Import Diligent One Results data

You can create an Analytics table by importing data from the collections that you have permission to work with in Diligent One Results. You can import data tables and interpretations from individual control tests.

How the information can be useful

The ability to import data from Results to Analytics allows you to perform secondary or follow-up analysis on exceptions. After performing the analysis, you can export data back to Results in a round-trip process. For more information, see Exporting exceptions to the Results app in Diligent One.

Field name considerations when round-tripping Results data

If you are round-tripping data between Results and Analytics, you need to ensure that all field names in the Results table meet the more stringent Analytics field name requirements. If you do not, you risk misaligning your Analytics and Results data.

For example, any special characters in Results field names are automatically converted to underscores when they are imported into Analytics, which means the field names no longer match the original names in Results. If you then export the Analytics data back to the original table in Results, fields are no longer correctly matched.

To avoid this problem with data that you intend to round-trip, make sure that before you upload the data to Results from CSV or Excel files it meets these Analytics field name requirements:

• no special characters or spaces
• does not start with a number
• contains only alphanumeric characters, or the underscore character ( _ )

Record length restriction

The maximum record length you can import into Analytics is 32,767 characters, or 16,383 Unicode characters.

If you try to import data from Results that exceeds the maximum you get an error message and the import fails. Try removing large narrative fields from the import to reduce the record length.

Another approach is to perform the import using the IMPORT GRCRESULTS command in the Analytics command line. When you use the command, you can include the CHARMAX parameter, which allows you to specify a maximum number of characters in each imported field. For more information, see IMPORT GRCRESULTS command.

Steps

1. Select Import > HighBond > Results.
2. In the Select data to import dialog box, double-click the organization folder.
3. Navigate to the appropriate control test.

   Note

   You do not have the necessary permissions to access the data if:

   • the collection containing the control test does not appear
   • the message Error retrieving list of interpretations appears when you try to access the control test

   For more information, see Assigning privileges and roles in Results.

   For help with permissions, contact your company’s Diligent One account administrator, or Results administrator.

4. Select one of the following tables to import to Analytics:
   • an interpretation, if one exists
   • audit trail
   • comments
   • results table (double-click the Table Field Selection folder)

   Note

   You can import only one table at a time to Analytics.

   Tip

   You can join the results table, audit trail, and comments in Analytics using Record ID as the key field. Use the results table as the primary table in the join.

5. If you are importing the results table, select the individual fields you want to import from the following categories:
   • Metadata fields containing user-generated and system-generated workflow information
   • Extras collection and control test names, and Record ID

     Make sure to select Record ID if you intend to join the results table in Analytics.

   • Data fields containing data that was imported to Results, or answers to a Results questionnaire
   • Select All imports the entire table
6. Click OK.

   The data is imported from Results.

7. In the Save Data File As dialog box, enter a name for the Analytics data file, and if necessary modify the location where the file will be saved, and click Save.
8. Enter a name for the Analytics table you are adding to the Analytics project, or keep the default name, and click OK.

   Note

   Analytics table names are limited to 64 alphanumeric characters, not including the .FIL extension. The name can include the underscore character ( _ ), but no other special characters, or any spaces. The name cannot start with a number.

Password requirement

Password not required

You do not need to specify a password to import from Diligent One if you used online activation to activate your copy of Analytics. The password is automatically created and sent to Diligent One based on activation information stored on your computer.

Password required

You do need to specify a password to import from Diligent One in either of these situations:

• you used offline activation to activate your copy of Analytics

• you use a script to import from Diligent One, and you run the script in Robots

The required password value is a HighBond access token.

Acquire a HighBond access token

Use an existing access token unless you have a reason for creating a new one. If the existing token does not work, create a new one. Using an existing token cuts down on the number of tokens you need to manage.

1. Do one of the following:

   • From the Analytics main menu, select Tools > HighBond Access Token.

   • In the Script Editor, right-click and select Insert > HighBond Token.

   The Manage API tokens page opens in your browser. You may be required to first sign in to Diligent One.

   Access to the Manage API tokens page through Analytics is a convenience feature. You can also sign in to Diligent One and access the page through your user profile without using Analytics.

2. Do one of the following:

   • Use an existing token

     1. In the Token column, click the partially masked token that you want to use.

     2. Enter your Diligent One account password and click Confirm.

        The unmasked token is displayed.

     3. Click Copy to copy the token.

        Tip

        Do not close the dialog box containing the token until you have successfully pasted the token.

   • Create a new token

     1. Click Add token > Analytics.

     2. In the New Analytics token side panel, specify the following information:

        Field or option	Description
        Description	Enter a description that provides useful information, such as: The purpose of the token Where the token is used – for example, the name and location of the Analytics script, or the name and location of the robot task
        Token expiry	Enabled the token expires after the number of days that you specify Disabled the token never expires Note Your organization may have a security policy that requires tokens to expire after a certain amount of time. Creating tokens with an expiry is a good practice. Diligent One sends you an automated email notification in advance of the expiry date.
        Expires in	Specify the number of days before the token expires (1 to 365).
        Password	Enter your Diligent One account password.

     3. Click Generate token.

     4. Click Copy to copy the token.

        Tip

        Do not close the side panel containing the token until you have successfully pasted the token.

3. Depending on which data access and password definition method you are using, do one of the following:

   Analytics user interface

   Paste the copied token into a password prompt that appears when accessing Diligent One manually.

   Analytics script

   • PASSWORD command Paste the copied token into a password prompt that appears during script execution.

   • SET PASSWORD command Paste the copied token at the appropriate point in the SET PASSWORD command syntax in a script.

4. In Launchpad, close the dialog box or the side panel containing the token.

   If you created a new token, a partially masked version of the token is added to the top of your list of tokens.

   For more information, see Creating and managing HighBond access tokens.