Bulk importing questionnaires

Bulk import questionnaires if you need to avoid time-consuming manual data entry.

You can also update multiple questionnaires at once, using sessions in Bulk Importer.

How it works

You open a new Bulk Importer session and download the Excel template from the Bulk Importer page in the Launchpad. You prepare data in the template and then you upload the template in the Bulk Importer page.

What questionnaire components can I bulk import?

A questionnaire in the Results app has links with multiple components.

  • Collection A collection contains the questionnaire.
  • Questionnaire A questionnaire contains different types of items (questions, sections, and page breaks).

Using the Bulk Importer, you can import all the components (collections, questionnaires, questions, sections, etc.) in a single upload . Each component has its own worksheet. You can fill in the worksheets of the components required and upload the template.

The following table shows the list of components that you can bulk import.

Component type Description

Collections

A collection is a container to organize your Results data. More information about collections.

Questionnaires

Questionnaires are used to gather information from respondents and contextualize data. More information about questionnaires.

Simple Questions

Includes question types: Paragraph, attachment, text, email, numeric, data, digital signature.

Numeric Questions

Questions with a numeric scale, for example: 0 to 10.

Choice Questions

Multiple choice questions.

Sections

A layout item to organize your questionnaire. Creates a section by adding a heading.

Page Breaks

A layout item to organize your questionnaire. Divides the questionnaire by adding a page break.

For more information about the questionnaire components, see Questionnaire components.

Where are the uploaded components?

Once you upload the questionnaire components, the data is available in the Results app.

Permissions

Only System Admins can bulk upload Diligent One resources from Bulk Importer.

Upload questionnaire components in bulk

Note

  • Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
  • If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

Open a new Bulk Importer session and download the Excel template

  1. Open Launchpad.

    Note

    If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.

  2. Select Platform Settings > Organization.

    If you do not see Organization as an option, the account you used to sign in does not have Admin privileges.

  3. Under Bulk Importer, click Manage bulk resources.

    A new Bulk Importer session begins, with the session ID appended to the URL.

    Caution

    Always begin a new session to add new resources, else you may lose previously uploaded data.

    For example: You want to import 200 entities in two batches (100 +100). If you upload the batches one after the other in the same session, then after you upload the second batch, the data uploaded in the first batch will get replaced with data in the second batch. To avoid this data loss, always upload the first batch in one session and begin a new session for the next batch. Likewise, begin new session to add more new resources.

    Note

    You can use previous sessions to update previously uploaded data. For more information, see Update functionality in the Bulk Importer.

  4. Under Select resource, in the Resource type, select Questionnaires.

  5. Click Download .xlsx Template.

    The Excel template saves to your local machine.

Prepare data in the template

  1. Open the downloaded template (HighBond_Template_Questionnaires.xlsx).
    Note
    • If you use Add-In for Excel, ensure the ACL Add-In option is disabled before modifying the Excel template. To learn how to do it, see Configuring Add-In for Excel.
    • Do not change the name of the worksheet or the fields. These are case sensitive and must not be modified.
    • The maximum number of rows that can be uploaded at once is 2000 (including all the worksheets).
    • You can have a maximum of 500 questions (simple, numeric, and choice) per questionnaire, depending on the existing columns in the table linked to the questionnaire. For example, if the linked table has 100 columns, then the questionnaire is limited to 400 questions.
  2. Go to the required worksheet and enter your data.

    For information about the fields in each worksheet, click the links below.

    For help with entering data, see Tips for preparing content.

  3. Save and close the template.

Fields in the Questionnaire template

The following section contains information about the fields in each worksheet.

Collections worksheet

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

name

mandatory

Specifies the name of the collection.

description

Specifies the detailed description of the collection.

Tip

Use HTML tags to format text. For example: <b>, <i>, <ol>, <ul>.

type

Specifies the type of the collection.

  • RegularProject
  • AssessmentProject

The default is RegularProject.

Questionnaires worksheet
Prerequisites: You need a collection before you create a questionnaire.

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

collectionId

mandatory

Specifies the ID of the collection where you want to add this questionnaire to.

