Importing Items Via Excel

Updated: May 2024

Audience: Everyone

Environmental details: 

Summary: 

The Excel spreadsheets must be properly formatted to import items/requirements into Jama using Excel. Fields like Name, Description, and Status should be listed horizontally at the top of the spreadsheet, with relevant information beneath them. Custom fields can also be included in the import and should be listed similarly.
In the example below, each row will be imported as an individual item, along with the specified information within that row.

Example Spreadsheet:

When filling in a field that is a pick list (like Priority), please select options only from that list.

If you enter options not in the pick list, they will not be imported correctly and appear as blank entries. For example, if you enter the value "Fun," it will not be imported properly.

Importing into Jama

After you have filled out your spreadsheet to your liking, you can import it into Jama. This can be done from two locations: from the project menu at the top of the Project Tree or from right-clicking the desired set or folder.

From atop the Project Tree: 

From the desired location:

Using the Data Import Wizard

When using the Data Import Wizard, a pop-up window will appear, prompting you to select your Excel document. You can also choose or change the desired import location. The imported document must be in .xls format, whether you are using MS Excel or another program.

Field mapping

Allows you to set conditions for a saved document, speeding up imports. It’s useful for repeated imports with the same field-mapping layout.

Encoding

The character encoding used by Jama’s database will be set automatically to UTF-8.

After uploading your document, you must map the fields, so Jama knows what information to put where.

Under Excel Options, select what sheet from your document you want to use. Excel documents can be imported only one sheet at a time. If you have a document with multiple sheets, you will have to import them separately.

Next, select the Excel Header Row. This will be the row in your document where you list field labels, such as Name, Description, or Status. You must select the correct row, or your field mappings will not be accurate.

The last step is to map the fields for your import. Select which field you want to use from the drop-down menus to the left of the Item fields. In the example below, we have mapped Name to Name, Description to Description, and Status to Status. Select "Next" when you are finished.

You can tell you have selected the correct header row because the field name values will be in the Mapping drop-down.

If the fields have been successfully mapped, the final pages of the Data Import Wizard will display a preview of the imported information…

And notify you of the total number of items added. You can import another file from this page and save the mapping for future use.

Your import will appear in the Project Tree when utilizing the layout above.

Example Import

Importing Items Via Excel with Hierarchy

Hierarchy can be imported into Jama through Excel in two ways: through indentation or cell background coloring.

During roundtrip import/exports, it is not possible to establish or edit the hierarchy.

Hierarchy Using Indentation

Excel’s indent option allows users to specify the Jama hierarchy for the imported items.

The “Description” column uses an indentation hierarchy, which the user must specify from the pick list on the left. If a user indented cells under the “Name” column, the user would choose “Name” from the pick list.

Example Worksheet

Here, indentation is used under the "Name" column, which has three (3) hierarchy tiers. 

Note: Use the Excel “Increase Indent” button for indentation. Avoid using keyboard spaces.

Example Import

After importing a spreadsheet with indentation, the items will appear in the project tree as follows.

Hierarchy using Cell Coloring

Excel’s cell coloring feature lets users indicate item hierarchy when importing data.

Above, you can see that the cell color hierarchy has been applied to the “Name” column, which the user must select from the dropdown list on the left.

Example Worksheet

In the following example, each colored cell contains the parent items, and all subsequent items will be the child items.

Example Import

NOTE: The cell coloring hierarchy method only supports a single tier and does not differentiate between colors.

Structure

Jama inherently creates a folder-item structure when importing a hierarchy of items. To make an item-sub item structure, you must specify by checking the box while using the import wizard.

Example (Item-Sub Item Vs. Folder-Item)

Here is a comparison of the two structures within the Project Tree:

Folder-Item Structure

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