Using Bulk Imports in Keka PSA

Overview

In this guide, you will learn:

• How to access and use the Bulk Import feature in Keka PSA
• The different types of bulk imports available for clients, projects, tasks, and resources
• How to perform a bulk import using Excel templates
  

Who Can Do This?

• Project Admins
• HR/Admins
• Global Admins with access to the Projects section in Keka PSA

Pre-requisites

1. Valid access to the Projects module in Keka PSA

Accessing Bulk Import

1. Go to the Projects section in the left-hand navigation pane.
2. Click on the Bulk Import tab at the top.
   
   

Choosing the Import Type

• Import Clients and Projects: Upload multiple clients and their associated projects at once (can include client address details).
• Import Client Rate Card: Upload billing roles and rates for various clients to keep rate cards updated.
• Bulk Update Projects: Make changes to project-level details such as deadlines, statuses, or names in one go.
• Import Project Tasks, Phases & Milestones: Add a large list of new tasks, phases, and milestones to any existing project.
• Update Project Tasks & Milestones: Modify names, dates, assignees, or statuses for tasks and milestones already in the system.
• Import Project Resources: Add new team members or employees to projects in bulk to streamline resource assignment.
• Bulk Update Project Managers: Update project manager assignments for several projects simultaneously.

Performing the Import

1. Click on the relevant import type.
2. Download the Excel template provided.
3. Fill in the required data in the sheet.
4. Upload the completed file back into the portal.
5. Validate the entries and confirm the upload.
   
   

How It Connects with Other Modules

• Projects: Updates project-level info such as tasks, milestones, and project managers.
• Resources: Imports or updates employee allocations to active projects.
• Finance & Billing: Ensures rate cards and billing roles are correctly reflected in invoices.

FAQs

• Q: Where can I get the Excel templates for import?
  A: Templates are provided when you click on the desired bulk import option in the portal.
• Q: Can I import custom fields too?
  A: Only the fields included in the template can be imported. Custom fields support may be added later.
• Q: What happens if the uploaded file has errors?
  A: You'll receive an error log prompting correction before re-uploading the file.
• Q: Can I use the bulk import feature for deleting data?
  A: No, bulk import only supports adding or updating data, not deletion.
• Q: Is there a limit to how many rows I can import?
  A: The system supports large datasets, but it's best to break it into batches of 1000 rows or fewer for optimal performance.

Troubleshooting

• Upload failed or partially succeeded?
  • Check if all mandatory fields in the Excel template are filled correctly.
  • Ensure date formats match system expectations.
  • Confirm that related entities (e.g., projects, employees) already exist in the system.