You can find the collection ID in the URL when you navigate to a Results collection.

For example: 

https://stark.results.highbond.com/
projects/135614, where 135614 is the collection ID.

Alternatively, in this field, you can also provide reference ID of a new collection that you have added in the current template.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

name

mandatory

Specifies the name of the questionnaire.

instruction

Specifies the instructions for the people who will receive the questionnaire.

position

Specifies the order of the questionnaire in the collection.

resubmittable

Specifies if people can submit updated responses to previously assigned questionnaires without providing an explanatory comment.

  • True: Yes, allow to re-submit.
  • False: No, don't allow to re-submit.

The default is false.

respondentView

Specifies how much information respondents should see about the records.

  • all_records: Show all fields of the records.
  • select_records: Show selected fields of the records.
  • no_records: Don't show any fields.

The default is all_records.

emailSubject

Specifies the subject of the email notification to respondents when a questionnaire is sent.

emailMessage

Specifies the content of the email notification to respondents when a questionnaire is sent.

linkedTablesIds

Specifies the IDs of the tables that are linked to this questionnaire.

linkedTablesOnly

Specifies whether to allow this questionnaire to be sent only from the tables that are linked to this questionnaire.

  • True: Allows this questionnaire to be sent from linked tables only.
  • False: Questionnaire can be sent from both linked and non-linked tables.

The default is false.

weighting

Specifies whether the questionnaire supports weighted questions and responses.

  • True: Supports weighted questions and responses.
  • False: Does not support weighted questions and responses.

reference

Specifies a unique identifier for the questionnaire within the collection, for the question within the questionnaire, and for the response option within the choice question.

locale

Specifies the language for the system labels and buttons in the questionnaire.

The locale must be one of the following:

  • en: English
  • de: German
  • es: Spanish
  • fr: French
  • pt: Portuguese
  • ja: Japanese
  • zh: Chinese
  • el: Greek
  • it: Italian
  • pl: Polish
  • ro: Romanian
  • ru: Russian
  • uk: Ukrainian

Simple Questions worksheet
Prerequisites: You need a questionnaire before you start adding questions.

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

questionnaireId

mandatory

Specifies the ID of the questionnaire where you want to add this question to.

You can find the questionnaire ID in the URL when you navigate to a questionnaire.

For example: 

https://stark.results.highbond.com/
projects/135614/questionnaires/448632, where 448632 is the questionnaire ID.

Alternatively, in this field, you can also provide reference ID of a new questionnaire that you have added in the current template.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

text

mandatory

Specifies the main text of the question. For example: What is the company name?

instructions

Specifies the instructions to answer the question.

columnText

Specifies the column display name in the linked tables.

optional

Specifies whether the question is optional.

  • True: Optional.
  • False: Mandatory.

The default is false.

itemType

mandatory

Specifies the type of the questionnaire item.

The item type must be one of the following:

  • ParagraphTextQuestion
  • AttachmentQuestion
  • TextQuestion
  • EmailQuestion
  • NumericQuestion
  • DateQuestion
  • DigitalSignatureQuestion

position

Specifies the order of the question in the questionnaire.

For more information, see What is the importance of the position field?

reference

Specifies a unique identifier for the simple question within the questionnaire.

respondentView

Specifies how much information respondents should see about the records.

  • all_records: Show all fields of the records.
  • select_records: Show selected fields of the records.
  • no_records: Don't show any fields.

The default is all_records.

weight

Specifies the importance weight of the question.

Numeric Questions worksheet
Prerequisites: You need a questionnaire before you start adding questions.

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

questionnaireId

mandatory

Specifies the ID of the questionnaire where you want to add this question.

You can find the questionnaire ID in the URL when you navigate to a questionnaire.

For example: 

https://stark.results.highbond.com/
projects/135614/questionnaires/448632, where 448632 is the questionnaire ID.

Alternatively, in this field, you can also provide reference ID of a new questionnaire that you have added in the current template.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

text

mandatory

Specifies the main text of the question.

instructions

Specifies the instructions to answer the question.

columnText

Specifies the column display name in the linked tables.

optional

Specifies whether the question is optional.

