Deltek Cobra update vs. overwrite – which one to use? When you are importing .csv or .xlsx files into Deltek Cobra to create or update ancillary files, which option should you use? Update or Overwrite?
Deltek Cobra Update vs. Overwrite
This blog is based upon a set of tests to determine the exact behavior of the Integration Wizard’s ancillary data loading capabilities. We wanted to verify and document exactly what happens when you load data into an existing and already populated rates file in Deltek Cobra 8.1.
Update Test
We want to see what happens when we update an existing Rates file using the Update feature.
Before we do the import, we have the following rates and description listed in the TEST RATES file.
We have made several changes to the original .xlsx file that created this rate table. These are:
- Removed the Software Engineer and Scientist rates
- Changed the Project Manager Rate Set name to PROJMAN
- Adjusted the Designer Draft Rates
- Changed the Designer Draft Description
- Changed the last rate set date for Designer Draft
- Added an Astronomer to the Rate Table
Also note that the FTE rate in the current TEST RATES file is not represented in the import file.
We being the test using the Integration Wizard and in the File Selection dialog, we select the Update option from the Action: field’s dropdown list.
Results of the Update Test
What happened after this first test? Looking at our list of changes in the .xlsx file, let’s talk about each result.
1 – Removed the Software Engineer and Scientist rates
The Software Engineer and Scientist remained in the TEST RATES file even though they are no longer in the updated .xlsx file. So ‘Update’ didn’t delete these rates. Also, the FTE rate, not represented in the .xlsx file also remained in the Rate file.
2 – Changed the Project Manager Rate Set name to PROJMAN
The original Project Manager Record has remained, and the update has added the PROJMAN changed Rate Set name as if it were a new rate. This highlights the fact that the Update process is keying off the Rate Set name values to determine what action to take.
3 – Adjusted the Designer Draft Rates
The Designer Draft rates have increased starting at $40.00 in October 2018. Previously the values started at $37.00.
4 – Changed the Designer Draft Description
We also shortened the Designer Draft description to just ‘Designer’ in the .xlsx file. The description has been updated accordingly in the current rate file. This again illustrates that the process keys off the Rate Set name value.
5 – Changed the last rate set date for Designer Draft
This date change created an additional Rate in the Date/Value list for the Designer. Notice how the original date Remained at 10/01/2021, and an additional 01/01/2021 record appeared. This tells us that the rate dates and values area of the rate set is keying off the Rate Set and Date fields. That means that if a date is changed, a new records is created, but if a date remains the same, but the rate is changed, the rate will be updated – as demonstrated with the adjusted rates part of this test.
6 – Added an Astronomer to the Rate Table
The Astronomer we added to the .xlsx file as also been added to the list of rates.
FTE
The FTE rate has also remained in the file even though it is not represented in the .XLSX file.
Overwrite Test
Starting with the same values as we used in the prior test, we will do another integration with the RATES LGBOR UPDATED.xlsx file but this time using the Overwrite feature. We will then observe and document the results.
The Results of the Overwrite Test
This test demonstrated a key difference between the Deltek Cobra Update and Overwrite options. Let’s look at these results for each of the changed items in the LABOR RATES UPDATED.xlsx file.
1 – Removed the Software Engineer and Scientist rates
The Software Engineer and Scientist have been deleted in the TEST RATES II file since they have been removed from the .xlsx file.
2 – Changed the Project Manager Rate Set name to PROJMAN
The original Project Manager Record has been deleted and replaced by the PROJMAN changed Rate Set.
3 – Adjusted the Designer Draft Rates
The Designer Draft rates have increased starting at $40.00 in October 2018. This record has been replaced by the Overwrite feature.
4 – Changed the Designer Draft Description
The shortened Description value is displayed.
5 – Changed the last rate set date for Designer Draft
The changed date for the designer for 2021 of 01/01/2021 has appeared, and unlike the Update feature, the original 10/01/2021 record has been deleted.
6 – Added an Astronomer to the Rate Table
The Astronomer we added to the .xlsx file as also been added to the list of rates.
The FTE Rate Set that was not represented in the .xlsx file has vanished from the TEST RATES II file.
Conclusion
Update
To put it in simple terms, Deltek Cobra’s Update feature will not deleted existing records in the Rate file, even if they have been removed from the .xlsx source data file. Records that have had Rate Set changes and/or Date changes will be added to the rate file as if they are new records. Records where the description or the rate values have been changed in the source .xlsx file will be updated in the current Rate file.
Overwrite
Effectively the Overwrite option in Deltek Cobra rebuilds the Rate file to the exact contents of the source .xlsx file. In other words it literally does completely overwrite the existing data. Records that are not found in the source file are deleted.
It’s good to be aware of the details when deciding which of these options to use during integration. One reason I often use the Deltek Cobra Update feature when loading new records into my Rates file is to retain the FTE Rate Set that is typically not present in the source .xlsx or .csv file.
One last tip, make sure you save your Rates file before you import using the Deltek Cobra Update feature. If you added any records manually before you integrated, unsaved records that are also not in the source .xlsx file will disappear.