Import Projects

Locating the Import Projects feature

Anyone in a Role with Use V2 Import permission (granted by a CPR Admin) can access this feature by opening the ADMIN menu and clicking on Import Projects:

Figure 1: ADMIN >> Import Projects

How to Import Projects

With PowerClerk’s Import Projects feature, you can retain and migrate specific program data from your other programs or copy complete projects to preserve their present status.
 
The Import Projects feature is only available for usage across a program to its Test Environment. To utilize across programs, a CPR Admin will need to be contacted to complete the import.
 

Managing Data Field Mappings

To ensure a smooth and successful project import, users must first complete the data field mapping process. While mapping every field is optional, it’s essential to map all statuses that the source program has interacted with to corresponding statuses in the target program. An import error will occur if the correct statuses are not mapped.
 

To update data field mappings in a Test Environment, a user must have role permissions to “View Data Fields”, “View Workflow”, “View Forms”, and “Edit Document Templates”. The following field types can be mapped: Data Fields, Data Field Groups, Attachment Fields, Document Templates, Workflow Statues, and Forms.
 

Please Note: To perform data field mapping across different programs, users must have the same role permissions in the source program. In addition, the source program must either belong to the same agency as the target program or be included in the same cross-program report group.
 

Once the required permissions are granted, users can select the source program and then click Configure Name Mapping.

Figure 2: Data Field Mapping Button

 
On the Configure Import Mapping page, users can edit mappings between the source and target programs:

1. The Export column represents fields from the source program.
2. The Import column represents fields from the target program.

Not all data fields must be mapped to complete the import; however, any unmapped fields will not be included in the migrated project.
 
Users can click Match by Name to have PowerClerk automatically match data fields with similar names. These auto-matched mappings can be manually adjusted if needed.
 
After reviewing or updating all mappings, click Save All Mappings at the bottom of the screen to save changes across all tabs.
 

Figure 3: Configure Import Mapping

 
Please Note: Once a Test Environment is committed or discarded, the data field mappings will not be saved and will need to be recreated.
 

Copying Projects

The Copy Projects tab allows users to transfer all forms and retain the current status of every project from the source program, ensuring projects are copied exactly as they exist. This allows users to test workflow changes in their Test Environment utilizing real production data, without impacting the original production project.
 
There are two methods to copy projects between programs:

1. Copy Projects Sequentially: Users can select a starting project number and specify the number of consecutive projects to copy. Projects must be copied in sequential numerical order.
   For example: To copy projects from DER-00001 through DER-00005, set DER-00001 as the starting project and specify 5 projects to copy.
2. Upload Project Numbers via CSV: Users can enable the “Use project numbers from file” option to upload a CSV file. The CSV must include a column with a list containing the project numbers from the source program to be copied to the target program. Below is an example of the required CSV format.

Figure 4: Copy Projects via CSV Example

After completing configuration mappings for a Test Environment and selecting the desired options, click Copy Projects to initiate validation. PowerClerk will identify and display any mismatches or errors found during this process. If critical issues are detected, the import or migration may be automatically canceled.
 
Administrators can use this feature only between a program and its corresponding Test Environment.
 
To copy projects across different programs:

1. Complete the data field mappings between the source and target programs.
2. Submit a ticket through the Ticket System. In the ticket, specify whether the project owner should be assigned a non-admin role in the target program.

Figure 5a: Copy Projects Sequentially

Figure 5b: Copy Projects via CSV

To successfully copy a project, every status that the source project has reached must be mapped in the target program. If any of these statuses are missing or unmapped in the target program, the project will be unable to be copied.
 

Creating Projects

The Create Projects tab allows users to copy only project data from the source program, generating new, unsubmitted projects in the target program. This allows users to utilize production projects within their Test Environment without needing to populate the application data without impacting the original production project. Users can optionally specify whether the source program projects should be moved to a new status after creation.
 

Note: The ability to create a test project and move the source project to a new status is not supported in Test Environments.
 

Users may also choose to assign the project owner to a non-admin role in the target program.
 
To use the Create Projects feature, users must:

1. Specify the form that will be used for project creation.
2. Upload a CSV file containing the desired project numbers. No column header or template tag for the Project Number is needed for this CSV.

Only the data fields included in the selected form will be populated during project creation. The CSV file can contain project numbers that are not in sequential order.
 

Please Note: Newly created projects are automatically assigned an Unsubmitted status and do not have project numbers. These projects contain draft data, meaning the information carried over from the source program is not saved until the form is submitted.
 

Just like the Copy Projects feature, using Create Projects across different programs requires assistance from a CPR Admin. Before submitting your request, ensure all data field mappings are properly configured. Once mappings are complete, submit a ticket through the PowerClerk Ticket System.
 

Figure 6: Create Projects Tab

FAQs

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.