Trust CentreRoadmapStatusLogin

Master Schedule Import

Project Admins can run Master Schedule Imports.

Bring selected parts of your Master Schedule into Aphex using XER, XML, or MPP files from P6, Asta, or MS Project. Import only the activities your team needs - this helps seed the lookahead plan with the right level of detail or key Milestones - just enough for the team to breakdown, adjust and build from.

Upload your File

The first step is to upload your file.

To upload your XER, XML or MPP file:

  • Click your Project Title in the top left

  • Select Master Schedule Import from the dropdown menu

  • Click

  • Upload your File

Prepare your file before exporting

Filter (Optional)

UDFs allow you to filter to the specific data you want to import into Aphex:

  • In your master schedule, create a User Defined Field (you might want to name this something straightforward: Aphex Filter)

  • In this UDF assign a consistent value against the activities you would like to import and ones you would not (this could simply be "Yes" and "No")

Project Assets (Optional)

Save time during your import by including Owners and Project Assets in your import file.

You can add the email address of the user’s you’d like to assign imported work to automatically, and the subcontractor and location of each task.

  • Create a UDF for each attribute (i.e. Subcontractor, Location and Owner) you wish to pre-populate.

  • Name each UDF something memorable, 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.

Filter your Import Scope

Choose exactly which Tasks to bring into Aphex. Use a custom field (like a UDF in P6) to flag only the relevant Tasks you want to import; for example, bringing in Construction activities while skipping Design or Procurement.

To filter what Tasks are imported into Aphex:

  • Click the Column dropdown and select the UDF column you want to filter by

  • Click the Value dropdown and choose the value you want to import

  • Click

  • You can also skip this step by leaving both dropdowns blank and clicking

Select your Date Range

Importing your schedule in smaller timeframes helps keep things tidy. Most projects avoid bringing in the entire long-range plan at once. By importing just what's needed for the next stage, then running regular imports (e.g. monthly) to add the next few weeks as the project moves forward, you give the team relevant, up to date data they can build from.

To select a Date Range

  • Select from Next 4 Weeks, Next 12 Weeks, All Future, All Past and Future

  • Click

Rules for New vs Existing Tasks

  • Only Tasks that match your chosen filter and fall within the selected date range will be considered for import.

  • You’ll see a count of how many new Tasks will be imported, based on your selection.

  • Aphex will only import Tasks that don’t already exist in the project - we identify matches by Activity ID (mapped to Aphex External ID)

  • If a Task has already been imported before (based on its Activity ID), it will be skipped - even if it’s since been updated in the source tool.

  • Imported Tasks are treated as the source of truth from the time they’re brought into Aphex - they won’t be overridden or replaced by future imports.

Smart Checks for Unsupported Data & Variance Detection

To keep Aphex simple & intuitive, some Master Schedule features aren’t supported. During import, you’ll be prompted to make smart decisions about how to handle things like actual dates, or LoE / WBS Summary Bars that don’t translate 1:1. This helps ensure Tasks still land on the dates they’re supposed to.

Check Unsupported Task Types

If your Import file contains WBS Summaries or Level of Effort (LoE) Tasks, you can choose how to handle these tasks.

For WBS Summaries, you can choose to:

  • Ignore them from the import so they will be excluded.

  • Import as Tasks. If imported, WBS summaries will convert to Task Dependant types.

For Level of Effort (LoE) Tasks you can select from:

  • Ignore all LoE tasks and these will not be imported (this is the recommended option)

  • Import LoE tasks as task dependant types without links

  • Import LoE tasks as task dependant types with links - Selecting this option may cause variance in your import

Once you've made your selection, select to move to the next step

Please note that you will only see the steps that apply to your Import. If your Import doesn't contain Unsupported Task Types, Driving Predecessors, Actual Dates or Milestones, it will skip these steps.

Automatically set Milestone Target Dates

Milestones in your file will always be imported as Milestones in Aphex. You can also choose to set the imported Milestone date as a Target Date - this gives you a stable benchmark to compare against, so you can easily see how the Milestones in the short-term plan are tracking against your baseline or contract dates.