  • True: Optional.
  • False: Mandatory.

The default is false.

scaleStart

mandatory

Specifies the start of the numeric scale. For example: 0 or 1.

scaleEnd

mandatory

Specifies the end of the numeric scale. For example: 2 to 10.

labelLeft

Specifies the label for the low end of the numeric scale.

labelCenter

Specifies the label for the center of the numeric scale.

labelRight

Specifies the label for the high end of the numeric scale.

position

Specifies the order of the question in the questionnaire.

For more information, see What is the importance of the position field?

reference

Specifies unique identifier for the numeric scale question within the questionnaire.

weight

Specifies the importance weight of the question.

Choice Questions worksheet
Prerequisites: You need a questionnaire before you start adding questions.

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

questionnaireId

mandatory

Specifies the ID of the questionnaire where you want to add this question.

You can find the questionnaire ID in the URL when you navigate to a questionnaire.

For example: 

https://stark.results.highbond.com/
projects/135614/questionnaires/448632, where 448632 is the questionnaire ID.

Alternatively, in this field, you can also provide reference ID of a new questionnaire that you have added in the current template.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

text

mandatory

Specifies the main text of the question.

instructions

Specifies the instructions to answer the question.

columnText

Specifies the column display name in the linked tables.

optional

Specifies whether the question is optional.

  • True: Optional.
  • False: Mandatory.

The default is false.

itemType

mandatory

Specifies the type of the questionnaire item.

The item type must be one of the following:

  • SingleChoiceQuestion
  • MultipleChoiceQuestion
  • DropdownQuestion

position

Specifies the order of the question in the questionnaire.

For more information, see What is the importance of the position field?

otherValue

When specified, respondents can provide an alternative answer if the available options do not apply to them. The text will be used as the label to this option.

reference

Specifies unique identifier for the numeric scale question within the questionnaire.

weight

Specifies the importance weight of the question.

options_1_text

mandatory

Specifies the text for the option 1.

Likewise, you can add text for options 2, 3, and 4.

options_1_
followUpQuestions

Specifies the follow-up questions when option 1 is selected.

Likewise, you can add follow-up questions when option 2, 3, or 4 is selected.

options_1_
reference

Specifies unique identifier for the option 1 within the choice question.

Likewise, you can add unique identifiers as reference for the options 2, 3, and 4.

options_1_
weight

Specifies the importance weight of the option 1.

Likewise, you can add the importance weight for the options 2, 3, and 4.

Sections worksheet
Prerequisites: You need a questionnaire before you start adding sections.

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

questionnaireId

mandatory

Specifies the ID of the questionnaire where you want to add this question to.

You can find the questionnaire ID in the URL when you navigate to a questionnaire.

For example: 

https://stark.results.highbond.com/
projects/135614/questionnaires/448632, where 448632 is the questionnaire ID.

Alternatively, in this field, you can also provide reference ID of a new questionnaire that you have added in the current template.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

name

mandatory

Specifies the name of the section.

description

Specifies detailed description of the section.

position

Specifies the position of the section in the questionnaire.

For more information, see What is the importance of the position field?

reference

Specifies unique identifier for the section within the questionnaire.

Page Breaks worksheet
Prerequisites: You need a questionnaire before you start adding page breaks.

Field Description

referenceId

mandatory

Specifies a unique ID for the resource. This must be unique for each row in the worksheet.

It can contain a combination of text and numbers, and the maximum length is 255 characters.

This field is the primary key for each row in the template. You will need this key if you want to update this resource again.

Important

You can use reference IDs to associate resources to one another, on the fly. For example, you can create a new project and a new objective associated to that project in the same upload. You can do this by creating a link between the project and the objective by providing referenceId in the required field.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

Note

Reference IDs are required when you add or update resources using the Bulk Importer. They are not available when you add / update resources from the user interface of Diligent One.

questionnaireId

mandatory

Specifies the ID of the questionnaire where you want to add this question to.

