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      Using Row IDs in Excel when importing and refreshing data

      Overview

      When importing data from Excel into Office Timeline Online, it’s best to add a Row ID column to your worksheet and fill it out with a unique identifier for each of your tasks and milestones. While this is not mandatory for a successful import, it will be very helpful when refreshing data.

      This guide will explain all you need to know about using unique row IDs when importing from Excel into Office Timeline. You’ll learn:

      A) What Row IDs?
      B) How to use Row IDs in Excel

      Read the guide or use the links above to jump to the chapter you’re interested in.

      A) What are Row IDs?

      Use the Row ID as a fingerprint for each task and milestone in your Excel worksheet. It’s a unique identifier that helps Office Timeline Online distinguish your tasks and milestones and accurately match any changes to them whenever you want to refresh imported data.

      For example, using Row IDs is especially important when you have multiple tasks with identical titles in your imported timeline. Without a Row ID, Office Timeline Online will use the Title column in your Excel file to identify your tasks when refreshing the data.

      Since the tasks have identical titles, when you change any of them (e.g., update an End Date), Office Timeline Online will have a hard time figuring out which task was changed, and refreshing your data may result in mismatches or inconsistencies.

      Adding a unique Row ID to each task and milestone when importing your Excel file will help prevent such issues during a data refresh. Even if some titles are identical, Office Timeline Online will accurately tell by the Row ID exactly which item was changed.

      B) How to use Row IDs in Excel

      Adding a Row ID column to Excel is fast and easy, but there are a few details to pay attention to that will ensure a successful import & refresh.

      1. The Row ID needs to be unique to each row (each task and milestone). No two rows in your Excel sheet (whether tasks or milestones) should have the same row ID.

      2. Do not change the Row IDs once your data has been imported. Each task or milestone should retain the original Row ID that was originally assigned to it. Office Timeline Online depends on these unique identifiers to accurately refresh your imported timeline. Altering the Row IDs after the initial import can result in inaccuracies during the refresh process.
      3. Make sure not to leave any Row ID cells empty. Once you add a row ID column to your spreadsheet, all tasks and milestones should have their Row ID field filled out. Those that have the Row ID empty will be considered invalid and will not be imported into Office Timeline Online.

        Quick tips:

        • Row IDs can be text, numbers, or a mix of both, and they do not need to follow a specific order. Just ensure that each ID is unique to its task or milestone and remains consistent during updates.
        • Naming your ID column in Excel as “Row ID” will help Office Timeline Online automatically detect and map it when importing your data. If, for any reason, it doesn’t map automatically, you can map it manually in the Map columns step when importing.
        • We recommend using Row IDs when first importing your Excel file so that the Office Timeline Online can accurately match any changes whenever refreshing data.