If your company maintains an external project file (e.g. MS Project, P6, Excel, etc) for tracking and managing the Project Actions, you can easily import the Actions into Crews by Core PRO to avoid manually creating or copying those Actions.
Creating Actions from Import File is a great way to quickly populate many Action details fields without having to manually type information into the create Action form.
Importing Files into Crews by Core PRO can also be used for updating Actions which have already been previously created from prior Import File runs - e.g. you imported 20 Actions last week and this week, you want to run the import to reflect updates in the shifted Start and Finish Dates for those Actions.
Start by clicking on the Project in Crews by Core PRO and then clicking the Import button. You can also use the “Import Project File” button at the top of the screen if you are already viewing the Project Action list.
Supported File Types
Currently, for the Crews by Core PRO Import File feature, you can choose files that are:
- MS Project .mpp file
- Primavera P6 .xer file
- CSV (or Comma Separated Values) file
CSV is the standard format that can be used if you manage your Actions in MS Excel (or Google Sheets). Those programs support exporting your file into the .csv format which can then be used to import into Crews by Core PRO.
Click on the “Upload” button to browse and select the file you want to Import.
Mapping Field Names
A new screen will appear where you will need to step through an initial Field Mapping exercise. The very first time you Import a File, you will be prompted to Map the Fields from your file to the fields in Crews by Core PRO. You only need to do this once for each project; after that, the field mappings are saved for the next time you run the Import File.
You can choose the date format that your file uses. Please be sure that your selection matches how the dates appear in your file. Options include:
Minimally Required Fields for Import
- Unique ID: This field should be the field you use to uniquely identify Actions in your project file. If you don’t have a Unique ID equivalent, you can select the drop-down option to “Auto Assign Action ID” which will automatically generate a Unique ID for each Action imported into Crews by Core PRO.
- Action Name: a short name for that Action
- Start Date: the estimated Start Date for that Action
- Due Date: the estimated Due or Finish Date for that Action
Additional Helpful Fields
In your Import File (.mpp, .xer, or .csv), we suggest inserting some custom columns/fields which can be used to prepopulate the Actions in Crews by Core PRO with additional Action information and save you time in manually typing information.
These fields will help you quickly assign Actions, allow workers to see additional Action details without needing to ask for clarification, allow project managers to filter and view groups of Actions by Subcontractor, Location, or Action Type.
Subcontractor or Responsible Party
If you are managing multiple Subcontractor crews who will be assigned to different Actions in your project, it will be helpful to include the name of the Subcontractor for the Action or group of Actions.
This allows you to quickly identify/filter Actions when reviewing or performing walk-throughs with that specific Subcontractor.
If you already know the Project Manager, Foreman, or Worker(s) who will be assigned to the Action or group of Actions, you can include this in your project file.
Add a column titled “Assignees.” In the Action row that you want to assign workers, type in the names of those workers exactly as their name appears in the Crews by Core PRO Worker List.
When adding more than 1 worker name to that field, you can use any of the following delimiters or separators for the list of names:
- / this is the forward slash
- | this is the pipe (or vertical slash)
- , this is a comma
- ; this is a semi-colon
- : this is a colon
Example for the Assignees field: “Joe Smith / Tim Brown / Al Davis”
Double check spelling, accents, etc because assigning workers with misspelled names will not work if the system can’t find the worker’s name. “Sam Smith” is not the same as “Sam Smith.”
Some company projects will assign the Foreman of the crew in the Import File. That Foreman can later on add additional Assignees from the app.
Example: Joe Smith is the Foreman of DE Builders subcontractor group. The Project Manager might not know who else to assign the Action to but they can add Joe Smith’s name to the Import File and later on, once Joe Smith sees the Action in his App Action List, he can assign it to members of his crew.
Prefill your Action Details with any custom tag you wish so that you can easily filter for Actions with certain tags.
If you have a large job site, it may be helpful to include the Location of the Action so Workers can easily identify where they should be performing the Action.
This is especially helpful if you have a lot of repeat/similar Actions but for different locations - e.g. 1st Floor, 2nd Floor, 3rd Floor or Tower 1, Tower 2, Tower 3, etc.
If you are using brief Action Names, you may want to include from your Import File a field/column that has additional Action information.
For example, your Action Name may be “Paint”, but you could have additional detail in the Description field to include the Brand, Color, etc and/or instructions.
Advanced Field Mapping Functions
In addition to the above mapping fields that will pre-fill Action Details during Action Creation, Crews by Core PRO also supports Field Mapping to help you more easily manage and navigate a large list of Actions.
You may be using the Outline view in your project software to view Summary Actions and related Activities. These typically appear in an indented tree structure view format. Summary Actions help you group a bunch of related Activities so you can visually manage those Actions.
If you want that same Outline structure in Crews by Core PRO, then you can map the “Outline Number” field in MS Project to the “outline_code” field in Crews by Core PRO.
Be sure when you run the Import File, that you also include the Summary Actions in your import; otherwise you indented Activities may appear odd without a Summary/Parent Action above.
If you have a large project with many Actions spanning a long timeline, and you have many Actions which have already been completed and the dates were in the past (e.g. 4 months ago), you may want to use the feature which allows you to mark Actions as “Archive Actions?”
Create a column in your project file called “Archive Action” and use the values “Yes” or “No”. By default, the value should be No, so you can see these Actions in your Active Actions List. Make sure you map the field in your file to the “Archive Action?” field.
In MS Project, this custom column would be a “Flag” field type which automatically gives you the Yes or No options. You can rename the Flag to “Archive?” to make it easier to read.
If you want to mark certain Actions as Archive, then set that field value to “Yes.”
When you run import, only those Actions with “Archive Actions?” set to “Yes” will be moved to the Archived view in Crews by Core PRO.
Click on the “Archived” tab in the Filters box to switch your view to only Archived Actions.
Click on the “Active Actions” tab to go back to the Actions you’re actively managing.
Similar to Archive Actions, if you have a large project file with many Actions spanning a long timeframe, you may want to only import certain Actions that fall within the next month, two month, or three month timeframe. This allows you to have a more manageable view of Actions.
Create a column in your project file called “Should Import” and use the values “Yes” or “No”. Make sure you map the field in your file to the “Should Import?” field in Crews by Core PRO.
In MS Project, this custom column would be a “Flag” field type which automatically gives you the Yes or No options. You can rename the Flag to “Should Import?” to make it easier to read.
If you want to mark certain Actions that you want to import, then set that field value to “Yes.”
When you run import, only those Actions with “Should Import?” set to “Yes” will be created or updated in Crews by Core PRO. You can go to your project Action List to see those Actions.
A note about Outline view:
If you are also importing Actions using the Outline Number field, it’s important to remember to set the corresponding Summary/Parent Actions to Should Import as well. Otherwise, you may have Activities which do not display the Parent Action when viewing in Outline Mode.