How does the bulk import of compliance obligations work?

Now in Pirani you will be able to easily import obligations, numerals and requirements in bulk and associate them with the related registers.

Bulk Import of compliance obligations is available for the compliance management system, This new functionality will allow uploading hundreds of registers and associations via csv format (UTF-8).

→ Remember that this functionality will be available in the Pro plan.

How to bulk import compliance obligations?

To bulk import obligations you must go to the top bar and click on the gear figure, then go to the left side of the section and click on "Compliance". Finally on the right side you will find the option "Import".

In this section you will find the bulk import of the entities in the system, go to the "compliance obligations" section at the end of the entities bar.

What conditions must my file have?

To bulk upload standards you must take into account the following elements that the tool indicates when you enter the section.

1. If you are going to load fields different from the current ones, we recommend you first create them in the system. It is important that you know which fields you have selected for the events, if the document to load has more fields than the ones created you can add them in the fields section, here we show you how to create them
   
2. The file must be flat, without graphics, figures or images. Remember that the tool only reads data
3. The minimum number of columns in the file must be equal to or greater than the number of mandatory fields. It is important that you take into account which are the optional and mandatory fields, since the file you upload must contain all the mandatory fields or you can go to the fields module to edit them.
4. There cannot be column names in the file with the same name.
5. The file format must be .csv (UTF-8), with column separator ";" (semicolon), remember not to use this character in text information.
6. File headers should start in the first row. Avoid leaving the first row empty, remember that the data must start from there. 
7. In the base file there must be a column called referenceCode which will allow you to make the associations between entities, that is why it is necessary to list them since this will allow you to generate future associations. 
8. The date and time format must be yyyy-mm-ddThh:mm:ss, and both date and time must be imported in a single column. Remember to include the T between the date and time.
9. If you add associated entities, each one must have a column called codeParentReference that will allow you to create its register within the system.

⚠️ Check the limit of registers you can upload according to your plan.

How to upload the file for bulk import?

The bulk upload to be performed to add obligations to the software and in turn associate them with incidents or to relate incidents to existing events in Pirani.

If you have doubts about how your information should be organized, which are the fields and columns, you can download the template that appears at the bottom of the box. This template is in XLS format and you must convert it to csv (UTF-8) to perform the bulk upload.

After you have the document with all the conditions named above, you can upload or drag the file to the box with the cloud icon and up arrow.

⚠️ Remember! If the file does not meet the above conditions the software will display a red message below the bulk upload box, indicating the problem to be solved. If the file is correctly uploaded, several options will open: Continue with the bulk upload process of the compliance obligations and create the associations.

How to make associations?

If you want to create associations to the obligations you must first click on the green box with the + icon on the right side of the bulk upload box, there you will see several options, choose the type of associations you are going to create.

Next you will see a second bulk upload box joined by the word "parentReferenceCode" this refers to the new column "codeParentReference" that you must add in the file of the registers to be bulk related.

It is important to keep in mind that the bulk upload of compliance obligations has a three-level hierarchy, where obligations are the basis of the structure, followed by the numerals and finally the requirements. It is necessary to take this into account in order to perform an effective loading of the standards and their associations.

✨ To continue with the bulk loading process of the obligations you must click on the bottom left on the "next" option.

How to sort my fields for bulk upload?

After uploading the files you will be able to relate the fields in your file to the existing ones within the software. Try to assign the names of the fields in your file equally to the ones previously created in the Pirani fields section, as this will allow an automatic association by the tool. 

In addition, keep in mind the following indications:

1. Uncheck the fields that you do not want to be loaded to the report.
2. Review the example that is loaded from the file, this will indicate the type of information contained in that field.
3. Relate each field you loaded with the fields you have already created in the system.
4. If you are going to create new fields you must first create them from the field settings, otherwise they will not be shown in this preload report.

⚠️ It is important to keep in mind which are your mandatory fields, as all of them must be assigned to the fields of the file in order for the software to allow you to perform the bulk upload successfully.

How to know if the bulk upload was successful?

Finally the software will notify you when the upload is successful. However, this can be found in the compliance obligations import section in the "view history" option.

There you will be able to see all your processes and if they are in a completed state, it will also show you the total number of registers, the registers loaded and the registers with errors. To solve the latter, the software will allow you to download a file of the registers with errors specifying which are the errors so that you can load them again correctly.