How does the bulk import work?

With the bulk upload feature you can easily import records from your organization into the Processes, Risks, Controls and Action Plans modules using a CSV format file.

Bulk import is available for all management systems (ORM, AML, ISMS, Compliance) in which you will be able to use this functionality to upload and associate hundreds of records of processes, risks, causes and consequences, controls, action plans, events, rules, risk factors via csv format (UTF-8).

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

How to bulk import registers?

To bulk import registers 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 the management system of your interest. Finally on the right side you will find the option "Import".

In this section you will find the bulk import of the system entities.

What conditions should my file have?

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

Remember that these elements are mandatory in order to load the file with the event registers effectively:

1. If you are going to load fields other than the current ones, we recommend that 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 be loaded 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 to note which fields are optional and which are required, as the file you upload must contain all required 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 format of the files must be .csv (UTF-8), with column separator ";" (semicolon) remember not to use this character in the information texts.
6. The file headers must 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, so it is necessary that you list them as 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.

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

How to load the file for bulk import?

Bulk upload can be used to upload new records and generate associations, you can also take existing records as a basis and upload only the associations.



Note: 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 show you a red message below the bulk upload box, indicating what the problem to fix is.



If the file is successfully uploaded several options will open: Continue with the bulk loading process of the registers and create associations with other registers. 



If you want to create associations to the registers you must first click on the green box with the + icon on the right side of the bulk upload box, it will show you two 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 that you must add in the bulk upload file of the incidences to be related.



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

How to sort my fields?

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 those previously created in the Pirani fields section, as this will allow an automatic association by the tool. 

In addition, please take into account the following indications:

1. Uncheck the fields that you do not want to be loaded into 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 fields parameterization, otherwise they will not be shown in this preload report.

⚠️ It is important that you take into account which are your mandatory fields, since all of them must be assigned to the fields of the file so that the software allows you to perform the bulk upload successfully. 

How do I know if my bulk upload was successful?

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



There you will be able to see all your processes and if they are in completed status, it will also show you the total number of registers, the loaded registers 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.

How to correct records with errors?

You can download an Excel document with the records that had errors at the time of importing, in this document you will see a column of "errors" that describes what was the problem with that record.

After correcting the errors in the document you will be able to import it again.

How does the bulk risk update work?

The bulk update functionality allows you to modify multiple risk records simultaneously.
To do this, you must use an upload file in which the only required field is “referenceCode”, which must match an existing record in the system.
You only need to include in the file the fields you wish to update. Fields that do not require modification can be left blank or simply omitted from the file, as they will not be affected.

How to view the risks?

Once the risks have been uploaded, they will automatically appear in the system.

Now you can do it! Start managing your risks.
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