Project Import (Bulk Excel Import)

Location: /Project/ProjectImport.aspx
Navigation: From the main navigation menu, select Projects > Import. This page is accessible to staff users with standard User, Admin, or SuperAdmin roles.

Overview

The Project Import page provides a specialized bulk import capability that transforms client-provided Excel spreadsheets into fully structured projects with associated packaging artwork records. This functionality enables rapid onboarding of large product catalogs by reading standardized client data exports and automatically creating the corresponding project and artwork hierarchy in the system.

The page implements a three-phase workflow: upload and configure, preview and verify, then commit. Users select an Excel file, adjust column mappings if needed, review the parsed data in a preview grid, and then apply the import to create actual projects and artworks in the system.

The import process is designed for high-volume scenarios where manually creating dozens or hundreds of projects would be impractical. By automating the creation process while preserving human review, the system balances efficiency with accuracy, ensuring that imported data meets quality standards before becoming permanent records.

Business Value

Why Does This Matter to the Company?

1. Massive Time Savings on Client Onboarding - When a new client or product line comes on board with an existing catalog of hundreds of products, manually creating each project and artwork record would require days or weeks of data entry. The Project Import function compresses this effort into minutes, freeing staff to focus on value-added work rather than repetitive data entry.
2. Error Reduction in High-Volume Data Entry - Manual data entry for large datasets inevitably introduces errors: typos, missed fields, incorrect values. By reading directly from client-provided spreadsheets, the import function eliminates transcription errors. What the client provides is exactly what enters the system.
3. Consistent Data Structure - When importing bulk data, the system applies standard validation and transformation rules consistently across all records. Every artwork receives proper packaging level classification, structure type assignment, and barcode specification linkage based on the source data, ensuring uniform data quality.
4. Accelerated Revenue Recognition - Faster project creation means faster project completion and billing. By reducing setup time from days to minutes, the company can begin billable work immediately rather than waiting for administrative setup to complete.
5. Client Relationship Enhancement - Demonstrating the ability to rapidly onboard client product catalogs positions the company as a capable partner for large-scale engagements. Clients with extensive product lines see that their complexity can be managed efficiently.
6. Preserved Audit Trail - Despite the automated nature of bulk import, the system maintains complete records of who imported what data and when. The import process uses the logged-in user's identity for project creator attribution, ensuring accountability.

Business Benefits

For Project Coordinators and Account Managers

• Rapid Project Setup: Transform a 500-row spreadsheet into 50 projects with 10 artworks each in a single operation
• Preview Before Commit: Review all parsed data before creating actual records, catching data issues before they become problems
• Flexible Column Mapping: Adjust which spreadsheet columns map to which system fields, accommodating variations in client data formats
• Batch Size Control: Configure how many artwork items should be grouped into each project, matching client organizational preferences
• Automatic Reference Creation: Project names and client reference numbers derive from spreadsheet data, maintaining client identification schemes

For Operations and Production Staff

• Complete Artwork Records: Imported artworks include all specification fields (part numbers, barcodes, dimensions, packaging levels) ready for production work
• Proper Classification: Artwork attributes are automatically linked to system reference tables (packaging levels, structure types, countries of origin) based on imported values
• Consistent Starting Point: All imported projects begin with the same baseline configuration, ensuring workflow consistency

For Finance and Administration

• Billable Work Readiness: Imported projects are immediately ready for estimate assignment and billing configuration
• Reduced Administrative Overhead: Eliminate hours of manual data entry for each bulk onboarding event
• Budget Justification: Clear demonstration of productivity improvements for technology investment decisions

For Client Services

• Quick Turnaround: Promise clients rapid onboarding of their product catalogs with confidence
• Accurate Data Capture: Ensure client-provided data enters the system without transcription errors
• Scalability: Handle clients with large product portfolios without linear increases in setup effort

Usage Scenarios

Scenario 1: New Product Line Onboarding

A packaging client is launching a new product line with 200 SKUs, each requiring individual artwork tracking. The client provides a master spreadsheet exported from their product information management system containing all product details: descriptions, part numbers, barcodes, packaging specifications.

The account manager opens the Project Import page, uploads the client's Excel file, and specifies a bunch size of 10 (creating 20 projects with 10 artworks each). After reviewing the preview grid to confirm data appears correctly, they click Import to create all projects. Within minutes, 200 artwork records exist in the system, properly classified and ready for design work assignment.

