Export and import submittals

You can export submittals to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

Note:
  • Record permissions, field permissions, and status permissions are checked when you export submittals to an Excel file and when you import the file into ProjectSight. For example:

    You have the following permissions:

    • Modify permission for submittals
    • Modify permission for the Spec Section field

    In the Excel file, you:

    • Add a row and enter information for a new submittal.
    • Change the Spec Section field for each submittal.

    After you import the file back into ProjectSight:

    • The new row is ignored because you don't have the Create permission for submittals.
    • The Spec Section field is updated for each submittal.
  • New submittal packages can't be created using the Excel file, and you can only select an existing submittal package.
Note:
  • To avoid an import error, make sure you enter information in the Resolution field if the Date Resolved and Resolved By fields contain information.
  • The Excel file can only be imported into the project that it was exported from.
In the Excel file, required fields are light red, and read-only fields are light blue. A row or cell is read-only if:
  • The record or field is locked at the time of the export. Records and fields can't be unlocked in the Excel file.
  • You don't have the Modify or View permission for the field. If you don't have the View permission for a required field, the content is hidden for non-draft records. For example:

    For submittals, you don't have the View permission for the Subject field.

    • In the first row, the Subject field is editable because the record is a draft.
    • In the second row, the Subject field is read-only with hidden content because the record isn't a draft.
    Locked rows and fields

When you import the Excel file back into ProjectSight:

  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • Blank rows and fields are ignored.
  • If a non-draft status is selected, and a required field is invalid or empty, the new record remains a draft.
  • The Resolution, Date Resolved, and Resolved By fields are updated in the record. If the Date Resolved and Resolved By fields are empty in the Excel file and in the record, the current user and time stamp are used.
  • The resolution is only added if the record has a description. (See Comments.)
  • The Resolution, Date Resolved, and Resolved By fields are updated in the record. If the Date Resolved and Resolved By fields are empty in the Excel file and in the record, the current user and time stamp are used.

For exported submittals:

  • If the Draft status is selected for a non-draft record, the original status is retained.
  • If the content in the Description field is deleted but not replaced, the original description is retained.
  • If a record is deleted before the import, that record isn't restored after the import.

Edit and create submittals using the Excel import sheet

You can use the the Excel import sheet to edit and create submittals.

  1. In the Submittals module, filter the records that will be exported to Excel.
    1. In the Search panel, set the filters.
    2. To export specific submittals, select their checkboxes. If none are selected, all the submittals are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.
    The Excel file will display the columns for the fields in the list view followed by the remaining fields.
  3. On the navigation toolbar, select Project export toolbar button(Import/Export) > Export to Excel.
    The Excel file contains the required fields and the fields that you have permission to view.
  4. Open the Excel file.
  5. On the Submittals tab, enter the submittal details in a new row.
  6. If needed, edit any existing submittals.
    Tip: You can copy and paste unlocked cells.
  7. Save the Excel file.
  8. In ProjectSight, open the Submittals module.
  9. On the navigation toolbar, select Project export toolbar button(Import/Export) > Update from Excel.
  10. Select the Excel file to import.

Review and fix import errors

You can review and fix import errors.

To review and fix import errors:
  1. In the import error message, select Review Errors.
    The PCOs with errors are exported to a new Excel file.
  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Potential Change Orders module.
  5. On the navigation toolbar, select (Import/Export) > Update from Excel.
  6. Select the Excel file to import.