Upload a spreadsheet to create many projects at once, or to update projects you already have. You run this yourself from the Projects page.
Before you start
You need the Admin or Purchaser role by default. Your company can change this per role in Company Settings.
Create every project group your spreadsheet refers to first. A group that does not exist is an error on every row that names it.
Use one row per project.
Steps
Create any project groups your spreadsheet refers to.
Open Projects in the top navigation bar.
Click Upload.
Add your spreadsheet and match its columns to the SubBase fields.
Fix every error it flags, and read the warnings.
Submit the upload.
The columns
Project Name is the only required column. Everything else is optional.
Project Id has to be unique, and it is what decides whether a row updates a project or creates one.
Default Watchers takes email addresses, separated by commas. Each one has to already exist in SubBase.
Default Group takes the name of a project group that already exists.
Active set to false makes the project inactive. Left empty it defaults to true.
One column per invoice role your company has set up, named Invoice Assignee: and the role. Each takes one email address.
One column per inventory role, named Inventory Assignee: and the role. Each takes email addresses separated by commas.
The delivery address: Address Nickname, Address Name, Address Line 1, Address Line 2, City, State, Zip Code and Phone Number.
What an existing Project Id overwrites
SubBase matches each row against your existing projects on Project Id, ignoring upper and lower case. A match is an update, not a new project. You are warned and you are not stopped: This Project ID already exists in your system. Proceeding with your upload will update your existing project.
The update writes the row over the project's name, Project Id, project group, default watchers and active flag.
A column you leave blank is written as blank. An empty Default Group takes the project out of its group, which makes it visible to everyone in your company. An empty Default Watchers removes its watchers.
None of this can be undone from SubBase, and nothing blocks it. Re-uploading the old values is the only way back.
Addresses work differently. A row's address is compared against the project's existing addresses. A close match updates that address in place; anything else is added as an extra address, and no address is removed.
Two rows sharing one Project Id produce a single project, with the warning This Project ID is duplicated within the upload file. Proceeding with your upload will only create one project with this ID.
Errors that stop a row
This Project Group does not exist in SubBase.
Some emails do not exist in SubBase.
Is not a valid US Zip Code.
A Zip Code without the rest of the address: Address Line 1 is required when a Zip Code is provided., and the same for City and State.
Best practices
Fill the whole row when you are updating, not only the columns you are changing. A matched Project Id writes name, group, watchers and the active flag over what is there, and a blank cell counts as a value.
Leave Project Id empty for projects that are genuinely new. It is the only column SubBase matches on, so a row carrying an ID that already exists updates that project instead of creating yours.
Export or note your current project list before an update run. There is no undo, and the fastest fix for a bad upload is uploading the old values back.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.