Scenario 2: Catalog Refresh for Existing Client

An established client needs to update their entire product catalog with new packaging designs. They provide a comprehensive spreadsheet listing all products requiring updates, including revised specifications and new barcode assignments.

Using Project Import, the coordinator creates projects for the refresh work in bulk. The bunch size setting groups related products together (for example, all sizes of a single product family in one project), matching how the design team prefers to work. The import creates the project structure; the team then proceeds with actual design work.

Scenario 3: Handling Non-Standard Spreadsheet Formats

A client provides their product data in a spreadsheet where columns are arranged differently than the standard import template. The description is in column 3 instead of column 4; the barcode is in column 12 instead of column 9.

Before uploading, the user expands the "Adjust Column Mapping" section and modifies the column numbers to match the client's actual layout. After applying the mapping, the preview shows correctly parsed data. The import proceeds using the customized mapping, and the system remembers the adjusted mapping for future imports.

Scenario 4: Incremental Product Additions

A client periodically adds new products to their catalog. Each quarter, they provide a spreadsheet with just the new additions (typically 30-50 products). The account manager uses Project Import to add these new products quickly, grouping them into projects of 5-10 items based on product family.

Scenario 5: Data Verification Before Import

A coordinator uploads a spreadsheet but notices in the preview that several rows have missing barcode values. Rather than importing incomplete data, they cancel the import, return the spreadsheet to the client for correction, and re-import once complete data is provided. The preview step catches data quality issues before they become permanent records.

Industry Context

How Similar Functionality is Used Across Industries

Consumer Packaged Goods (CPG) Manufacturing
CPG companies routinely manage thousands of SKUs, each requiring packaging artwork. Industry practice involves maintaining master data systems (SAP, Oracle) that export product catalogs. Design agencies receive these exports and must translate them into their project management systems. Bulk import capabilities are essential for agencies serving large CPG clients, where manual entry would be prohibitively expensive.

Pharmaceutical and Healthcare Packaging
Healthcare product companies maintain rigorous product databases with detailed specifications for regulatory compliance. When engaging packaging design firms, they provide comprehensive product data exports. The ability to import this data while preserving all specification fields (dimensions, barcode types, country of origin) supports compliance requirements.

Retail Private Label Programs
Retailers developing private label product lines often launch dozens of products simultaneously. Private label programs generate large product catalogs quickly, requiring design partners who can scale their operations through automation rather than manual effort.

Label and Packaging Converters
Print converters receive product specifications from brand owners and must track each product's artwork through production. Bulk import from customer-provided data is standard practice, enabling converters to manage diverse product portfolios efficiently.

Industry Best Practices Implemented

• Preview Before Commit: Standard practice for bulk data operations, allowing human verification before database changes
• Configurable Mapping: Recognition that different clients use different data formats; systems must adapt rather than forcing clients to conform
• Transaction Integrity: Bulk imports execute within database transactions, ensuring either complete success or complete rollback
• Reference Data Linkage: Automatic matching of imported text values to system reference tables (packaging levels, structure types) maintains data consistency
• Batch Processing: Grouping imported records into logical units (projects) based on configurable parameters

Business Logic Details

Import Process Workflow

The import process follows a structured sequence ensuring data quality:

Phase 1: File Upload and Configuration
When the user selects an Excel file, the system immediately parses the spreadsheet and extracts data based on the current column mapping. The user can adjust the bunch size (how many rows become artworks in a single project) before or after uploading.

Phase 2: Data Preview
The parsed data appears in a two-level grid. The outer grid shows projects that will be created, displaying project number, client reference, and name. Expanding any project row reveals the inner grid showing all artwork items that will belong to that project, with full specification details.

Phase 3: Import Execution
When the user confirms the import, the system creates actual project and artwork records within a database transaction. Each project is created first, then all its artwork items are added. If any part of the import fails, the entire operation rolls back, preventing partial imports that would leave the system in an inconsistent state.

Column Mapping System

The import supports configurable mapping between spreadsheet columns and system fields:

The system persists column mapping settings, so once configured for a client's format, subsequent imports use the same mapping automatically.