Make a selection from:

  • Set Milestone Target Date from the imported Dates

  • Do nothing

  • Click

Target Date Creation

  • All Milestones in your file will be created as Milestones in Aphex.

  • Target Dates are automatically set to the Milestone’s end date on import. You can update these later if needed.

  • Aphex doesn’t support zero-duration tasks; so Milestones are converted to one-day activities.

  • If a one-day duration is applied, Aphex will automatically add a -1 day lag to any successor links to prevent introducing variance.

Bring in your WBS & Other Properties

Map the right data across. Task names, logic, and calendars come through automatically, but you can also import WBS structure, assign Owners, Notes, Locations, or Subcontractors based on your UDFs, and bring over key metadata that helps delivery teams plan faster.

Map Folders

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

Map Other Aphex Properties

  • Additionally, you can also import Subcontractor, Location, Owner and Notes, if you've predefined these in your source tool before exporting.

Asset Creation & Mapping Rules

  • 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.

  • If a Folder code already exists in the project, imported activities with that code will be grouped into the existing Folder, even if the Folder names don’t match.

  • If an Asset (like a Subcontractor or Owner) already exists with an exact name match, the imported tasks will be assigned to it. Otherwise, a new Asset will be created.

  • The Owner field must contain email addresses. If the email matches an existing user in the project, the task will be assigned to them. If not, they’ll be invited as a new user.

Complete & Review your Import

This is your final review before Tasks are imported into the Project. You'll see a summary of what's about to be created, including Task counts & any new assets. If any changes were made during the process, you can download a CSV to review the modifications. Nothing has been created yet - confirm when you're ready.

To complete the import

  • Review the data you're importing

  • Download the skipped tasks, folders or modifications CSV

  • Select

What Aphex Creates Automatically

  • Calendars are created if a Task uses a calendar that doesn’t already exist in the project.

    • This includes all custom working calendars, with their non-working days, RDOs, and exception rules (e.g. site shutdowns, public holidays).

    • If a calendar with the same name already exists in the Aphex project, imported Tasks will be assigned to the existing calendar instead.

  • Relationship links between Tasks in your import scope are created automatically.

    • If both linked Tasks are imported at the same time, the relationship is created during import.

    • If the successor is imported later, Aphex will automatically stitch the existing predecessor and the newly imported successor back together once both Tasks exist.

  • Shifts are assigned to every Tasks.

    • Day Shift is assigned by default.

    • Depending on task timing, Aphex may assign All Shift or Night Shift automatically.

  • External IDs are generated automatically:

    • If Primavera P6 is the source, the Activity ID becomes the External ID.

    • If Microsoft Project is the source, the External ID is built from the Project Name + ID.

Skipped & Modified CSV Format

Key columns in both files typically include:

  • ID

  • Name

  • Task Type

  • Modification Reason (for Modified):

    • Why the task was changed (e.g., "Task type changed", "Links removed", "Status changed to Done", "Target Date set")

  • Skipped Reason (for Skipped):

    • Why the task was skipped (e.g., "LoE Tasks Skipped", "WBS Summary Skipped")

Folders Skipped CSV:

  • There is also a report for skipped folders, with folder-level details, e.g., folder code, name, and reason for skipping⁠

Add Imported Tasks to the Plan

Before your newly imported work appears on the Gantt, your next step is to distribute tasks to the team. Then, once tasks have been assigned to an owner, the user will be notified that they have newly imported work waiting for them to add to the plan.

1

Assign Ownership

Here's how to allocate activities to the users responsible:

  • Click your Project Title

  • 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

2

Add Tasks to the Plan

If you're a user who has been assigned new tasks from an import, they'll appear in your Backlog. All you need to do is pull them onto the Gantt.

To add your Tasks to the Plan:

  • Click your Project Title

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

  • Click

Last updated

Was this helpful?