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Import/ Export Assignments
Import/ Export Assignments
Tina Chan avatar
Written by Tina Chan
Updated over a week ago

Only Admin users can access the CSV Import/Exporter.

You can use the Assignment CSV Import/ Exporter to:

  • Import new assignments for people on projects (not for placeholders at the moment)

  • Export assignments for both active and archived projects under a customized date range

  • Update some properties of the assignments (explanation below)

You cannot add assignments to Placeholders.

You cannot change an existing assignment's Project Role or Workstreams. You will have to change it manually in Runn.

You cannot delete existing assignments through the CSV Importer. You will have to delete the assignments manually in Runn.

You can click on the Table of Contents on the right to jump to any section anytime.

Adding new assignments

1. Downloading Template

  1. Hover your cursor to the top right-hand corner, click Settings

  2. Click CSV
    ​

  3. Click on the Assignments Tab

  4. Click Download Template CSV
    ​

You will see some samples from the template for your reference. You can remove them and add your actual data to the file.

2. Preparing your data in the CSV file

Data Format and Requirements

Refer to the Data Format and Requirements section to prepare your data.

Here are some points to note:

Column headers

  • It is recommended that the column header names stay the same as those you see in the file downloaded from Runn

Can I use my own column header names in my CSV file?

Yes. We understand that each organization or system may have different naming conventions, and it might be more convenient to just import the file as is.

Our CSV tool allows you to match the column headers into Runn's format with just a few clicks. See the help article here.

Remove Optional columns if you don't need it

  • If the field is marked as optional and you don't need to import data against it, you can delete the column entirely from your spreadsheet.

  • Importing a file without the optional column will not delete any data in Runn

Where to find the Project ID?

Refer to the Import/ Export Projects help article to learn how to export Phase IDs.

Where to find the Existing Phase ID?

Refer to the Import/ Export Phases help article to learn how to export Phase IDs.

Remove all unrequired columns

  • If you have other columns on your spreadsheet that are not listed in the downloaded CSV file, please remove all these columns before importing

3. Importing assignments

Jump to the Importing CSV file in Runn section and follow the steps to import your CSV file.

Updating/ Exporting Assignments

If your account already has assignments and you want to add new assignments or update existing data, you can easily download the existing assignments, make the changes, and re-import the CSV file to Runn.

What you can update

Similar to the assignment properties that you can edit in the Runn, you can update the following properties of an existing assignment:

  • Minutes per day

  • Phase

  • billable/ non-billable

  • Note

Shorten/ lengthen an existing assignment

You can shorten/ lengthen an existing assignment by adjusting EITHER the assignment's Start Date or End Date.

If you change the Start Date in the CSV file, you must keep the End Date the same.

If you change the End Date in the CSV file, you must keep the Start Date the same.

Do not change BOTH the start date and end date of an assignment. This may create new assignments unexpectedly.

You cannot reschedule an assignment via the CSV Tool.

What you cannot update

You cannot transfer an assignment from one person to another person via the CSV Tool

You cannot reschedule an assignment to another time i.e. changing both the Start Date and End Date.

1. Exporting Existing Data

If you have assignments in Runn, you can export all assignments from here.

The assignments exported include both active and archived projects.

  1. Hover your cursor to the top right-hand corner, click Settings

  2. Click CSV
    ​

  3. Click on the Assignments Tab

  4. From the Export Assignments section, select a date range

  5. Click Download Assignments CSV
    ​

What is the difference between the assignments exported from the CSV tab and the Export Tab?

The assignments exported from the CSV tab here are the same as those downloaded from the Export Tab, the difference is only the file format.

We continue to support the Export Tab as it is available for Editors with all financial data permissions, and the CSV importer is only accessible to admin users.

2. Preparing your data in the CSV file

Data Format and Requirements

Refer to the Data Format and Requirements section to prepare your data.

Here are some points to note:

Column headers

  • It is recommended that the column header names stay the same as those you see in the file downloaded from Runn. This way, Runn can automatically map the data into the system

Can I use my own column header names in my CSV file?

If it is more convenient for you to use your internal naming conventions in the column headers, it is also possible. You will have to manually match the data with a few clicks during the importing process

Our CSV tool allows you to match the column headers into Runn's format with just a few clicks. See the help article here.

Remove Optional columns if you don't need it

  • If the field is marked as optional and you don't need to import data against it, you can delete the column entirely from your spreadsheet.

  • Importing a file without the optional column will not delete any data in Runn

Where to find the Project ID?

Refer to the Import/ Export Projects help article to learn how to export Phase IDs.

Where to find the Existing Phase ID?

Refer to the Import/ Export Phases help article to learn how to export Phase IDs.

Remove all unrequired columns

  • If you have other columns on your spreadsheet that are not listed in the downloaded CSV file, please remove all these columns before importing

3. Importing the CSV file in Runn

  1. Hover your cursor to the top right-hand corner, click Settings

  2. Click CSV
    ​

  3. Click on the Assignments Tab

  4. Click Import Assignments CSV
    ​

4. Upload Assignments

Drag your file to the screen or click Import Assignments CSV


​

5. Matching the columns

On this screen, the items on the left are the column headers in your CSV file, while the items on the right are the column headers required in our CSV Tool.

If you haven't changed the column headers, they should be exactly the same. In this case, click Confirm

What do I do if the column headers are not the same?

Check out this help article to learn more.

6. Reviewing Entries

Carefully scroll through the page and check if all the information is correct.

❌ What to do if there is an error?

Check out this article to learn more about how to fix errors.

If everything looks good, click Complete Import

Congratulations! You have successfully imported assignments! 🎉

7. Validating the data

You can validate if the data are successfully uploaded by following the steps below:

  1. Go to the Project Planner

  2. You should now see all the assignments in Runn:
    ​

Still need help?

Contact Us

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