Bunch Size and Project Grouping

The "Bunch Size" parameter controls how many spreadsheet rows are grouped into a single project:

• Bunch Size 1: Each spreadsheet row becomes its own project with one artwork
• Bunch Size 10: Every 10 rows become one project with 10 artworks
• Bunch Size 50: Creates larger projects suitable for catalog-style management

The project name derives from the source filename (without extension), and the client project number comes from the first column of each bunch's starting row. This allows meaningful project identification from the source data.

Reference Data Resolution

During import, the system automatically resolves text values to system reference records:

Packaging Levels: Text values like "Primary", "Secondary", "Tertiary" are matched to the packaging levels registry. Unmatched values default to "Other".

Structure Types: Values like "Label", "Carton", "Preprint" are matched to structure types. The system includes normalization (e.g., "Pre-Printed" maps to "Preprint").

Countries of Origin: Country text values are matched to the country of origin registry.

Barcode Specifications: Barcode type text values are matched to barcode specification records.

This automatic resolution ensures imported data integrates properly with the system's reference data structure.

Key Features

Excel File Upload

• Supported Format: Microsoft Excel (.xlsx) files only
• File Selection: Standard file browser with drag-and-drop support
• Immediate Parsing: File is parsed immediately upon selection, populating the preview
• No File Storage: The Excel file is processed in memory and not permanently stored; only the extracted data becomes part of the system

Configurable Column Mapping

The expandable "Adjust Column Mapping" section provides number inputs for each field, specifying which spreadsheet column contains that data. Column numbering starts at 1. Leaving a mapping empty indicates the field should not be populated from the spreadsheet.

Bunch Size Control

A numeric input specifies how many spreadsheet rows should be combined into each project. This allows flexibility in project organization:

• Small bunch sizes for projects with few items
• Larger bunch sizes for catalog-style management

Two-Level Preview Grid

Project Level (Outer Grid)

• Sequential project number (for reference during review)
• Client Project ID (from spreadsheet)
• Project Name (from filename)

Artwork Level (Inner Grid, expanded)

• Description
• Part Number
• Packaging Level
• Stock Number (Finished Good)
• SAP Number
• Barcode
• Barcode Specification
• Structure Type
• Country of Origin
• And additional specification fields

Import Confirmation

The "Import Project" button commits parsed data to the database. The button remains disabled until valid preview data exists. Upon successful import, a confirmation message appears and the form resets for another import.

Relationship to Other System Components

Dashboard Integration

Once imported, projects appear on the Dashboard like any other project. Users can filter, sort, and navigate to imported projects using standard Dashboard functionality. The Dashboard's "All Projects" view includes recently imported projects immediately.

Project Details Pages

Each imported project has a full Project Details page with all standard tabs and functionality. Users navigate to imported projects and work with them exactly as they would manually-created projects.

Packaging Artwork Management

Imported artwork records appear on the Project Info tab of their parent projects. All standard artwork operations are available: editing specifications, creating alterations, managing complexity, and submitting to approval journeys.

Estimate and Billing System

Imported projects integrate with the estimate and billing workflow. Once created, projects can have purchase order estimates assigned, enabling proper billing configuration for the imported work.

Approval Workflows

Artworks created through import can be submitted to approval journeys like any other artwork. The import creates the initial records; subsequent workflow follows standard patterns.

Summary

The Project Import page addresses a critical operational challenge: efficiently onboarding large volumes of product data from clients into the project management system. By automating the creation of projects and artwork records from client-provided spreadsheets, this functionality delivers substantial productivity gains while maintaining data quality through preview verification.

The page provides:

• Bulk Data Processing: Transform hundreds of spreadsheet rows into properly structured projects and artworks in a single operation
• Configurable Mapping: Adapt to client-specific spreadsheet formats without requiring clients to modify their data exports
• Preview Verification: Review all parsed data before committing, catching errors before they become permanent records
• Flexible Grouping: Control how many items are grouped into each project via the bunch size parameter
• Reference Data Integration: Automatic resolution of text values to system reference records for data consistency
• Transaction Safety: Complete imports succeed entirely or roll back entirely, preventing partial imports
• Audit Attribution: Import actions are attributed to the performing user for accountability

For organizations managing large client product catalogs, the Project Import function transforms what would be days of manual data entry into minutes of automated processing, enabling faster project starts, reduced errors, and scalable operations regardless of catalog size.