You can find the questionnaire ID in the URL when you navigate to a questionnaire.

For example: 

https://stark.results.highbond.com/
projects/135614/questionnaires/448632, where 448632 is the questionnaire ID.

Alternatively, in this field, you can also provide reference ID of a new questionnaire that you have added in the current template.

To learn more about associating Diligent One resources in Bulk Importer, see Using reference IDs to link resources in Bulk Importer.

position

Specifies the position of the page break in the questionnaire.

For more information, see What is the importance of the position field?

reference

Specifies unique identifier for the page break within the questionnaire.

Tips for preparing content

It is cumbersome to manually add numerous questionnaire elements into each worksheet and keep track of the position of the elements. To simplify this, you can use the VLOOKUP function in the Microsoft Excel as follows:

  1. Open the template and go to the Instructions worksheet.
  2. Add all your questionnaire items (simple, numeric, sections, page breaks, etc.) to the Instructions sheet by filling in the referenceID, Section Name/Question text, Questionnaire Item Type, and Position.

  3. Filter the questions by applying a filter to the Questionnaire Item Type field. For this example, we are going to use SimpleQuestion.
  4. Copy the reference IDs of the filtered simple questions and paste it into the referenceID field of the SimpleQuestions sheet.
  5. Use the VLOOKUP function to populate the following fields from the Instructions sheet to the SimpleQuestions sheet: Section Name/Question text and Position.

    1. To populate the Section Name/Question text, copy and paste the following function into the text field of the SimpleQuestions sheet and press Enter:

      =VLOOKUP(A2, Instructions!$A$3:$D$100, 2, FALSE)

    2.  To populate the Position, copy and paste the following function into the position field of the SimpleQuestions sheet and press Enter:

      =VLOOKUP(A2, Instructions!$A$3:$D$100, 4, FALSE)

      where A2 contains the reference ID, Instructions!$A$3:$D$100 is the look-up range to look for values in 100 rows, 2 and 4 are the column numbers (Section Name/Question text and Position), and FALSE refers to exact match.

    Note

    Modify the look-up range based on the number of questionnaire items. For example: $A$3:$D$200, if the items extend for 200 rows.

  6. Drag and extend the function to all the columns required.
  7. Repeat the steps 3 to 5 for other worksheets. Text and position fields in the Numeric Questions and Choice Questions sheet, name and position fields in the Sections sheet, and position field in the Page Breaks sheet.
  8. Save and close the template.

What is the importance of the position field?

A questionnaire contains multiple elements that include:

  • Questions Includes simple questions, numeric questions, and choice questions.
  • Sections A layout item to organize your questionnaire.
  • Page breaks A layout item to organize your questionnaire.

It is important to organize these elements in an orderly manner to give a proper structure to the questionnaire. For example, a questionnaire will begin with a section, followed by some questions, and then maybe a page break.

To help you organize, each worksheet contains a field called position. Through this field, you can assign a number to each item in the worksheet, and according to the number assigned, the items appear in the questionnaire (in the ascending order).

Example

Scenario

Using the Bulk Importer, you want to add a questionnaire as follows:

  • 5 simple questions
  • 5 numeric questions
  • Separate sections for simple and numeric questions
  • A page break after simple questions

Process

You download and open the Questionnaire template, go to the following worksheets, and do the following:

  • Sections: Add a section and enter 1 in the position field.
  • SimpleQuestions: Add five simple questions and enter 2 to 6 in the position field.
  • PageBreaks: Add a page break and enter 7 in the position field.
  • Sections: Add another section and enter 8 in the position field.
  • NumericQuestions: Add five numeric questions and enter 9 to 13 in the position field.

Result

After you upload the template, the questionnaire will have the following order:

The questionnaire begins with a section followed by 5 simple questions, then a page break. In the next page, the second section begins followed by 5 numeric questions.

Using reference IDs to link resources in Bulk Importer

Reference ID is a field in the Bulk Importer Excel template. It is the first field in all the worksheets and is available for all the resources. It is a unique identifier for each record in the worksheet.

