Import Records into the System

Introduction

Importing records into the system is a straightforward process that allows you to add multiple records efficiently. This guide outlines how to prepare your data, complete the import, and troubleshoot potential issues.

Note: You can only import records if you have permission to create them.

Summary

• Navigate to Records:
  Access the correct list of records to start the import process.
• Prepare Your Import File:
  Export a few records to use as a template for preparing your data.
• Import Records:
  Upload your prepared file and complete the import.
• Check for Failed Records:
  Review any errors after the import and correct them as needed.

Navigating to the List of Records

To begin, navigate to the section of the system where your records are stored.

Importing in the Application Table

1. Access the Application
   Locate the Application where you want to import records (e.g., TPRM, Compliance Management, Risk Management).
2. Select the Record List
   Navigate to the relevant records list, such as Third Party, Control Standard, Risks.
3. Click the Import Button
   In the records list view, click the context menu (⋮) in the top-right corner of the table, and select Import.

Importing in a Linked Records Tables on a Record

1. Access the Record
   Locate the Record where you want to import records (e.g., A control standard for which you want to make local controls)
2. Navigate to the Linked Records table
   Find the linked records table for the record you are wanting to import (e.g., Local Controls)
3. Click the Import Button
   In the records list view, click the context menu (⋮) in the top-right corner of the table, and select Import.

Note: Importing into a Linked Records table requires the data to be formatted as if uploading into a List of Records table, i.e. all attributes are required to be listed, not just what is shown in the table on the record.

Preparing Your Import File

Before importing new records, it's important to understand the format and fields required by the system. You can easily do this by exporting a few existing records as a template.

1. Select Records to Export
   Select a couple of records using the tick boxes, from the Context menu (⋮) in the top-right corner of the table, and select Export Selection
2. Review the Exported File
   Open the exported file in Excel, or another spreadsheet tool to see how the fields should be structured.
3. Prepare Your Data
   Enter the new record data, following the same format as the exported file.
   

Formatting Guidelines

When preparing your data file, ensure:

• Multi-select field options (i.e. User, Option List, Hierarchy, Custom Hierarchy) are separated by commas.
• Users and Owners are entered a valid email address of a user already in the system.
• URLs begin with "https://".
• Dates follow the format YYYY-MM-DD.
• State fields are in the format of State | Stage.
• Custom Hierarchy fields use either an ID or Name.
• Linked Records are entered into a new column within the excel
  • The name of the new column is links
  • Only this one additional column can be added at the end of the document
  • Within this column, only record names, i.e. the fixed attribute Name, can be entered as a comma separated list
  • The records must already exist, i.e. risk assessments must already be imported before risks can be imported and linked to those assessments.

Note: Do not modify any existing column headers in the template, as this may cause errors.

Importing Records

Once your file is prepared:

1. Click on the Import button within the context menu.
2. Select the file to upload and click Import.

Checking for Failed Records

After import completion:

1. View the Import Summary 
   A confirmation message will indicate the number of records successfully imported and any that failed.
2. Download Failed Records Report
   If errors occur, download the report to review the issues.
3. Correct Errors and Reimport
   Fix errors in the source file and reattempt the import.

Troubleshooting

Import Button is Missing

• Ensure you have permission to create records.
• Check that you are in the correct record list.

File Upload Errors

• Verify that your file follows the required format.
• Confirm that all mandatory fields are included.
• Ensure there are no extra spaces in column headers.

Records Are Not Visible After Import

• Check if the Context field was correctly assigned - records without context are only visible to their Owner.

Next Steps

After successfully importing records:

• Review them to ensure accuracy.
• Make necessary edits or re-import if required.

If you experience issues, consult your administrator or contact Support for further assistance.