Importing Items via Excel

Published Date: May 15, 2024
Validated: Yes
Audience: Everyone

Products and Versions Covered:

• Jama Connect® (all versions)
• Cloud / CVC
• Self-hosted

Summary: 

This article explains how to correctly format an Excel spreadsheet and use the Data Import Wizard to import items (such as requirements) into Jama Connect®.

You will learn how to:

• Structure Excel data for successful imports
• Map fields during import
• Handle pick list fields and avoid common errors
• Import hierarchical data using indentation or cell formatting

Incorrect formatting—such as invalid pick list values or selecting the wrong header row—can result in missing or incorrectly imported data.

Resolution

1. Format Your Excel File

Structure your spreadsheet so that:

• Field names (e.g., Name, Description, Status) are in the top row
• Each subsequent row represents a single item
• Custom fields are included as additional columns

Each row will be imported as an individual item with its corresponding field values.

Important: Pick List Fields

• Only use values defined in Jama Connect
• Invalid values will not import and will appear blank

2. Start the Import

You can begin the import from either location:

• The Project menu at the top of the Project Tree
• Right-clicking a folder or set in the Project Tree

3. Use the Data Import Wizard

Upload File

• Select your Excel file (.xls format required)
• Choose or confirm the import location

Field Mapping (Optional)

• Save mappings to reuse for future imports with the same structure

Encoding

• Automatically set to UTF-8

4. Configure Excel Options

• Select the correct worksheet (only one sheet can be imported at a time)
• Select the correct header row (where your field names are defined)

If the wrong header row is selected, field mappings will not align correctly.

5. Map Fields

• Match Excel columns to Jama fields using dropdown menus
• Example:
  • Name → Name
  • Description → Description
  • Status → Status

When configured correctly, your column names will appear in the mapping dropdowns.\

6. Preview and Import

• Review the preview screen to confirm data accuracy
• Complete the import
• View the total number of items added
• Optionally save the mapping for reuse

Imported items will appear in the Project Tree.

Importing Hierarchy

You can define hierarchy in Excel using indentation or cell coloring.

Option 1: Indentation (Recommended)

• Use Excel’s Increase Indent feature (do not use spaces)
• Select which column contains the hierarchy (e.g., Name or Description)
• Supports multiple hierarchy levels

Result: Items appear in a structured hierarchy in the Project Tree

Option 2: Cell Coloring

• Apply background color to parent items
• Child items follow beneath each colored cell

Limitations:

• Supports only one level of hierarchy
• Does not differentiate between colors

Important Limitation

• Hierarchy cannot be created or modified during round-trip import/export

Structure Options

During import, you can choose how the hierarchy is created:

• Folder–Item Structure (default)

• Item–Sub Item Structure (select the checkbox in the wizard)

This determines how items appear in the Project Tree.

Additional Resources 

• Success Programs
• Success Catalog
• Datasheets
• Request a Solution Offering or Training from the Success Catalog

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