Using reference IDs, you can associate Diligent One resources to each other, on the fly. For example, you can create a project and an objective that is associated to the project in the same import. You can do this by providing referenceId in the required field.

Example 1

Scenario

Using the Bulk Importer, you want to accomplish the following in a single upload:

  • Create a new project.
  • Create a new objective and associate it to the new project.

Process

You download and open the Excel template. You go to the Projects worksheet and fill in the required fields including the referenceId. You copy the referenceId of the new project.

Then, you go to the Objectives worksheet, add the new objective details, and in the parentResourceId field, you paste the referenceId that you copied from the Projects worksheet. By doing this, you are associating the new objective to the new project.

Result

When you upload the template, the following things happen:

  • A new project is created.
  • A new objective is created, and the new objective is associated to the new project.

Example 2

Scenario

Using the Bulk Importer, you want to accomplish the following in a single upload:

  • Create 1 new project.
  • Create 1 new objective and associate it to the new project.
  • Create 2 new risks and 2 new controls and associate them to the new objective.

Process

You download and open the Excel template, go to the Projects worksheet and add in details of the new project such as the referenceId and other required fields. You copy the referenceId of the new project.

Then, you go to the Objectives worksheet and add in the new objective, and in the parentResourceId field of the objective, you paste the referenceId of the new project that you copied from the Projects worksheet. You now copy the referenceId of the new objective.

Then, you go to the Risks worksheet, add in the new risks, and in the objectiveId field of each risk, you paste the referenceId of the new objective that you copied from the Objectives worksheet.

Finally, you go to the Controls worksheet, add in the new controls, and in the objectiveId field of each control, you paste the referenceId of the new objective that you copied from the Objectives worksheet.

Result

When you upload the template, the following things happen:

  • 1 new project is created.
  • 1 new objective is created, and it is associated to the new project.
  • 2 new risks and 2 new controls are created, and they are associated to the new objective.

Upload data

Do one of the following:

  • Drag and drop the template into the browser window.
  • Click Choose from your computer and select the updated template from your computer.

    Only one Excel template can be uploaded at a time (each file is validated separately).

    • Result A success or failure message appears depending on the outcome of the process, and the latest session is updated in the Sessions table.

Sessions in Bulk Importer

A session in the Bulk Importer is a series of user interactions to import Diligent One resources. Each user session is recorded in the Sessions table.

The Sessions table contains the following information.

Field Name

Description

Web Sessions

Shows the list of web sessions.

A web session refers to a session completed using the Bulk Importer user interface. A new session begins each time you open the Bulk Importer page.

API Sessions

Shows the list of API sessions.

An API session refers to a session completed using an API platform such as Postman, etc.

Refresh

 Reloads the Sessions table.

Session ID

Session identifier.

In Web Sessions, you can click on the session ID to go to a particular session, and the session ID is appended to the URL.

For example: https://stark.bulkimporter.highbond.com/import/bcc1e04e-4cd3-46d2-a8be-0b9083baccdc, where
bcc1e04e-4cd3-46d2-a8be-0b9083baccdc is the session ID.

Note

Session IDs of both the web and API sessions look similar, ensure not to interchange the IDs to avoid any errors.

Date

Shows the date and time of the session. You can sort the date in ascending or descending order.

Uploaded By

Shows the name of the user.

Status

Shows the status of the upload, if it was successful or not.

You can click on the status to view the complete import details.

File Name

Shows the name of the uploaded template / error log. For example: HighBond_Template.xlsx, ErrorLog.xlsx.

Template You can click and download the template to correct any previously uploaded data.

Error log An error log is generated when an upload fails. You can check the error log to rectify the errors and re-upload the template.

Note
  • The template and error log are available for download for up to 18 months from the date of upload.
  • The link to download the template is available for the Bulk Importer sessions beginning May 13, 2022. You cannot download the template for the sessions prior to this date.

Update existing questionnaires in bulk

You can update multiple items at once in Bulk Importer using sessions.

Note

You can only update resources that you have uploaded using Bulk Importer.

