Deltek PIM Visual Settings Guide
A visual walkthrough of every Deltek PIM integration setting in Mosaic
What this page covers: This guide walks through each provisioning setting available in the Deltek PIM integration. Use it to plan your configuration before onboarding, reference during setup, or review when adjusting settings later.
| Applies to | Deltek PIM (On-Premise) |
| When to use | Before onboarding, during setup, or when changing settings |
| Related guides | Deltek PIM Integration Setup, Project & Phase Status Matching |
Overview
These provisioning settings control how Mosaic connects to your Deltek PIM SQL Server replica and what optional behaviors are enabled. Compared to other integrations, PIM has a small settings surface — most data types sync with fixed sources and there are only a few per-data-type toggles.
The choices you make here should align with the Standard Operating Procedures (SOP) discussed with your Customer Success Manager (CSM).
Before you apply settings: Saving credentials will trigger the agent to create helper views on your replica. It is strongly recommended to save as draft first, then apply after your onboarding/SOP call with your CSM and Solutions Engineers.
Sections at a Glance
| Section | What It Covers |
|---|---|
| Connection | SQL Server credentials and an optional connection name |
| Members | Standard Roles, Default Roles, and employee archive status |
| Portfolios | The Portfolio new Projects are added to |
| Projects | How Projects are linked, and which Project and Phase fields PIM overwrites in Mosaic |
| Phases | How Phases are linked, how they are ordered, and phase status matching |
| Work Categories | How Work Categories are linked |
| Time Entries | Whether Time Entries transfer, where the hourly rate comes from, and how orphan entries (no project or phase context) are handled |
| Rates | Whether Rate Groups and their rates transfer |
Connection
Connection Settings
1. Connection Credentials
In Mosaic
Connection Credentials allow Mosaic to authenticate against your replicated Deltek PIM SQL Server database. Enter the fields below to establish the connection.
In Deltek PIM: PIM data is mirrored to a SQL Server replica that lives on your infrastructure (or a database snapshot you provide to Mosaic). A dedicated SQL Server login is created on that replica with read-only access to the replicated tables. See the SQL Server Integration Requirements for replication setup.
Fields
| Field | Description |
|---|---|
| Database | The name of the replicated PIM database on the SQL Server instance. |
| Username | The SQL Server login for the dedicated integration user. This should be a service account, not a personal login. |
| Password | The password for the SQL Server login. This value is encrypted at rest. |
The Server URL and Port are provisioned by your Mosaic Solutions team as part of the replication setup — they are not entered in this form. Port defaults to
1433.
To Get Started
- Confirm SQL Server replication of your PIM database is set up per the SQL Server Integration Requirements.
- Ensure your DBA has created a dedicated SQL Server login on the replicated database with read access to all PIM tables Mosaic relies on (see Deltek PIM Integrated Data for the full list).
- Enter the credentials in the form and save.
After saving credentials, the agent will:
- Connect to the replica using the credentials above on port
1433(or whatever port was provisioned with the server URL). - Create a set of read-only helper views and one helper table on the replica (all prefixed
U2VW_/Lookup_/Contact_Email/mosaicEntity_Group_Entities). These are required for fee, rate, and phase mappings. - Begin syncing all 11 data types listed in the Deltek PIM Integrated Data guide.
If the connection fails, double-check your credentials and confirm that the SQL Server login has been granted read access on the replicated database. Common issues include expired passwords, incorrect database names, or missing permissions on the replicated tables.
Credentials may expire or rotate over time. Periodically return to this section to update your credentials so syncing is not interrupted.
2. Connection Name (optional)
In Mosaic
An optional name for this connection. It distinguishes this connection from other Deltek PIM connections on the same team, and appears wherever the connection is referenced in Mosaic. Leave it blank to show none.
This is a text input with a 50-character limit — for example, Houston Office.
Members
Members in Mosaic represent the people in your organization — your Deltek PIM employees. The settings below control which Role information is carried into Mosaic and whether employee archive status is carried across.
Member Settings
1. Standard Roles
Definition
Standard Roles are the org-wide list of Roles (job titles / labor categories) that exist in Deltek PIM. This setting controls whether that list is transferred into Mosaic's Roles list.
Setting Options
- Transfer updates from today forward — Deltek PIM Standard Roles will be transferred to Mosaic after changes in Deltek PIM. Required for syncing Labor Billing Terms. This setting will overwrite Standard Roles on Mosaic.
