Importing a list of projects into Resource Guru using Zapier

By - 27 Mar 2018

Our Zapier integration makes it easy to connect Resource Guru to your favorite apps, but you may not know that you can also use Zapier with Google Sheets to import a list of projects into your Resource Guru account. Read the step-by-step guide below to find out how.

Before you get started

  • It is not currently possible to associate a Client or set the Billable/Non-Billable status for a project while importing with Zapier.
  • Zapier wasn’t designed for large data imports, and you may get errors if you try to import hundreds of rows of projects all at once. We recommend copying the projects in at a rate no greater than 100 rows every 20 minutes.

Along with Resource Guru and Zapier, we’ll also be making use of Google Sheets import the data.

The import process

You will be using two spreadsheet templates for the import – Project Preparation and Project Import. The Preparation template provides a space to get your projects in the correct format for importing. Once the data is ready, you can copy it over to the Import template to get the importing process underway.

You can find the two spreadsheet templates by following the links below:

Copying the templates

Start by opening the Preparation template in Google Sheets, and then click File > Make a copy to put an editable copy of the template into your own Google Drive.

 

Next, open the Import template in Google Sheets and repeat the copying process.

You should now have one copy each of Preparation and Import in your Google Drive. Make sure to use your copies of these spreadsheets throughout the rest of the process.

Preparing your project data for import

Open your copy of the Preparation template in Google sheets. Add in the details for the projects you want to import, using one project’s details for each row of the spreadsheet.

Your completed spreadsheet should look similar to the screenshot above.

Setting up your Zap

Head over to Zapier and open the Create Resource Guru projects from new Google Sheets rows shared Zap.

Click the “Create this Zap” button, and then “Continue” on the Google Sheets trigger screen. Connect Zapier to the Google Sheets account that contains your two spreadsheet template files.

The “Set up Google Sheets Spreadsheet Row” screen will show two dropdown menus.

On the “Spreadsheet” dropdown select your Import template. On the “Worksheet” dropdown select Import Template.

Click through to test that the trigger has been setup correctly.

Click “Continue” to start setting up the Resource Guru Zap Action. If you haven’t done so previously, you’ll need to connect Zapier to the Resource Guru account that is the destination for your imported projects.

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Now it’s time to fill out the Zapier Action template (if you don’t see the full template then click the “Show advanced options” link).

For the “Name” field, click on the dropdown menu and select the “Project Name” value. Follow the same process for the Project Codes, Notes, and Color fields.

Your completed template should look like the screenshot below:

Click the “Continue” button and test the Zap. If everything has worked correctly then you can go ahead and turn the Zap on.

Importing your projects

The final step is to copy your project data from the data preparation spreadsheet and paste it into your Import spreadsheet, triggering Zapier to start the import process.

Head back to your Preparation template. Select all of the project data you wish to import and then open the Edit menu and select Copy.

 

Open your Import spreadsheet and paste your copied data into the row below the column headings. Be careful to match up the copied data to the right columns.

That’s it! The new rows in the Import spreadsheet are going to trigger the Zap to start the import. This may take some time, so allow 15 minutes for the process to get underway.

After you’ve given the importing process some time to run, head over to your Resource Guru account and click on Projects to see your newly imported projects in your account.

You can also use Zapier to import people into your Resource Guru account. Find out how.

Hi, I'm David, I work in Growth Marketing at Resource Guru. Please feel free to leave comments or get in touch - I'd love to hear from you.