Bulk importing entity categories

Bulk import entity categories if you need to avoid time-consuming manual data entry or migrate data from another system.

You can also update multiple entity categories at once using sessions in Bulk Importer. For more information, see Update existing entity categories in bulk.

How it works

You download the Excel template from the Bulk Importer page in Launchpad and prepare data in the template. Then, you upload the template in the Bulk Importer page.

Where are the uploaded entity categories?

Once you upload entity categories, the data is available in:

the Projects app

Workflow

Permissions

Only System Admins can bulk upload HighBond resources from Bulk Importer.

Upload new entity categories in bulk

Note

Interface terms are customizable, and fields and tabs are configurable. In your instance of HighBond, some terms, fields, and tabs may be different.

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 Options > 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. Click Download .xlsx Template.

    The Excel template saves to your local machine (HighBond_Template.xlsx).

Prepare data in the template

  1. Open the downloaded template (HighBond_Template.xlsx) and go to the EntityCategory worksheet.
  2. Copy and paste or enter your data into the template.
    Note
    • Ensure the ACL Add-In option is disabled before you modify the Excel template. For more information about ACL Add-Ins, 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 records that can be uploaded at once is 900 (including all the worksheets).
    FieldDescription

    referenceId

    mandatory

    specifies a unique ID for the record. This must be unique for each record 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 record in the template. You will need this key if you want to update this resource again.

    title

    mandatory

    specifies title of the entity category.

    For information about entity category, see Setting up entity tagging

    description

    specifies detailed description of the entity category.

    Tip

    You can use HTML tags to format the text, such as <p>, <b>, etc.

  3. Save and close the template.

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 an act of performing an import action within a given time frame by a user.

Each user session is recorded in the Sessions table. The Sessions table contains the following information.

Field Name

Description

Session ID

Session identifier. You can click on the session ID to go to a particular session.

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.

Date

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

Uploaded By

Shows name of the user.

Status

Shows status of the upload, successful or not successful.

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

File Name

Shows the uploaded template / error log.

For example: HighBond_Template.xlsx, ErrorLog.xlsx.

You can click and download the error log if an upload fails.

Update existing entity categories in bulk

You can update multiple items at once in Bulk Importer using sessions. 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 update the data. 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 the 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 record 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 HighBond, some terms, fields, and tabs may be different.

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 Options > 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 900 records in the uploaded file (including all the worksheets). Remove the extra records 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 record 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 drop-down 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 mandatory 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.