Bulk Import Risk Data

Estimated Read Time: 5 Minutes

Sections in this article:

• Risk Data Overview
• Bulk Import Risk Data
• Bulk Update Risk Data
• FAQs

Overview

When adding risks to Gatekeeper, you can store both core data and custom data against each risk record. Rather than adding or updating risks one by one, bulk import allows you to manage this data at scale using a spreadsheet. Once your file has been uploaded, you can review and edit the data directly within the import screen, correcting errors, updating values, and removing rows without having to amend your file and restart the process.

When updating existing risks, it's recommended to export your data first. This ensures each row includes its Gatekeeper ID, which is required to match records correctly rather than create duplicates.

Bulk Import Risk Data

To add risks via bulk import: 

1. From the navigation menu, click Risk Register.
2. Click Add, then select Import Risk.
3. Click Excel template or CSV template to download a blank version of the import template.
   
4. Populate the file with the relevant data, ensuring all mandatory fields are completed. Refer to the Field Mapping Guide tab for detailed instructions and guidance specific to your tenant configuration.
   
5. Return to Gatekeeper and drag and drop the file into the upload area, or click Select file to locate it on your device.
   
6. If you have uploaded a file with multiple sheets, select the checkbox for the relevant sheet, then click Continue. Files with only one sheet will skip this step automatically.
7. Confirm the row in your spreadsheet that contains the column headers by selecting it, then click Continue.
8. Gatekeeper will automatically suggest matches for your spreadsheet columns and values to the corresponding fields and values in your tenant. Review the suggested matches and update any using the dropdown lists as required, then click Confirm.
   
9. Review the data before importing. Any errors will be highlighted. To amend the data:
   
   • Click Find Error to navigate to the affected cell, or use the toggle to view only rows with errors.
   • Hover over a highlighted cell to view an error message.
   • Correct errors in-line, or use Find and Replace to correct multiple errors at once.
   • To remove a row from the import, select the row and click Delete.
10. Once all errors have been resolved and the data is ready, click Complete import.
11. Click Import rows to finalise the import.

Bulk Update Risk Data

To edit existing risks via bulk import, it's recommended to export the current data from Gatekeeper first. This ensures each row includes the Gatekeeper ID, which is required to update existing records rather than create new ones.

1. From the navigation menu, click Risk Register.
2. Click Export, then select the appropriate option to download the existing data in CSV format. 
   
3. Amend the relevant rows in the exported file. Do not edit the Gatekeeper ID column, as this is used to match each row to its existing record.
4. Return to the Risk Register in Gatekeeper.
5. Click Add, then select Import Risk.
6. Drag and drop the file into the upload area, or click Select file to locate it on your device.
   
7. If you have uploaded a file with multiple sheets, select the checkbox for the relevant sheet, then click Continue. Files with only one sheet will skip this step automatically.
8. Confirm the row in your spreadsheet that contains the column headers by selecting it, then click Continue.
9. Gatekeeper will automatically suggest matches for your spreadsheet columns and values to the corresponding fields and values in your tenant. Review the suggested matches and update any using the dropdown lists as required, then click Confirm.
   
10. Review the data before importing. Any errors will be highlighted. To amend the data:
    • Click Find Error to navigate to the affected cell, or use the toggle to view only rows with errors.
    • Hover over a highlighted cell to view an error message.
    • Correct errors in-line, or use Find and Replace to correct multiple errors at once.
    • To remove a row from the import, select the row and click Delete.
11. Once all errors have been resolved and the data is ready, click Complete import.
12. Click Import rows to finalise the import.

FAQs