Import Data into Risk Cloud

How to Import Data into Risk Cloud 

Risk Cloud’s record importer allows you to upload existing data into an application.

In order to use the import tool, you must:

1. Belong to a Role that has been granted the Import entitlement. 
   • Refer to the Module Entitlement for Roles for more information on Entitlements
2. Have edit access to the step where your records will be created
   • Refer to the Permission Sets article for more information on step access

Step-by-step guide on importing data into Risk Cloud

1. Navigate to Work > Import Records using the navigation bar at the top of the page
2. Click the Import Records button
3. Select the Workflow where your records will be created
4. Select the step where your records will be created
5. Click Next to continue to Step 2: Generate Import Template
6. Choose to create a new template or use an existing import template
7. To create a new template:
   1. Select the Risk Cloud fields which match the data you are importing, rearranging them as needed
   2. Enter a title for the new template
8. To use an existing template, select the template from the list
   1. You may rearrange, add, or remove fields as needed and these changes will be saved to the template
9. Click the Download Template button
10. Open the .xlsx file
11. Review the template guidance and navigate to the Insert your data here sheet
12. Enter your data in the appropriate columns
13. Save the updated template
14. Return to Risk Cloud and click the Next button to continue to Step 3: Upload and Validate Data
15. Upload the .xlsx file with your record data
16. After uploading, Risk Cloud will validate your data. If Risk Cloud detects errors in your data:
    1. Download the provided file where validation errors are highlighted and include a comment describing why they failed validation
    2. Correct or remove the information in the invalid cells
    3. Save and reupload your file to Risk Cloud
17. Once Risk Cloud has validated that your file contains no errors, click Create Records to initiate your import

Any imports related to steps which you have read access to will be listed on the Import History page. Once an import has completed, you can view the Import Report. This report lists the records created during the import and displays the fields that were included.

Frequently Asked Questions

How many records can be imported at once?
You may import up to 10,000 records in a single import. Please note that all records must be created in the same step and the processing time to complete your import will vary based on the number of records and fields included in the import. Other tasks processed by Risk Cloud, such as calculations and Jobs, may appear delayed if they are enqueued after an import begins.

Why do I not see the workflow or step that I want to select for my import destination?
You must have edit access to a step in order to select it as an import destination. Refer to the Permission Sets article for more information on step access

Can I import multiple values into a single field?
To import multiple values into a multi select or checkbox field, separate the field values by a | character, such as “Finance|Marketing|Information Technology”.

Are there any fields that data cannot be imported into?
Calculation, attachment, and e-signature fields cannot be used in an import due to the nature of the data they contain.  If you would like to import attachments in bulk, please contact your account team to discuss how LogicGate can assist with this.

How should dates be formatted?
You may use any date formatting in your spreadsheet tool. Typically these tools will automatically format values that are detected as dates. Risk Cloud will recognize this formatting and import the dates without requiring a specific date format. If you are importing dates without formatting the column as Date values, you must format your dates as YYYY-MM-DD HH:MM:SS.

Why do my text fields display HTML for links or formatting after being imported to Risk Cloud?
Links/URLs should be imported using the following format:
<a href="URL" target="_blank" rel="noopener">TEXT TO DISPLAY</a>

For example, <a href="https://www.logicgate.com/" target="_blank" rel="noopener">Access Link Here</a> will display “Access Link Here” to the end user within LogicGate and bring the user to https://www.logicgate.com/ when clicked on. You must include “https://www”' in the URL for the link to work.

Additionally, ensure that the field you are importing HTML values into is a Text Area Field with Rich Text enabled. 

Why am I getting an error when I upload my .csv file for validation in step 3?
Risk Cloud’s record import utilizes .xlsx files exclusively. In order to import your data, download the import template from step 2 and paste your record data into the sheet titled “Insert your data here” before uploading the .xlsx file for validation.

Risk Cloud says that the data I have provided does not match the acceptable field values for a certain field. What should I do?
Fields with discrete options such as select or user fields need to exactly match the predefined field values in Risk Cloud. You can review the discrete options on the “Your field values” sheet in the import template. If the value you are trying to import is not listed, you must update the field values from within the step builder.

Do I need to remove the cell highlights and comments added by Risk Cloud to indicate errors before re-uploading my data?
No, Risk Cloud will ignore any highlights and comments when validating your data.

Who can view the Import History and related reports?

Only users who have the Import entitlement and read access to the step where the records were created will see the import listed on the Import History page and be able to view the Import Report.

My colleague says they completed an import into Risk Cloud, but I do not see it listed on the Import History page. Why is that?

If you are unable to see imports completed by other users, you may not have read or edit access to the import’s destination step. Refer to the Permission Sets article for more information on step access.

Why are some of the records that were imported not listed on the Import Report?

Records may no longer be visible on the import report if they have been deleted, moved to a step which you do not have access to, or archived. 

Can I export the Import Report?

This report cannot be exported, saved, or accessed outside of the Import section of Risk Cloud, however you can use filters to create a Table Report containing your imported records and any additional fields you may want to view for those records.

Why is my import listed as “Failed” on the Import History?

A system error prevented some or all of your records from being created. One reason this may have occurred is if the options for a field included in your import were modified while the import was processing. 

You can review the Import Report for this failed import to determine which records were created before reattempting to import the remaining records. If the error persists, please contact your account team.

Empty rows are being imported into Risk Cloud. How do I prevent this?

Make sure to delete any empty rows or fields in your file before importing. Empty rows will import empty records into Risk Cloud. Empty fields will trigger an error in your import. 

Sometimes there may be empty rows and Fields that you can't see. The best way to prevent empty records and fields is to highlight everything outside of your data range and then delete those rows and columns.