- Do not transfer (Recommended) — Deltek PIM Standard Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Transferred Roles appear under Settings > Roles in Mosaic and become selectable on Projects, Phases, and Rate Groups. Transferring Standard Roles is required if you want Labor Billing Terms to sync — Role Rate Groups have nothing to attach rates to without them.
Deltek PIM sources Roles from the PIM Role list. Roles are matched by name; renaming a Role in Mosaic does not rename it in Deltek PIM.
2. Default Roles
Definition
A Member's Default Role is the org-level Role assigned to that person in Deltek PIM. This setting controls whether that assignment is carried into Mosaic.
Setting Options
- Transfer updates from today forward — Deltek PIM Member Default Org Roles will be transferred to Mosaic after changes in Deltek PIM. This is required for syncing Labor Billing Terms. This setting will overwrite Member Default Org Roles on Mosaic.
- Transfer one time at first link — Deltek PIM Member Org Roles will only be transferred to Mosaic when the Deltek PIM Member is first linked.
- Do not transfer (Recommended) — Deltek PIM Member Org Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
The Default Role drives a Member's default rate and the Role shown next to them across Mosaic. Transfer one time at first link seeds the Role when the Member is first linked and then leaves it alone, which is the right choice when Mosaic is the system of record for Role assignments. Transfer updates from today forward keeps Mosaic in step with Deltek PIM on every change.
This setting depends on Standard Roles — a Member cannot be assigned a Role that has not been transferred into Mosaic.
3. Employee Archive Status
Definition
In Deltek PIM, employees can be marked as archived or inactive. This setting determines whether that archive status flows into Mosaic to archive the corresponding Member.
Setting Options
- Transfer all + updates — Deltek PIM Employee Archive Statuses will be transferred to Mosaic for all currently transferred Members. Additional updates in Deltek PIM will also be transferred. This setting will overwrite Archive Status on Mosaic.
- Do not transfer (recommended) — Deltek PIM Employee Archive Statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
When set to Transfer all + updates, archiving an employee in Deltek PIM archives the corresponding Member in Mosaic, removing them from active member lists and project staffing. Reactivating the employee reverses the archive on the next sync.
When set to Do not transfer, Member archive status is managed manually in Mosaic under Settings > Members.
Archiving a Member in Mosaic does not delete their historical project assignments, time entries, or rate records — it only removes them from active lists and prevents future staffing.
Portfolios
Portfolios group Projects in Mosaic. Deltek PIM does not have a Portfolio equivalent, so the only Portfolio setting is where newly imported Projects land.
Portfolio Settings
1. Default for new Projects
Definition
The Mosaic Portfolio that Projects imported from Deltek PIM are added to.
In Mosaic
This is a Portfolio picker, not a set of options — choose one of your existing Mosaic Portfolios from the dropdown. Every Project that the integration creates is filed under it. Because Deltek PIM does not send Portfolio information, this is the only way imported Projects get a Portfolio.
You can move a Project to a different Portfolio in Mosaic at any time afterwards; the integration will not move it back.
Set this before the first sync. If it is left empty, imported Projects arrive without a Portfolio and have to be filed by hand.
Projects
Project Settings
1. Linking Method
Definition
Controls whether Deltek PIM Projects are linked to Mosaic Projects automatically, or only when someone links them by hand.
When Automatically linked is selected, an Automatic Linking Filter appears underneath. It narrows which Deltek PIM Projects qualify. Deltek PIM supports these Project filters:
| Filter | What the Automatic Linking Filter does |
|---|---|
| Date Created | Limits linking to Projects created in Deltek PIM within an optional start and end date. |
| Name | Include or exclude Projects by name. Each row takes an operator — =, >=, <=, Include, Starts with, or Ends with — and a value. |
| Ref # | Include or exclude Projects by Ref # (the PIM Project Code), using the same operators as Name. |
Setting Options
- Manually linked — No Projects will be automatically linked.
- Automatically linked (Recommended) — All Projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Projects that do not meet the criteria may be manually linked.
In Mosaic
Automatically linked is the normal choice: the integration keeps checking Deltek PIM for Projects that match your filter and links them without anyone doing anything. Manually linked leaves every Project unlinked until it is linked from the Integration page in Mosaic.
Deltek PIM does not expose a Project status, so there is no Status filter on Projects. Use the Phase filters or the Name / Ref # rules instead.
Leaving the filter empty with Automatically linked selected links every Deltek PIM Project. Add at least one rule if you only want part of your PIM portfolio in Mosaic.
