If you get an e-mail with an error message after the import of a Folder-Permissions-Matrix then check the following steps:
1. You click on "Import" and immediately get an error message in the application?
- Check whether the numeration of the folder levels in column A is correct.
- Check whether the format of your file is correct. For the import of a report/matrix you have to save the file in Excel via "Save as" in "CSV (comma separated) (*.csv)" format.
- If this applies open the matrix and copy the whole content in to a new Excel file. Then save this file as "CSV (comma separated) (*.csv)" format.
- If this doesn't help contact our Support Team.
2. Did you or any other administrator made changes in the Project Space regarding the folders and/or groups structure?
If yes the import will fail:
The number and names of folders and groups in the Project Space need to match the matrix when you import it. If the folder or group structure has been changed in the Project Space (e.g. you added, deleted or renamed a group or folder), while you are editing the matrix, the changes must be adopted in the matrix as well. If this is not the case, the import will fail. If extensive changes has been done we recommend to export the matrix after the changes again and then edit the matrix which now contains the current folder and group structure.
3. Check if your matrix have folder and/or group names which consist of digits or a date.
Excel often automatically transforms digits or dates into another date format. Thus the folder and/or group namesdoesn't match the names in the Project Space.
Have a short example: You get the following error message by e-mail:
You imported a csv file of the type Folders and Permissions matrix to the business component your project on the pm. platform. The import failed because of the following reason:
Folder name mismatch in line 32. Expected name = no such folder, Found name = 04 December 2010.
A timeout occurred during the import. Please get in touch with your project administrator.
In the matrix go to the line which is mentioned in the error message. In the example this is line 32. In this line of the matrix the folder is named "04 December 2010" but in the project space the folder is named "2012-1404". In this case Excel automatically transformed "2012-1404" into "04 December 2010" as you opened the csv file.
We recommend to rename the folder or group in the Project Space so that it contains characters or special characters as well, e.g. 101124_.
Alternatively you can format the corresponding cell in Excel to text format (right click on the cell --> Format cells --> Number tab --> select option text --> ok) and then enter the name again. But this you have to repeat for every new import. Therefore we recommend to rename the folder or group in the Project Space.
Another workaround to prevent from changing folder names in Excel would be to open the folder-permission –matrix in a defined way. Please follow the steps described here:
- Use a matrix fresh from the system and save it to your local disk, please do not open it with EXCEL directly. Instead open it with the notepad text editor on your computer. Click with the right mouse button and choose “open with” -> “Notepad”.
- After opening the file mark the whole content (STRG + A or EDIT -> Select All).
- Now copy it to the clipboard (STRG + C or EDIT -> Copy).
- Start EXCEL without opening a file and create a new empty sheet.
- Mark the complete sheet with a click on upper left corner.
- Now you can open the context menu with a click on any marked cell. Choose there the option “Format Cells…”.
- In the new window you can change all cells to text format. This prevents you later from excel changes in folder names etc.
- Now check cell A1 with a click on the right mouse button.
- Paste the content of your clipboard into the EXCEL sheet with the plain text option.
- Save the content as a "csv" file. Be careful there are 3 csv types to choose. Please choose "csv Comma delimited".
- Now you can import the Matrix into the project without any problems.