resort, you may have to delete items in single-user files.

3.

Update any MS Projects you may have imported into the single-user files. Projects are not converted because the multi-user version updates all resources at once. Importing projects from different files would result in duplicate projects in the multi-user version. For best results, add the MS Projects to the multi-user version before consolidating imported data.

4.

Files may be imported even after you have started using the multi-user version, so be sure you do not have entries for the same day in both the multi-user database and single-user file for the same user. Run summary reports summarized by day to verify this does not occur. If you do have entries on the same day in each file, delete from one file or the other.

Importing

1.	Backup your multi-user database. If case you make a mistake during the import process, you can always replace your database with this backup and try again.

2.	Select the menu item File | Import Single-user file. Only administrators may import single user files.

3.	Select the user this file is imported for.

4.	If the multi-user database does not contain all the activities, expense types or payment methods in the single-user file, you will be given a list of missing items. Correct the problems and try again.

5.	The imported task hierarchy will be created at the top level with the name Employee (single-user file name).

6.	Contacts will be imported with a note added indicating the single-user file the contact came from.

   
What is imported   What is not imported
Task hierarchy      Projects (from MS Project)
Time entries      Reports
Expense entries
To Do entries
Contacts
Billing Rates


Manual Consolidation

1.	Log in as the employee imported.

2.

Move entries to previously created new tasks. The best way to do this is to switch to task view (menu item Task | View). Select all the entries by pressing Ctrl-A in the entries window. Drag the selected entries to the new task. Be sure to move time, expense and to do entries. Note - if this is the first file imported that contains a branch of the task hierarchy you want to keep, you can drag the branch of the task hierarchy to a new location. This will save the effort of moving entries for that user. We recommend only administrators move these task hierarchy branches to assure an orderly consolidation.

3.	Verify all entries have been moved by creating detail reports of the imported task hierarchy. When you are sure all entries have been moved, delete the imported hierarchies.

4.	Clean up contacts by deleting duplicates or removing import note. This could be complicated if you don't not keep track of the task hierarchies that have been moved.