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Version: Version 22

Imports & Exports

The Import / Export app allows you to exchange data between Fortes Change Cloud and external systems. You can export data from FCC to files, or import data from files into FCC. The module also supports automating these tasks for continuous data exchange with applications such as financial systems or HR applications.

Supported File Types​

DirectionSupported Formats
ImportCSV, XML
ExportCSV, XML, HTML

Note: HTML export requires activation via a licence key. Contact Support to enable it.

Creating an Export Task​

  1. Navigate to the Import / Export app.
  2. Under Export Tasks, click + to create a new task.
  3. Fill in the required fields:
    • Name, Description, and Owner
    • Data Type (e.g. Entry, Portfolio Item)
    • Destination Type: File on server or File in Document List
    • Export Format: CSV or XML
  4. Go to the Filter tab to select the columns and filters for the data you want to export.
  5. On the General tab, click Execute Now to run the export.
  6. Check the Log tab to verify the result.

CSV Display Names​

When exporting to CSV, you can control how header names, select values, references, and persons are displayed. On the General tab, choose between Internal name / ID and Display name for each option.

Aggregated Entries​

To export grouped entries instead of individual booking lines, go to the Filter tab of an Entry export task and enable the Aggregate entries checkbox.

Creating an Import Task​

  1. Navigate to the Import / Export app.
  2. Under Import Tasks, click + to create a new task.
  3. Fill in the required fields:
    • Name, Description, and Owner
    • Data Type
    • Import Format: CSV or XML
    • Source Type: File on server or File in Document List
    • Source: must match the import file name exactly
  4. Prepare and upload your import file (see File Format Requirements below).
  5. Go to the Field Mapping tab and configure the mapping (see Field Mapping Configuration below).
  6. On the General tab, click Execute Now to run the import.
  7. Check the Log tab to verify the result.

Field Mapping Configuration​

The Field Mapping tab is where you define how data from your import file maps to FCC fields, and under what conditions data is created or updated.

Import Condition​

Select the type of import based on your Data Type. The available options depend on the chosen Data Type:

  • Entries: Always create a new entry / If the entry already exists, first create a contra entry, then create a new entry / If an entry already exists, skip
  • Portfolio Items: Always create a new item / Create a new item if there is no match to an existing one / If there is no match, do not create a new item

Mapping Source Fields to FCC Fields​

For each row in the mapping table, select the Source Field (column name from your import file) that corresponds to an FCC field. Fields marked with * are mandatory.

  • If a mandatory field is not present in your import file, choose Fixed value and enter a constant value (e.g. for Owner).

Reference Configuration​

The reference is the unique identifier used to match rows in your import file to existing objects in FCC. Configure the following:

SettingDescription
Source FieldThe column in the import file that contains the unique value per row
Matching Reference Object TypeThe object type the reference belongs to (e.g. Project, Entry)
Matching Reference FieldThe FCC field that corresponds to the Source Field (e.g. ID, Project Code)
Required MatchWhen enabled, an exact match between source and reference field is required for the row to be imported

Note: Using the ID field as the matching reference is considered best practice because it guarantees uniqueness. Make sure to include the reference field in your Field Mapping.

Parent Matching (Portfolio Items)​

When importing Portfolio Items, you must also configure the parent match to ensure items are imported into the correct Portfolio.

Example: Importing Actual Costs on Projects​

  1. Set Data Type to Entry.
  2. Choose an import condition (e.g. always create new entries, or update existing via contra entries).
  3. Map the mandatory fields:
    • Reference: links the entry to the correct FCC object
    • Timeline Unit: e.g. Money or Hours
    • Type: e.g. Actual, Budget, Committed

Note: An import can be rolled back by removing the corresponding log entry.

File Format Requirements​

CSV Files​

  • Column headers may only contain regular characters or _ (no special characters, no spaces).
  • Each row must contain all mapped fields.
  • The default separator is semicolon ;. This is configurable in the import task.
  • Files must be UTF-8 encoded. ANSI or Unicode encoding can cause special characters to display as ?.

Example:

Costs;Date;SAP_ID;Category;Type
25000;2018-01-01;118225;Opex;Budget
150.50;2018-01-30;118225;Opex;Actual

XML Files​

  • Use the W3C XML specification with root tag <objects> and correctly named object tags.
  • The file must contain all fields configured in the Field Mapping.
  • Files must be UTF-8 encoded.

Example:

<objects>
  <Entry>
    <fields>
      <Costs>0.00</Costs>
      <Date>2005-01-03</Date>
      <Hours>0.00</Hours>
      <SAPID>118225</SAPID>
      <Person>1296</Person>
    </fields>
  </Entry>
</objects>

Data Type Formatting​

Data TypeFormatExamples
TextOptionally wrapped in """value with ; semicolon"
Date/TimeYYYY-MM-DD hh:mm:ss2018-10-05, 2018-10-28 12:12:06
Number[-]n[.d]10000.00, -25.04, 400
CurrencySame as number formatImported as the global currency unless mapped
Boolean1, y, yes, true = trueAny other value is considered false
SelectUse database valuesValues are imported without validation

Note: Text fields cannot contain hard or soft line breaks. If the text exceeds the target field length, it is truncated.

Troubleshooting​

Special Characters Display as ?​

Ensure your import file uses UTF-8 encoding:

  • In Notepad: click Save as and select UTF-8 under Encoding.
  • In Notepad++: go to Character set, select Convert to UTF-8, and save.

Common Error Messages​

ErrorCause
Source file not specifiedNo source file configured in the import task
Source file doesn't existThe source file is not accessible by FCC
Import map not defined yetThe import task is not fully configured
Unique field in import file not specifiedNo source field or matching reference field entered
Not a valid pathThe export destination directory is invalid

FAQ​

Can I automate import or export tasks? Yes. Tasks can be scheduled for automated execution, enabling continuous data exchange with external systems.

What happens when I import data that already exists? This depends on the import condition you configure. Options include: always create new, create a contra entry and then a new entry, or skip existing entries.

Can I use the Import / Export app to update resource availability? Yes. You can import availability and allocation data for resources. This is useful for bulk updates from an HR system.

Support​

For questions or issues related to importing and exporting data, contact Fortes Support.