2. Linked Project and Phase Titles
Definition
Controls whether Deltek PIM Project and Phase names overwrite the titles on the Mosaic Projects and Phases they are linked to.
Setting Options
- Overwrite (Recommended) — Mosaic Project and Phase titles will match the Deltek PIM Project and Phase titles after changes in Deltek PIM. If a linked Mosaic Project or Phase title is edited in Mosaic, it may not match the title of the Deltek PIM Project or Phase until any value of the Project or Phase is changed in Deltek PIM.
- Do not overwrite — If a Mosaic Project or Phase title is edited, it may not match the Deltek PIM Project or Phase title making it hard to uniquely identify matching Projects.
In Mosaic
Overwrite keeps names identical on both sides, which makes linked records easy to find. Do not overwrite lets your team rename Projects in Mosaic without the integration undoing it — at the cost of the two systems drifting apart by name.
3. Linked Project and Phase Ref #s
In Mosaic
Reference numbers (Ref #s) uniquely identify Projects and Phases. This setting controls whether the Deltek PIM Project and Phase numbers overwrite the Ref #s on linked Mosaic Projects and Phases.
This setting is being rolled out gradually. If you do not see it in your integration settings yet, contact your Customer Success Manager.
Setting Options
- Overwrite (Recommended) — Mosaic Project and Phase Ref #s will match the Deltek PIM Project and Phase Ref #s after changes in Deltek PIM. If a linked Mosaic Project or Phase Ref # is edited in Mosaic, it may not match the Ref # of the Deltek PIM Project or Phase until any value of the Project or Phase is changed in Deltek PIM.
- Do not overwrite — If a Mosaic Project or Phase Ref # is edited, it may not match the Deltek PIM Project or Phase Ref # making it hard to uniquely identify matching Projects.
4. Project and Phase Dates
Definition
Controls whether the start and end dates on Deltek PIM Projects and Phases are transferred to Mosaic.
Setting Options
- Transfer updates from today forward (Recommended) — Deltek PIM Project and Phase dates will be transferred to Mosaic after changes in Deltek PIM. This setting will overwrite dates on Mosaic.
- Transfer one time at first link — Deltek PIM Project and Phase dates will only be transferred to Mosaic when the Deltek PIM Project and Phase is first linked.
- Do not transfer — Deltek PIM Project and Phase dates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Dates drive scheduling, the Gantt, and work-plan bars in Mosaic. Transfer updates from today forward keeps Mosaic's dates matching Deltek PIM's. Transfer one time at first link seeds them once and then lets planners adjust dates in Mosaic without them being overwritten.
Deltek PIM sources Project dates from Start Date and Completion Date, and Phase dates from the corresponding Workstage dates.
5. Project and Phase Fee
Definition
Controls whether Deltek PIM Project and Phase Fees are transferred to Mosaic.
Setting Options
- Transfer updates from today forward (Recommended) — Deltek PIM Project and Phase Fees will be transferred to Mosaic after changes in Deltek PIM. This setting will overwrite Fees on Mosaic.
- Transfer one time at first link — Deltek PIM Project and Phase Fees will only be transferred to Mosaic when the Deltek PIM Project or Phase is first linked.
- Do not transfer — Deltek PIM Project and Phase Fees will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Fee is the contracted value Mosaic reports spend and profit against. Deltek PIM sources the Project Fee from the Total Fee on the PIM Project and the Phase Fee from the corresponding Workstage or Variation fee.
6. Project and Phase Rate Types
Definition
The Rate Type tells Mosaic which kind of rate a Project or Phase bills at. This setting controls whether Deltek PIM's Rate Type is transferred.
In the modal this setting carries the note The transferred value configures Projects and Phases to use Role rates. — Role is the only Rate Type Deltek PIM sends.
Setting Options
- Transfer updates from today forward (Recommended) — Deltek PIM Project and Phase rate types will be transferred to Mosaic after changes in Deltek PIM. This setting will overwrite rate types on Mosaic.
- Transfer one time at first link — Deltek PIM Project and Phase rate types will only be transferred to Mosaic when the Deltek PIM Project or Phase is first linked.
- Do not transfer — Deltek PIM Project and Phase rate types will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Deltek PIM bills by Role, so the transferred value configures Projects and Phases to use Role rates. Mosaic then resolves each person's bill rate through the Role Rate Group attached to the Project or Phase, rather than through a per-Member rate.
7. Project and Phase Rate Group
Definition
A Rate Group is a named table of rates. This setting controls whether the Rate Group each Deltek PIM Project and Phase is attached to is transferred to Mosaic.
