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Importing from Microsoft Excel (Office 2016+, iOS, web)

If you are using Microsoft Excel 2016+, or in the cloud (via a web browser) or on iPad OS, you can use the dedicated Microsoft Excel 2016+ add-in. With this add-in you can import or export data to and from any product in your SpiraTest, SpiraTeam, or SpiraPlan application. The add-in works for requirements, releases, incidents, tasks, and test cases with their test steps.

In legacy versions of this add-in you need to download a static excel template to help make sure you enter data into it in the correct way. This add-in dynamically creates the sheet headers and cell validation based off of the specific selections you make.


To install the add-in:

  • Go to the insert tab in Excel
  • Click on "Get Add-Ins" and in the window that opens navigate to the store tab
  • Search for "Spira or SpiraPlan.
  • When you see the correct add-in developed by Inflectra, click on the "Add" button associated with it.
  • You should now see the SpiraPlan icon labeled "Show Taskpane, SpiraPlan" in your home tab. Click on it to begin.

1. Connect to your Spira app

You can use this add-on with SpiraTest®, SpiraTeam®, or SpiraPlan®. If you are using Excel in the browser, your Spira app needs to be accessible over the internet.

Spira add-in login screen

  • Your Spira Url: The web address that you use to access SpiraPlan® in your browser. Use the web address you use to access Spira in your browser. This is usually of the form 'http://(company)'. Make sure you remove any suffixes from the address (e.g. Default.aspx or "/")
  • Your Username: This is the exact same username you use to log in to Spira. (Not Case Sensitive)
  • Enter your RSS token: You can find or generate this from your user profile page inside Spira. Make sure to include the curly braces - {ExampleRSS}

You will be notified if there is an issue with your url or the user information you provided.

2. Choose which mode to use

This add-in has two separate modes: exporting; and importing.

Spira mode selection screen

Once you have successfully logged in to your Spira application, you need to decide what you want to use this add-in for. You can go back and change your mind at any time.

  • Get data from Spira (exporting): This button will prompt you to pick a product and artifact to LOAD FROM Spira loaded into the spreadsheet (on the current active sheet). Exporting data in this way can be helpful to share with colleagues who are not using Spira. Please note that this will bring over 100% of the artifacts in that product so it may take some time.
  • Send data to Spira (importing): This will button will prompt you to pick a product and artifact to SEND TO Spira from the current active sheet. Before you can enter data to send, the add-in creates a dynamic template for that specific product and artifact to make it easier to enter data correctly.
  • Logout: Close your connection with Spira and take you back to the add-in's login page

3. Prepare for the data transfer

If you are getting data from or sending data to Spira you first have to select the product and artifact to use from the dropdown menus.

Spira data transfer screen

  • Products: lists all products in Spira that you are a member of
  • Artifacts: this menu does not dynamically change based on your permissions, so if you cannot add data to an artifact this could be why.

Getting data from Spira: once you have your product and artifact selected, click the button to start the export process. The add-in gets every entry of that artifact in the chosen product so it may take some time.

Sending data to Spira: before you can enter data into the sheet click "Prepare Sheet" to create a template for that product and artifact. Once the sheet is ready click the Send button to add that data to Spira.

Fields: working with required fields

  • Required fields are marked by their name in the title row shown as bold black text (standard fields are regular light text)
  • For test steps, required fields are shown in black, but not bold text.

Fields: how certain 'special' fields work

  • ID Fields: This field MUST be left blank to add new items to Spira. Any rows with entries in the ID fields are skipped over.
  • Test Cases and Test Steps:

    • Test case fields are columns with a darker background color. Test steps fields are columns with a lighter background color.
    • To create a test case with a step, fill in the test case fields in the first row. Then fill in the test step fields for the second row. Add more steps as needed in new rows. To add a second test case, start a new row and fill in the test case fields again.
    • Make sure: each row only fills in either test case or test step columns. If the system cannot tell whether an entry is a test case or step it is skipped over when sending to Spira.
  • Name: For REQUIREMENTS and RELEASES this field supports indentation, add a “ > “ symbol to indicate how the items in the artifact hierarchy are organized.

Item 1
> Item 2 child of item 1
> Item 3 child of item 1
> > Item 4 child of item 3

Fields: dates

  • Dates are entered into SpiraPlan as UTC and at midday.

Fields: multi-select lists

  • Some fields in SpiraPlan let you select multiple items from a list. Spreadsheets do not allow this functionality
  • When data is sent from SpiraPlan to the spreadsheet, only the first value in the list (if multiple are selected) will be displayed
  • When sending data to SpiraPlan you will only be able to select one value

Other actions you can do on this page

  • Back: Go back to select which add-in mode to run
  • Help: Open the add-ins help menu to this page
  • Logout: Close your connection with Spira and take you back to the login page

Spira example of date and sheet

Entering Data for different artifacts

  • Requirements: SpiraPlan allows a hierarchy of requirements (where each requirement can have children, who can, in turn, have child requirements of their own). To designate the hierarchy level of requirements, use the ">" character at the start of the name field. See above for an example of how to do this
  • ***Releases**: like Requirements, Releases in SpiraPlan are hierarchical. You designate hierarchy in the exact same way as for requirements.
  • Test Cases and Test Steps:
    • A test step must have a test case parent to be linked to and all test steps below a test case will become the steps for that test case.
    • There is no need to number the test steps -- SpiraPlan adds this information automatically
    • Because each row can either be a case or a step, there are columns for both -- some are only for test cases, others are only for tests steps
    • The lighter orange column names are ONLY for test step creation
    • Fields with black text are required: darker orange ones are needed for a test case, lighter orange ones for a test step
    • If a row has a mix of required fields in for both test cases and test steps, the addon won't know if it is a test case or a test step, so it will flag this an error
  • Incidents and Tasks: neither of these artifacts have any special factors to take into account

Functionality Differences from Microsoft Excel Classic plugin

Excel 365 can (and the classic plugin cannot):

  • work with customizable template fields like importance, status, and type
  • provide much easier data entry with dropdowns to show user names, releases, custom lists
  • seamlessly integrates custom fields and standard fields
  • works across Windows, Mac OS, and the web
  • NOTE: it is compatible only with Excel 2015+ and Spira

Excel Classic can (and the Excel 365 plugin cannot):

  • work with version of Spira older than
  • work with versions of Excel pre Excel 2015
  • update existing data in Spira
  • create Test Sets
  • create Test Runs
  • import/export comments
  • import/export specific artifact association (eg requirements)