How Do I Use The Update Existing Client Structure Import?

This guide will show you how to update the fields and names of existing Client Structures using the Client Import. For a guide on adding new items to a client structure, please click here.

If you are unable to complete any of the steps in this guide, you can use the Submit a request button at the top right of this page to contact our team for help.

Index
Import Client Structure Updates Example
All Client Structure Update Fields

Import Client Structure Updates Example

1. Click Imports and select Client Updates

   
    

2. Import Type
   Change the import type to Update Existing Client Structure. 

   
    

3. Client
   Select the Client you would like to export, update, and import changes for.

   
    

4. Status
   When updating your client structures, you can choose to export active items, expired items or both.
   Active - Your active client structure items
   Expired - Your expired client structure items
   <All> - Active and inactive client structure items

   
    

5. Export
   Clicking export will create a CSV of your client structures. You can then amend the data and import it to Timemarker.

   
    

6. Updating Your CSV Example
   In this example, we will change the name of a client and project and set the project as expired. 
   To do this, we will enter the new Client and Project names in the columns and set an Expiry Date. We will save the CSV file to commit the changes. 

   
    

7. Uploading The Updated CSV To Import
   Add the import file to Timemarker by dragging & dropping a CSV file into the dashed region, or clicking Choose File and selecting it.

   
    

8. Validate Button
   With a file selected in the Choose File section, click Validate to check for any issues. 

    
    

9. Validation Page 
   If your file has validation issues, a red validation warning will appear at the top of the page. A green validation message will be displayed if there are no issues. 
    

   
    

10. Checking Validation messages
    If a green, orange, or red validation message is displayed, the corresponding field on the validation page will appear in the matching colour. For more details, hover over the red/orange/green text to display a dialogue box. 
    
    In our example, we are expiring a project. We have an orange validation message and orange-highlighted data. Hovering over the orange text shows us the message "This level and all other lower levels will be expired."

    
     

11. Importing Data 
    Once you are happy with the data to be imported, click the import button to add these changes to Timemarker. 

    

12. Update Existing Client Structure Fields
    The example above shows how to add new names for items and expiry dates. The same method can be used to change other fields. A list of fields has been provided below. 

    1. Company Name
       Sets the company name for which the changes are being imported. This field cannot be changed. 
    2. Client ID/ Project ID/ Activity ID
       This is the unique identifier for the client structure items in Timemarker. It cannot be changed. The ID is created when the item is added to Timemarker.
    3. Client / Project / Activity
       These are the names of your Client structure levels. These level names are set on the Settings / Company page. You can have up to 5 levels.
       You can add the names of the items you wish to add for each level in the column. When adding a new item, it must be on its own row with no lower levels. 
    4. Expiry Date
       This sets the expiry date for the client structure items. This item will not appear in any timesheet weeks ahead of the set date. This prevents new time recordings from being added to closed items. 
    5. External Ref
       Sets the external reference code for the client structure item. This value must be unique and is often used when exporting data from Timemarker to import into another system. 
    6. Account Code
       Sets the client structure items account code. This value does not need to be unique.
    7. Is Time Entry Item
       Sets if this item is a time entry level. When an item has a value of Yes, time can be recorded at that level in the timesheet. We recommend only setting the lowest level to Yes. 
    8. Non-Billable
       Sets whether this item and all lower levels are non-billable. When an item has a "yes" for non-billable, bill rates and bill budgets cannot be set for the item. Time recordings for non-billable items will have a bill value of 0.
    9. Linked Template
       You can add the name of a template for the same level in this column. The item will be linked to the template, and the lower levels will be created from and controlled by the template. For more information on templates, please click here
    10.