Setting Options
- Transfer updates from today forward (Recommended) — Deltek PIM Project and Phase Rate Group associations will be transferred to Mosaic after changes in Deltek PIM. This setting will overwrite Rate Groups associations on Mosaic.
- Transfer one time at first link — Deltek PIM Project and Phase Rate Groups associations will only be transferred to Mosaic when the Deltek PIM Project or Phase is first linked.
- Do not transfer — Deltek PIM Project and Phase Rate Groups associations will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Deltek PIM sources this from the Finance Rate Table on the PIM Project. With the association transferred, Mosaic looks up Role rates in the same rate table Deltek PIM would use, so bill rates agree across both systems.
This setting depends on the Rate Groups setting in the Rates section — the association has nothing to point at unless Rate Groups are transferred too.
8. Bill Rate Source for Role Rates
Definition
For Projects that bill by Role, this setting chooses which column of the Role's Rate Group Mosaic multiplies to arrive at the final bill rate.
In the modal this setting carries the note Applies to Projects using Role Rates.
Setting Options
- Cost Rate (Recommended) — Calculates the final Bill Rates using the Project's or Phase's associated Role Rate Group's Cost Rates as the base. Final Bill Rate = Role Cost Rate × Multiplier.
- Bill Rate — Calculates the final Bill Rates using the Project's or Phase's associated Role Rate Group's Bill Rates as the base. Final Bill Rate = Role Bill Rate × Multiplier.
In Mosaic
Mosaic computes the final bill rate as base rate × multiplier. This setting picks the base: the Role's Cost Rate or the Role's Bill Rate within the Rate Group attached to the Project or Phase.
Deltek PIM only sends Role rate types, so this is the only Bill Rate Source question that appears for PIM. There are no Member, Work Category, or no-Billing-Type variants.
Phases
Phase Settings
1. Linking Method
Definition
Controls whether Deltek PIM Phases (Workstages and Variations) are linked to Mosaic Phases automatically, or only by hand.
When Automatically linked is selected, an Automatic Linking Filter appears underneath. Deltek PIM supports these Phase filters:
| Filter | What the Automatic Linking Filter does |
|---|---|
| Status | Include or exclude Phases by their Deltek PIM status — Open for Time or Closed for Time. |
| Name | Include or exclude Phases by name, using =, >=, <=, Include, Starts with, or Ends with. |
| Ref # | Include or exclude Phases by Ref # (the Workstage or Variation number), using the same operators as Name. |
Setting Options
- Manually linked — No Phases will be automatically linked.
- Automatically linked (Recommended) — All Phases that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Phases that do not meet the criteria may be manually linked.
In Mosaic
Automatically linked links qualifying Phases under any linked Project as soon as they appear in Deltek PIM. Manually linked leaves them for someone to link on the Integration page.
A Phase is only linked if its parent Project is linked. Excluding a Project excludes all of its Phases regardless of the Phase filter.
2. Order
Definition
Controls how Phases are sorted underneath a Project in Mosaic.
Setting Options
- Phase Order (Recommended) — Orders Phases using the explicit Phase order from Deltek PIM after changes in Deltek PIM. This setting will overwrite Phase order on Mosaic.
- Phase Ref# (Task Order) — Orders Phases using the Phase's reference number from smallest to largest from Deltek PIM after changes in Deltek PIM. This setting will overwrite Phase order on Mosaic.
- Phase Name — Orders Phases alphabetically by the Phase's name from Deltek PIM after changes in Deltek PIM. This setting will overwrite Phase order on Mosaic.
- Set on Mosaic — Deltek PIM Phase order will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Mosaic re-sorts a Project's Phases whenever the source values change in Deltek PIM. Phase Order follows the explicit ordering PIM keeps on its Workstages, which usually matches the order your team sees in PIM. Choose Set on Mosaic if project managers should be free to drag Phases into their own order.
Deltek PIM is set up with Phase Order as its recommended default. If your team has a different default configured, the Recommended marker in the modal follows that instead.
3. Phase Status Matching
In Mosaic
Maps each Deltek PIM phase status to a corresponding Mosaic Phase status. The mapping is applied any time a phase's status changes in Deltek PIM.
Default Mapping
| PIM Workstage Open For Time | Mosaic Status |
|---|---|
| Yes (1) | Active |
| No (0) | Complete |
For each Deltek PIM status, select the Mosaic Phase status that should be applied. The change is applied when the status is updated in Deltek PIM.
How it works
- Each Deltek PIM status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
- Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
- Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
- Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Deltek PIM.
