CSV Imports

Purpose

The CSV Imports is a powerful tool that allows efficient bulk upload of records across multiple modules while maintaining a complete audit trail. These uploads can be used to create new records, but also update existing ones.

• Import new records: Allows users to add in new records instead of manually creating them.
• Update existing records: Allows users to mass update existing records instead of manually updating them.

Important Notes

• Client usage for CSV Import tool is disabled by default and is enabled upon request.
• File to be imported must be in CSV format, and have one record per row, the only exception to this rule is for risk imports where a risk (on a row) can have causes, consequences, and controls as multiple entries in a cell. The CGR Platform will then create the separate records and link them to the risks.
• If you want to import records that contain other records (and it is not a risk as per the line above) like an Audit with Findings, they need to be done in two separate imports, the first for the audits, then you use the CGR Platform ID to map the findings to the audits when importing to link them.

Step by Step Guide to use the CSV Import tool

The CSV Imports tool can be found in the Import & and Export section at the bottom of the admin page.

Creating New Records

Initiate a new import

1. Navigate to Admin > CSV Imports (see image above). This will display a list of all imports [if any] that have been imported into the application. Here you can also initiate a new import as well as  view, edit(only title can be edited after import has completed) and clone existing imports.
   
   
   
   
2. Click on the ‘Add' button and give the import a clear title, e.g. Create - Strategic risks - Test register.
   
   
   
   
3. Select the module you’ll be importing items for, and press save. This will redirect you to another page where you’ll upload the import file.
   
   Tip: If you’ve already imported items before and are going to be importing similar items, then the clone functionality can be used. This clones the import settings as well as the template setup. Please note however this should only be used if the template format for the new imports is the same as the previous import.
   
   

Upload CSV File

1. Upon clicking upload you’ll see the upload form below with some information regarding the templates.
   
   
   Note: An alternative to downloading the template is manually create one record in the system with all the your required fields filled in. Then that item can be exported as a .csv file and used as a template. This is helpful if you’re unable to figure out exactly which column your data would need to be entered into the spreadsheet.
   
   
2. Once you have your file ready, click upload button and select your file.
   
   
3. The template field is optional and is only applicable if using the template downloaded above.
   
   
4. Select the appropriate delimiter and press Upload, available options are Comma, Pipe, Semi colon and Tab. These delimiters define the type of file (e.g. CSV or TSV).

Field Mapping

1. Click the configure button to view and update the default settings for the import.
   
   
   Note: You’ll notice a field labelled Cell Separator on this screen. While this may appear like the Column Delimiter selected earlier on the upload screen, these serve two distinct purposes:
   • The Column Delimiter identifies the file format and how it is structured overall (e.g. CSV or TSV).
   • The Cell Separator, on the other hand, defines how individual values within a single cell are split by the system.
     
     
   • It’s important to select a character that is not used within the actual content of your fields. For instance, if a comma (,) appears in the Risk Description, and the comma is also set as the cell separator, the system will interpret the text before and after the comma as two separate values, potentially causing data misalignment.
     
     Recommendation: Use a separator character that is unlikely to occur in your data (e.g. a pipe | or semicolon ;), especially when importing free-text fields.
     
     
2. The importer attempts to auto-map matching columns. The ones not mapped would display with a grey background and do not import. These would need to be manually mapped to the corresponding system fields. In the example below the system was unable to map 'Reviews Date'.
   
   
   
   To fix this the mapping click on the columns heading. Then select the appropriate field this column needs to map to and press save afterwards. No need to select the Skip blank cells check box as it is only relevant if updating existing records.
   
   
   
   
   
3. The column should now display with a white background and will display the name of the mapped field.
   
   
   
   

Handle Validation Errors

On the left side of the screen you’ll see 4 system columns. These are used to filter the records.

Steps to validate

1. Click the Green Check button. This validates the records to check if they can imported.
   
   
2. Review if there are any errors or warnings. Hover your pointer over the status to display issues. The systems also highlights cells that issues.
   
   
   
   
3. To fix select the relevant rows checkbox and then click the pencil icon next to the column heading. This will allow you to mass update the value of the selected rows.
   
   
   
   
4. Enter the correct values and check the file again.
   
   

Some frequently encountered issues include:

• Missing required fields - such as Type, Register, or Title
• Spelling errors or typos - which may prevent correct field recognition 
• Unexpected characters - for example, leading or trailing spaces that affect data matching or validation

Hence, before importing, review your CSV file for completeness and consistency to minimise these issues.

Import and Review Results

1. Once all validations are resolved or accepted, switch from Check Mode to Import Mode.
   
   
   
   
   
2. The green Check button now turns blue and change to Import. Click it to start the import process. Please note that this action cannot be undone.
   
   
   
   
   
3. Successfully imported records will appear as hyperlinks under the Operation column, labelled as Create. Clicking the Create link will open the newly created item in the system.
   
   
   
   
   
4. Review the results.
   
   If clicking the link does not display the item, this typically indicates that you do not have the necessary security permissions to view it.
   
   This does not mean the import was unsuccessful
   
   

Updating Existing Records

Updating existing records follows a similar process to creating new records, with a few key differences:

1. The CSV file must include a unique identifier for each record being updated, typically the ID number or Title.
2. Since the records already exist in the system, mandatory fields are not required for updates. You only need to include:

• The unique identifier, and
• The specific fields you wish to update.
  
  Ensure the unique identifier matches exactly with the existing record to avoid update failures or unintentional duplicates.
  
  

Steps to update existing records

1. Initiate a new import as above.
   
   
2. Upload the csv file.
   
   
3. In the example below we are updating the title, register and review date of the previously imported risk.
   
   
   
   
   
4. Click the heading of the column you wish to use as the unique identifier, then tick the corresponding checkbox to mark it, click save.
   Note: When updating an existing record through CSV Import, you must select a field as a unique identifier (e.g., ID or Title).
   

   The system uses this unique identifier to match the record in the CSV file with the existing record in the platform. Once selected, a chain-link icon will appear next to the heading of the unique identifier column, confirming the mapping.

   
   
   
   
   
   
5. Click the check button to validate for errors.
   Tip: Hover over the status tag to read the detailed error message and resolve issues.
   • Valid – If all records appear as valid, they are ready for import.
   • Warning – Records with a warning will still import, but the affected cell (highlighted in yellow) will be skipped. Common reasons include spelling errors or multiple values in a field.
   • Invalid – Records marked as invalid cannot be imported. This usually occurs when:
     • More than one matching record exists, or
     • The record cannot be found and needs to be created. In this case, additional required fields must be completed.
       
       
       
       
6. Resolve all warnings and invalid rows before you import, make your necessary changes and then 'check' again. Switch to import mode via the toggle if all records are valid to import.
   
   
7. Successfully updated records will appear as hyperlinks under the Operation column, labelled as Update. Clicking the Update link will open the updated item.