How to Use User Profile Import in PM Central for SharePoint Server 2010 & 2013

Before You Begin:

Please note that the content of this post applies to the following applications:

• Project Management Central 4.0 (PM Central)
• SharePoint Server 2010/2013

With User Profile Import in PM Central, you can map and import bulk users and their profiles (phone, email, etc.) from a SharePoint User Profile to the Enterprise Resource Pool (ERP) and Contacts list.

About This Article:

This article has three sections:

• Configuring the User Profile Service Application and Search Service Application in Central Administration
• User Project Import at the portfolio site
• User Profile Import at the project site

Configuring the User Profile Service Application and Search Service Application in Central Administration

1. Configure the User Profile Service Application

• To begin, navigate to the Central Administration site and go to Application Management. Under Service Applications, select Manage Service Applications.
• Next, start the User Profile Service Application.
• To finish configuring the User Profile Service Application, click on the User Profile Service Application link.

For more information on configuring the User Profile Service Application, check out these helpful articles, courtesy of Microsoft:

• Set up User Profile Service Application: http://technet.microsoft.com/en-us/library/ee721052.aspx
• Configure Synchronization Connections: http://technet.microsoft.com/en-us/library/ee721049.aspx

2. Configure the Search Service Application

• To begin, navigate to the Central Administration site and go to Application Management. Under Service Applications, select Manage Services on Server and make sure that the SharePoint Server Search is showing up as Started.
•  Return to Central Administration and go to the Application Management section.  Once there, click Manage service applications.

• Click on Search Service Application.

• On the Search Administration page, in the Quick Launch, under Crawling, click Content Sources.

• Run the Crawl Schedule for the Web application which for which you need search information.

• Start the Crawl Schedule.

For more information on configuring the Search Service Application, check out these helpful articles, courtesy of Microsoft:

• Configure enterprise search (SharePoint Server 2010): http://technet.microsoft.com/en-us/library/ee808863.aspx
• Administer search in SharePoint Server 2013: http://technet.microsoft.com/EN-US/library/ee792877.aspx

3. Test People Search on SharePoint.

To verify that User Profile Import can be used to search for a user from the User Profile Application, it is helpful to first test to see that you can search for people on SharePoint. If People Search on SharePoint is available, then User Profile Import will be able to function as intended.

• For example, in your User Profile Management, you have user A. After running a Crawl Schedule, you can do a People Search in SharePoint to search for user A.

User Profile Import at the Portfolio Site

In the portfolio site, you can use User Profile Import to import a SharePoint User Profile to the Enterprise Resource Pool list.

To accomplish this, follow the steps below:

1. At the portfolio site, navigate to the Central Actions icon > PM Central Control Panel.  Under the Resource Center section, select Resource Management and click on User Profile Import tab.

2. On the User Profile Import tab, you will see the User Profile Import Web Part:

• • In the Settings section: If you check Override existing users, User Profile Import will allow you to import override resources that already exist on the ERP list.
    • Select fields to display in search results and Select fields for search condition: you will get fields conditions to search resources.
      • Mapping fields: Certain fields in the ERP will be mapped to the SharePoint User Profile List fields, as demonstrated below.In the tool pane, the following will be the default settings.
• From the Web Part’s interface, you will see fields that you can select in the tool pane, and you will search for resources with these fields.

Please be aware that AND is used as the Search Criteria Joining Operator of User Profile Web Part between the fields. For example, when entering the two fields, Name and Department (such as John Smith and Sales), the search is John Smith AND Sales.

3. Perform user import using the User Profile Import Web Part.

Before you begin: Please be aware that if you have updated or otherwise changed information in SharePoint User Profile, such as adding more users to the SharePoint User Profile, changed the information for a user, etc., you will need to run a Start Crawl Schedule before initiating your import.

• Input the applicable information for the resource which you wish to import.
• Click on the Search button and select the checkbox next to the resource that you need to import.
• Click on Import User Profile.
• When the import has successfully completed, you will see the following message.

4. Import/Add Users who do not exist in the SharePoint User Information List

In the event that you have users who do not exist in the SharePoint User Information List, but are in SharePoint User Profile, you can use User Profile Import to import the user.  Please note that after you have completed the import, you will be given the following message:

Some information related to the following user profiles “username” have been added to the ERP or Contacts List. Their Account information in the ERP or Contacts List is currently empty and is required to be filled after logging in. It requires the site administrator to grant access for users to log in to this site.

• From here, you will notice that the Account field will be blank. You will need to edit the Account field for this user in the ERP list.
• The resource will now be imported to the ERP list. If you would like to double-check that the resources were successfully imported to the ERP list, go to Central Actions and select PM Central Control Panel. Under Resource Center, click Resource Management under the ERP tab.

User Profile Import at the Project Site

In the project site, you can use User Profile Import to add a user from SharePoint User Profile to your Contacts list.

To import resources using the User Profile Import tab, you need to edit the Resources column of this list and change Select resources from Resource Pool site to No.

Please note that, by default, the user information will be copied down from the ERP list to the Contacts list. If you want to copy the user information from the SharePoint User Profile to the Contacts list, you need to select No.

1. At the project site, navigate to the Central Actions icon and select Lists > Contact lists > List Settings.  Select the Resource column.

2. In the Resource column properties, select the No option for Select resource from Resource Pool Site section.  Click OK.

3. At the project site, go to the Central Actions icon > PM Central Control Panel.  Under the Resource Center section, select View Resource and click on the User Profile Import tab.

4. Perform user import using the User Profile Import Web Part

In the tool pane, the default settings will have the same configuration as listed above for the portfolio site, with the only difference being that you will want your destination list to be the Contacts list.

Next, perform the user import using the User Profile Import Web Part, similar to what you did above for the portfolio site:

• Input the applicable information for the resource which you wish to import.
• Click on the Search button and select the checkbox next to the resource that you need to import.
• Click on Import User Profile.
• When the import has been successfully completed, you will see the following message:

5. Resource will import to the Contacts list.

• If you want to check to make sure that the resource was successfully imported to the Contacts list, go to Central Actions and select PM Central Control Panel. Under Resource Center, click View Resource. Your newly imported resource(s) will be listed under the Project Team Info tab.