For a full walkthrough of the mapping editor, see Project & Phase Status Matching.
Work Categories
Work Category Settings
1. Linking Method
Definition
Work Categories are the activity codes time is logged against. In Deltek PIM these are Timesheet Item Categories. This setting controls whether they are linked to Mosaic Work Categories automatically or by hand.
Setting Options
- Manually linked — No Work Categories will be automatically linked.
- Automatically linked (Recommended) — All Work Categories that meet the specified criteria will be automatically linked. Work Categories that do not meet the criteria may be manually linked.
In Mosaic
Time Entries carry the Work Category they were logged against. If a Work Category is not linked, the entries that reference it still sync but arrive without a category, which weakens Mosaic's activity-level reporting. Automatically linked avoids that by linking every category the integration finds.
Work Categories are matched by name. If a Mosaic Work Category with the same name already exists, the Deltek PIM category links to it rather than creating a duplicate.
Time Entries
Time Entry Settings
1. Transfer
In Mosaic
This setting controls whether Time Entries are transferred between Deltek PIM and Mosaic.
Setting Options
- Transfer one-way from Deltek PIM to Mosaic (Recommended) — Deltek PIM Time Entries will be transferred one-way to Mosaic after changes in Deltek PIM. Mosaic Time Entries will not be transferred to Deltek PIM.
- Do not transfer — Time Entries will not be transferred to or from Deltek PIM. Select this option if manual management in Mosaic is preferred.
2. Hourly Rates
Definition
Controls whether the hourly rate recorded on each Deltek PIM Time Entry is transferred onto the matching Mosaic Time Entry.
Setting Options
- Transfer updates from today forward (Recommended) — Deltek PIM Time Entry hourly rates will be transferred to Mosaic after changes in Deltek PIM. This setting will overwrite hourly rates on Mosaic.
- Transfer one time at first link — Deltek PIM Time Entry hourly rates will only be transferred to Mosaic when the Deltek PIM Time Entry is first linked.
- Do not transfer — Deltek PIM Time Entry hourly rates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Deltek PIM sources this from the Charge Out Rate on the timesheet item. When transferred, Mosaic reports actual revenue from the rate PIM actually charged rather than recomputing it from Mosaic's own rate tables.
Known display issue: in the settings modal, the Do not transfer option currently shows the Transfer one time at first link description. The option behaves as its label says — no hourly rates are transferred.
3. Unassociated Time Entries
In Mosaic
This setting controls how the integration handles orphan time entries — entries that are not associated with a PIM Workstage or Variation (i.e. the timesheet item has no entity context).
By default, orphan time entries are dropped during sync. With this setting enabled, those entries are routed to an auto-created placeholder Project and Phase in Mosaic so that none of your team's logged hours are lost.
In Deltek PIM: Orphan time entries areTimesheet_Itemrows whereEntity_Identifieris null — i.e. the user logged time directly on their timesheet without selecting a project or phase. Some PIM workflows permit this; others do not.
Setting Options
- Transfer Unassociated Time Entries — Unassociated PIM Time Entries are transferred to Mosaic under "Default Project" and "Default Phase."
- Do not transfer (Recommended) — Unassociated PIM Time Entries are not transferred to Mosaic.
The placeholder Project and Phase are created automatically the first time orphan entries are encountered. They cannot be renamed in PIM — but you can rename or recategorize the Project in Mosaic if you wish.
Rates
Rate Settings
1. Rate Groups
Definition
A Rate Group is a named table of rates. Deltek PIM keeps these as Finance Rate Tables. This setting controls whether those tables, and the rates inside them, are transferred to Mosaic.
Setting Options
- Transfer updates from today forward — Deltek PIM Rate Groups will be transferred to Mosaic after changes in Deltek PIM. This setting will overwrite Rate Groups on Mosaic.
- Do not transfer (Recommended) — Deltek PIM Rate Groups will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.
In Mosaic
Transferred Rate Groups appear under Settings > Rates in Mosaic. Together with Project and Phase Rate Group in the Projects section, they let Mosaic resolve the same Role bill rate that Deltek PIM would use. Leave this on Do not transfer if your team maintains rate tables in Mosaic and does not want them overwritten.
Turning this on overwrites Rate Groups in Mosaic, including any rates edited there since the last sync. Confirm with your CSM before switching it on for a live integration.
Contact the Mosaic Solutions team if you need assistance configuring any of these settings or if you'd like to discuss the best configuration for your workflow.
Updated 13 days ago