How it works

You open a previous session from the Bulk Importer page. You open the template uploaded in the previous session and make the required changes. Then, you upload the template in the Bulk Importer page.

Important

  • Use previous sessions to make changes or correct previously uploaded data.
  • Begin a new session to upload new resources, even when they are related to previously uploaded data.

For example: You have uploaded a project and a few objectives in a previous session. Open the same session to update those resources. Begin a new session if you want to upload risks, controls, or any other resource related to that project or objectives.

Requirements before you update

Before you can update, you must do the following:

  1. Decide which session to select. This is required as the uploaded data is linked to a session. Therefore, you have to open the session linked to the data you want to update. For information about sessions, see Sessions in Bulk Importer.

  2. Ensure you have access to the Excel template uploaded in the session that you want to select. The template contains reference IDs, which are unique identifiers for each row in the template. These are required to update the data. For more information about reference IDs, see Prepare data in the template.

    Caution

    Data is updated based on the corresponding session and reference IDs. Mismatch between the session and the reference IDs may create duplicates or result in an error.

Steps to update

Note

  • Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
  • If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

Open a previous session

Note

No previous sessions will be available when you open the Bulk Importer page for the first time. You must upload at least once to see the session details.

For more information about sessions, see Sessions in Bulk Importer.

  1. Open Launchpad.

    Note

    If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.

  2. Select Platform Settings > Organization.

    If you do not see Organization as an option, the account you used to sign in does not have Admin privileges.

  3. Under Bulk Importer, click Manage bulk resources.

  4. Scroll down to the Sessions section and click on the Session ID of your choice.

    Result The session loads with the selected session id appended to the URL.

    Note

    Ensure you select the appropriate session, in which you want to update the previously uploaded data. Mismatch between the session and the reference IDs may create duplicates or result in an error. For more information, see Requirements before you update.

Update data in the template

  1. Open the Excel template uploaded in the session that you selected in the previous step. This file contains the previously uploaded data along with the reference IDs. For more information, see Requirements before you update.

    Note

    Ensure the ACL Add-In option is disabled before you modify the Excel template, else the upload will fail. For more information about ACL Add-Ins, see Configuring Add-In for Excel.

  2. Go to the corresponding worksheet and update the data based on the reference IDs. For more information about the fields, see Prepare data in the template

    Note

    Ensure you update the values corresponding to the reference IDs, based on which the previously uploaded data will be updated. Mismatch may create duplicates or result in an error.

  3. Save and close the file.

Upload data

Do one of the following:

  • Drag and drop the template into the browser window.
  • Click Choose from your computer and select the updated template from your computer.

    Only one Excel template can be uploaded at a time (each file is validated separately).

    • Result A success or failure message appears depending on the outcome of the process, and the latest session is updated in the Sessions table.

Troubleshooting

You can download and check the error log from the Sessions table. Understand common bulk upload errors and learn how to fix errors.

The following table provides a list of possible errors that may occur when uploading the template.

Error Solution(s)
There may be more than 2000 rows in the uploaded file (including all the worksheets). Remove the extra rows from the template and re-upload.
There may be more than 500 columns in the table linked to the questionnaire. Remove the extra columns (by removing a few questions) from the template and re-upload.
Mandatory fields may be blank or missing in the uploaded file. Ensure that all mandatory fields (marked with red and orange column names in the template) are completed.
Note

If you do not provide data in the mandatory fields, the row is not processed.
Data format may be incorrect.

Ensure that data in text fields is valid and does not exceed the maximum field length: 255 characters.

Rich text fields do not have a character limit.

Data values may be invalid or may not match the dropdown values.

For example: The value for received and sendRecurrentNotifications fields in the Requests sheet must be True or False.
Invalid fields in the template.
  • Do not add new fields to the template.
  • Do not remove fields from the template.
Template may not be in expected format.

Ensure the file format is .xlsx.
Invalid worksheet names.

Do not change the name of the worksheet.
Session may have expired.

Refresh the page and try uploading again.
Session ID may be invalid. Ensure you are using a web session ID.