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How to use 5pm

Import data into 5pm

Import CSV & Excel data

You can import Projects,Tasks and Users from custom CSV or Excel files. The importing function is located in the "settings" menu on the top.

Only Administrators can access the importing functions.

When you import the file data, make sure you select the correct field separation values and date format. If you make a mistake, you will be able to return to the first step of the import and make the corrections.

Import. Step 1.

Below is a very simple example of a list of Tasks to be imported:

Import from CSV / Excel

As you notice, there is no indication here what is imported - tasks or projects. When this information is missing, the lines are imported as single tasks (tasks outside projects). You can drag them later into any project inside 5pm.

In order to import projects and their tasks, you have to include the Type column, with the values "project" or "task" respectfully.

The tasks below the project line will be included into that project:

Import from CSV / Excel

You can have multiple project/tasks line blocks in one file.

5pm will try to detect the type of data in your columns using the data format and the header names (if present). Adding the column headers helps 5pm to detect the fields types. Below are listed the reserved names for all the possible fields that can be imported:

Field Name(s) Possible Values Default value Required
Type "task", "single task", "project" "task" no
Name, Title, Task Name, Task_Name, Topic any text "-" yes
Status, State "open", "done", "on hold", "complete", "in progress", "archived", "not started", "closed" "open" no
Priority, Level "low", "normal", "critical", "high", "urgent" "normal" no
Start, Start Date, Start_Date, StartDate, Starts, Begins, Begin possible formats: mm/dd/yyyy, dd/mm/yyyy current date no
End, End Date, End_Date, Deadline, Ends, Finish, Finish_Date, EndDate, Due Date possible formats: mm/dd/yyyy, dd/mm/yyyy - no
Estimated Time, Duration, Hours, Estimated, EstTime, a number, in hours by default (can be followed by "hrs", day(s), week(s), month(s)" - no
Hours Done, Hours Spent, Spent, Spend, HoursDone, a number, in hours. Ex: 2.5 means 2 hours 30 mins - no
Description, Desc, Notes, Details any text - no
Parent name of the parent task - no
WBS number like: 1, 1.1, 1.2, etc. a MS Project field. - no
Progress, % Complete, %Complete, % an integer number, can be followed by "%" - no
Group, Groups, any text - no
Owner, User, User Name, Owner Name, Created By, Created user in format : "John Smith<john@coolmail.com>" importing user no
Team List, Assigned To, Teams, Users, Team Members users in format : "John Smith<john@coolmail.com>", separated by commas - no
Client, Clients user in format : "John Smith<john@coolmail.com>" - no
Mark, Marks "0", "1", "2" or "3" 0 no
Hidden, Hide, Invisible, Not Visible "0", "no" or "false" (for "not hidden") any other value is considered "hidden" 0 no

When the "Type" column is missing, 5pm assumes that Tasks are being imported.

If the users from the Owner, Team List or Client fields are not present in your 5pm account, those new users will be added to it and emails with login information will be emailed to them.

Do not worry getting the data totally right at the first try. At the second step of the import, 5pm will give you the possibility to re-map your fields to the correct values

To import tasks into an existing project you still have to include the project line (type="project") that matches the name of an existing project. Any other fields besides the name will overwrite the existing field values in 5pm. Here is an example of a CSV containing projects and tasks.

To get a better idea on how to format the data in 5pm CSV format (so no manual mapping needs to be done) use General Report > Export to CSV.

Import. Step 2.

At the next step you will see the info about the data that is going to be imported, and also any field errors. You can always go to the previous steps and correct the data in the file or re-map the fields.

Only after you confirm the import the data will actually be imported into 5pm. That final step is irreversible!

Import MS Project (CSV) data

The importing function is located in the "settings" menu on the top of your 5pm screen.

The MS Project file has to be in CSV format. It is imported exactly the same as other CSV files, just make sure to select the "MS Project" option. Below is an example of a simple MS Project (CSV) file

Import from MS Project

Import Basecamp (XML) data

If you are using Basecamp project management app (from 37Signals) and are looking into migrating your data into 5pm - this feature is for you!

The importing function is located in the "settings" menu on the top of your 5pm screen.

Import Basecamp data

The import is self-explanatory - simply follow the steps.

This import works only with older (Classic) version of Basecamp. The new version does not provide XML data export.