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Connecting Deltek VantagePoint

Sync projects and team members from Deltek VantagePoint into Cogram, invite your organization's users in bulk, and ask the Agent about your VantagePoint data.

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.

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.

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

How the integration works

Cogram 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.

Part 1: Set up in VantagePoint

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 for details.

Hub read access

Hub
Why

Projects

Name, code, client, address, status, dates

Employees or Contacts

Team member contact info

Planning to use the Agent? Sync needs only the hubs above, but Agent questions about firms and CRM activities need the Firms and Activities hubs too. You can add them later.

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, so 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 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 and the Authentication guide 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.

Checklist

Before moving on, confirm you've saved:

Continue to Part 2 →

Part 2: Set up in Cogram

Step 1: Open the integration

Go to Organization Settings > Integrations and click Deltek VantagePoint.

Step 2: Enter your credentials

Cogram field
From Part 1

Base URL

Part 1 · Step 4, e.g. https://acme.vantagepointfirst.com/Acme/Api

Username

Part 1 · Step 2, e.g. cogram_api

Password

Part 1 · Step 2

Database

Part 1 · Step 3 Database Name

Client ID

Part 1 · Step 3 Consumer Key

Client Secret

Part 1 · Step 3

Deltek Vantagepoint Integration form
Organization Settings > Integrations > Deltek Vantagepoint

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:

Enable email filing for new projects

On by default. Turn off to configure per project.

Sync project statuses

Choose which VantagePoint project statuses are imported into Cogram:

  • Active (A): projects currently open and in progress

  • Inactive (I): projects that have been closed or completed

  • Dormant (D): projects temporarily suspended or on hold

At least one status must be selected. Active is selected by default. Most organizations only need Active. Select additional statuses if your team needs to view historical or paused projects in Cogram.

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

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, 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.

  • 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.

  • If your organization has it enabled, you can ask the Agent about your VantagePoint data.

Asking the Agent about VantagePoint data

Customers with an enabled VantagePoint integration can ask the Cogram Agent questions about their ERP data in plain English.

Example prompts

  • "Who is on the team for project X?"

  • "What stages do we have for project Y?"

  • "Which consultants are on my active projects, and who is the contact at each firm?"

  • "What is the contract fee on 1234.06.27?"

What the Agent can read

Everything related to projects: team, contacts, contracts and fees, milestones, proposals, awards, descriptions, and project codes — plus firms, contacts, and CRM activities.

What the Agent cannot read

Invoices, AP/AR, the general ledger, timesheets, payroll, employee records, and vendor banking.

Access is read-only. Cogram never writes to VantagePoint. Answers are scoped to the projects you are a member of in Cogram; a VantagePoint project that was never synced is not readable.

Answers are AI-generated. Verify fees, dates, and contract terms against VantagePoint before quoting them to a client or using them in a submission.

Turning it on

This is off by default and separate from the sync. To enable it for your organization, contact support@cogram.com. You need a connected integration (Part 2) and at least one completed sync; after that the capability appears in the Agent automatically, with nothing to configure per user.

If the Agent says a project isn't synced, it is outside your sync statuses or the cogram_api role's Record Access. If it says you aren't a member, ask a project admin to add you in Cogram. If it says it isn't permitted to read something, the role is missing that hub — VantagePoint grants API rights per endpoint, so other questions keep working meanwhile.

Next steps

For admins: SSO, Outlook Add-In: Email Filing

For everyone: Projects, Emails

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