# Connecting Deltek VantagePoint

Cogram imports projects and team members from Deltek VantagePoint and keeps them in sync. Sync is one-way — Cogram reads from VantagePoint and never writes back.

> **End user?** Your synced projects are already in Cogram. Skip to [Using synced projects](#using-vantagepoint-synced-projects-end-users).

## Before you begin

Setup is two parts:

1. **In VantagePoint** — create a role, user, and API authorization (produces six credentials).
2. **In Cogram** — paste the credentials into Integrations and start syncing.

If your VantagePoint admin (or Deltek support) will hand you the six credentials, skip to [Part 2](#part-2-set-up-in-cogram).

**You need:**

* Owner or Admin role in Cogram
* Admin access to VantagePoint — or credentials from someone who has it
* A password manager — you'll generate a password and a Client Secret that both need saving
* A dedicated VantagePoint user for the integration (created in Part 1) — don't use a personal account, so the integration keeps working if that person leaves the firm

<details>

<summary>How the integration works</summary>

```mermaid
flowchart LR
    VP["Deltek VantagePoint<br/>(project registry)"]
    VP -->|"Daily sync + on-demand"| CG["Cogram<br/>(collaboration workspace)"]
    CG --> PR["Projects<br/>name · client · address"]
    CG --> TM["Team members<br/>per project"]
    CG --> EF["Email filing<br/>auto-enabled on import"]
```

Cogram reads from VantagePoint and never writes back. It imports one Cogram project per top-level VantagePoint project, assigns the Project Manager (or a fallback you configure) as owner, syncs team members, and optionally enables email filing on each synced project. You can invite internal users to Cogram from the integration page — no CSV export.

Only projects the configured VantagePoint user can access are imported.

</details>

## Part 1: Set up in VantagePoint

```mermaid
flowchart LR
    R["1. Role<br/>cogram_api"] --> U["2. User<br/>cogram_api"]
    U --> A["3. API Authorization"]
    A --> C["Six credentials"]
    C --> CG["Cogram form"]
```

> A **hub** is a top-level data module in VantagePoint (Projects, Employees, Contacts, etc.).

### Step 1: Create the `cogram_api` role

In **Settings > Security > Roles**, create a new role named `cogram_api`. See Deltek's [Role Security docs](https://learning.deltek.com/bundle/Vantagepoint/page/cfsec_general_tab_of_role_security.html) for details.

#### Hub read access

| Hub                           | Why                                        |
| ----------------------------- | ------------------------------------------ |
| **Projects**                  | Name, code, client, address, status, dates |
| **Employees** or **Contacts** | Team member contact info                   |

#### Which projects get synced

Under the role's **Record Access** tab, grant access to the projects you want synced. Scope to active projects only for a focused Cogram project list.

> Read-only is sufficient. Don't grant Security access.

> **API access.** Most VantagePoint versions grant this automatically with hub access — you can skip it for now. If Cogram's Part 2 sync later fails with an auth error, return and look for **API Access**, **Web Services**, or **REST API** on the role's **General** or **Access Rights** tab.

### Step 2: Create the integration user

In **Settings > Security > Users**, create a new user dedicated to the integration with these values:

| Field        | Value                                                   |
| ------------ | ------------------------------------------------------- |
| **Username** | `cogram_api`                                            |
| **Password** | Strong password — **save to your password manager now** |
| **Role**     | `cogram_api`                                            |
| **Status**   | Active                                                  |

You don't need to link an Employee record unless your tenancy requires it. See Deltek's [Create a User docs](https://help.deltek.com/Product/Vantagepoint/7.1/cfsec_create_new_user.html) for details.

> **Verify login.** Sign in to VantagePoint as the new user once. If you get a "change password on first login" prompt, complete it now — Cogram's sync will fail otherwise.

### Step 3: Create the API authorization

1. In **Utilities > Integrations > API Authorization**, click **+ New API Authorization**.
2. Fill in:

   | Field                  | Value                                 |
   | ---------------------- | ------------------------------------- |
   | **Authorization Name** | `Cogram Integration`                  |
   | **Database Name**      | Your VantagePoint database identifier |

   The **Database Name** is usually visible on VantagePoint's login-screen database selector or in the URL. Ask your VP admin if unsure.
3. Check **Allow Password Grant Type** and **Scopes**.
4. Click **Save**. The generated **Consumer Key** is your **Client ID**.
5. From the row's **Actions** menu, pick **Generate Secret**. **Copy immediately to your password manager** — this is your **Client Secret**. It's shown once.

> Client ID ≠ Client Secret. Cogram rejects the form if they match.

See Deltek's [API Authorization docs](https://learning.deltek.com/bundle/Vantagepoint/page/st_util_int_and_imp_api_tab.1.html) and the [Authentication guide](https://learning.deltek.com/bundle/VantagepointAPIOverview/page/VPAPIOverviewAuthentication.html) for the token flow.

### Step 4: Note your Base URL

Format: `https://<your-vp-domain>/<your-company-path>/Api` — e.g. `https://acme.vantagepointfirst.com/Acme/Api`. No trailing slash. Ask your VP admin if unsure. See Deltek's [REST API Overview](https://learning.deltek.com/bundle/VantagepointAPIOverview/page/VPAPIOverviewRESTfulAPIOverview.html).

### Checklist

Before moving on, confirm you've saved:

* [ ] Base URL
* [ ] Username
* [ ] Password
* [ ] Database (the Database Name)
* [ ] Client ID (the Consumer Key)
* [ ] Client Secret

Continue to [Part 2 →](#part-2-set-up-in-cogram)

## Part 2: Set up in Cogram

### Step 1: Open the integration

Go to [**Organization Settings > Integrations**](https://app.cogram.com/dashboard/settings/admin/integrations) and click **Deltek VantagePoint**.

