Importing

Things to know before you start:

• You must export your Master Schedule to .XML format

• You must be a Project Admin to run an import

• Your Organisation must be on the Pro, Pro+ or Enterprise Plan

• If you are looking for a more in depth guide on setting up your XML, please head to Importing your Master Schedule

Supported Master Schedules

Aphex currently supports .XML imports from:

• Primavera P6

• Microsoft Project

• Asta Powerproject

Bringing in your Project Assets (Optional)

You can bring Project Assets into Aphex to save time. These can be pre-assigned to your tasks on your Master Schedule. These Project Assets include:

• Create a User Defined Field (UDF) for each asset you wish to import.

• Name each UDF something recognisable, like “Aphex Subcontractor”.

• In each UDF (eg. Subcontractor or Location), insert the field (Subcontractor, location etc.) for each activity. This should be consistent with the name in your Aphex project (if not, Aphex will create a new one)

• In the Owner UDF, insert the email address of the activity’s owner. Check that this matches the email address the team member uses for Aphex. If not, the address entered will receive an invite to join the project.

Importing Milestones

Milestones can be imported into Aphex in bulk from your Master Schedule. These will be automatically imported with your regular tasks & do not need to be mapped.

Follow these steps to create Milestones in your respective program:

P6

• Add a new Activity (or select one that you have already made)

• Go to the Details window

• Select the General Tab & head to the Activity Type dropdown

• Change the 'Task Dependant' to either 'Start Milestone' or 'Finish Milestone'

Microsoft Project & Asta Powerproject

• Create a Task

• Enter 0 into the duration column & hit Enter

• This will create a Milestone

• Aphex Milestones have a duration of at least 1 day. If your imported Milestone is 0 days, this will be updated to 1 day duration in Aphex

• Aphex does not differentiate Start Milestones & Finish Milestones, so these will just be imported as 'Milestones'

• A Target Date can be set in Aphex to track the progress of your Milestones

Create your Import File

Your .xml file will need to be formatted correctly to be imported into Aphex. Our supported tools each have guides on how to do this if you get stuck:

• Primavera P6

• Microsoft Project

• Asta Powerproject

Importing your Master Schedule

Step 1

Upload your XML file

• Click the Aphex icon in the top left, above the Gantt

• Click Master Schedule Imports

• From the Master Schedule Imports page, click Import and select the .XML file you'd like to upload

Step 2

Select your Timeframe

Select the timeframe of data that you’d like to import. You can see the number of tasks each timeframe will import from your .XML file.

Step 3

Map Fields [Optional]

• To import your current WBS into your Project's Folder tree, select the WBS option from the Folder Code drop-down list.

• If you've chosen to pre-assign project assets, you’ll need to select the correct field on each drop-down list so that Aphex can correctly map your UDFs to your imported activities.

Only data associated with activities you are importing will be included. i.e Folder codes unrelated to any imported activities will not be brought into Aphex.

Step 4

Review & Import

The final import page summarises the data you will be importing, including the number of tasks, Folder codes, Owner, Subcontractors, Locations and Calendars.

• Once you’re happy with your options, click Next to import your Master Schedule.

Distributing your work

Your imported Tasks will be imported into Project Data. The next steps will be to assign the tasks to their Owners & then move them from the Backlog onto the Gantt.

• Click the Aphex icon in the top left, above the Gantt

• Click Master Schedule Imports, then navigate to the Project Data page using the side-menu

• Open the Unassigned tab

• Select an owner for each task with the drop-down menu

• Click Move Tasks to Backlog

• Select the Backlog tab

• To select all of the Tasks in the Backlog, click the checkbox at the top of the table

• Click the Move Tasks to Gantt button to move the Tasks onto the Gantt