### Step 2: Enter your credentials

| Cogram field      | From Part 1                                                                                       |
| ----------------- | ------------------------------------------------------------------------------------------------- |
| **Base URL**      | [Part 1 · Step 4](#step-4-note-your-base-url), e.g. `https://acme.vantagepointfirst.com/Acme/Api` |
| **Username**      | [Part 1 · Step 2](#step-2-create-the-integration-user), e.g. `cogram_api`                         |
| **Password**      | [Part 1 · Step 2](#step-2-create-the-integration-user)                                            |
| **Database**      | [Part 1 · Step 3](#step-3-create-the-api-authorization) Database Name                             |
| **Client ID**     | [Part 1 · Step 3](#step-3-create-the-api-authorization) Consumer Key                              |
| **Client Secret** | [Part 1 · Step 3](#step-3-create-the-api-authorization)                                           |

<figure><img src="/files/57HjIeAhbkud2HgtqhXf" alt="Deltek Vantagepoint Integration form" width="900"><figcaption><p>Organization Settings > Integrations > Deltek Vantagepoint</p></figcaption></figure>

### Step 3: Configure sync options

#### Fallback project owner

Select the Cogram user who'll own any imported project where no match is found. Cogram assigns project owners in this order:

```mermaid
flowchart TD
    A["VantagePoint project synced"] --> B{"PM email matches<br/>a Cogram user?"}
    B -->|Yes| C["PM is owner"]
    B -->|No| D{"Supervisor email matches<br/>a Cogram user?"}
    D -->|Yes| E["Supervisor is owner"]
    D -->|No| F["Fallback owner"]
```

#### Enable email filing for new projects

On by default. Turn off to configure per project.

### Step 4: Save and start syncing

Click **Start syncing**. Initial sync takes 5–30 minutes for up to a few hundred projects; longer for larger accounts. On success, the page shows a green **Vantagepoint Integration Active** banner, the last-sync timestamp, and counts of projects and users imported.

Sync runs automatically once per day. Click **Sync now** to pull changes immediately.

Next: [invite users →](#after-setup-managing-synced-users)

## After setup: managing synced users

The **VantagePoint Users** section on the integration page lists every employee pulled from your VantagePoint projects.

* **Internal** — email domain matches your organization
* **External** — consultant, client, or subcontractor
* **Status:** **Has Account**, **Invited**, or **Not Invited**

To invite an internal user: find them (use Search or the **Internal Only** / **Not Invited** filters) and click **Invite**. Status becomes **Invited**. Click **Resend Invite** to send again.

External users can't be invited here — they appear only for visibility.

## Managing the integration

### Updating credentials

Go to [**Integrations > Deltek VantagePoint**](https://app.cogram.com/dashboard/settings/admin/integrations/vantagepoint), update the changed fields, and click **Start syncing** if sync was stopped. Leave password or Client Secret blank to keep existing values.

### Stopping the sync

Click **Stop syncing**. Existing Cogram projects and data are preserved; the daily sync pauses until you re-enable.

## Troubleshooting

### During setup (in VantagePoint)

#### Can't find API Authorization under Utilities > Integrations

Your account lacks Utilities access, or your VP edition doesn't include the REST API module. Ask your VP admin to do Part 1 for you, or contact Deltek support.

#### Role doesn't have a Projects or Employees option

The hubs available depend on your VP modules. Confirm with your VP admin that those hubs are licensed and visible to your account.

#### Don't know what to put in "Database Name"

Check VP's login-screen database selector, your VP URL, or ask your VP admin / Deltek support.

### After saving in Cogram

#### Amber banner — "Check your credentials"

VantagePoint rejected the login. Confirm the API user is active and unlocked, the password hasn't expired, the API Authorization still exists, **Allow Password Grant Type** is enabled, and the Client Secret hasn't been regenerated. Update and click **Start syncing**.

#### "Client Secret must be different from Client ID"

Copy-paste error. In VP's **Utilities > Integrations > API Authorization**: Consumer Key = Client ID; generated Secret = Client Secret.

#### Projects not appearing

Cogram imports only top-level projects (WBS level 1, Phase and Task blank). Confirm the expected projects are top-level in VP and the configured user has access via the role's **Record Access** tab.

#### Project owner is the fallback, not the PM

The Project Manager email in VP doesn't match a Cogram user. Invite the PM to Cogram — the next sync assigns them.

#### "Invite" button missing for a user

The user is External, or has no email in VP. If the classification looks wrong, contact <support@cogram.com> about your organization's registered domains.

#### VantagePoint Users table is empty

Sync hasn't succeeded yet, or your VP projects have no team members. Click **Sync now** and confirm team assignments in VP.

***

## Using VantagePoint-synced projects (end users)

> **No action required.** Your VantagePoint projects are already in your [project list](https://app.cogram.com/dashboard/projects).

* Projects appear with the VP code prepended, e.g. `00005167.00 - Skyrise Office Complex`, and a **VantagePoint** source label.
* Core fields (name, client, address) are read-only — edit them in VP; they update in Cogram on the next sync.
* Meeting notes, emails, field reports, and drawings work normally.
* Emails on synced projects are filed automatically if your admin enabled email filing.
* Renames, new members, and archives in VP propagate on the next daily sync.
* In your project list, filter by source and select **VantagePoint projects** to narrow the view.

## Next steps

**For admins:** [SSO](/administration/single-sign-on-sso.md), [Outlook Add-In: Email Filing](/guides/outlook-add-in-email-filing.md)

**For everyone:** [Projects](/guides/projects.md), [Emails](/guides/emails.md)


---

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