Import and Export Vendor Data

This article covers the bulk exporting and importing options available from the vendor repository.

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Estimated Read Time: 7 Minutes

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Sections in this article:

• Export Data
• Export Options
• Customise the Export File
• Bulk Import Vendor Data
  • Import with a blank template
  • Import data with an existing file
• How do I Bulk Import Vendor Data?
• Bulk Import Vendor Users
• Manage Import Errors
• Troubleshooting

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Bulk exporting and importing vendor metadata is a way to add and update values stored in your Gatekeeper vendor repository en masse. You can create new records or update existing ones using the Gatekeeper ID as a unique identifier.

Export Vendor Data

Exporting your vendor data from Gatekeeper as a CSV file is recommended as the first step when looking to review or update vendor records en masse. 

1. From the navigation menu, click Vendors.
2. Click Export, then select the relevant option.

Export Options

There are several options available for exporting the data: 

 

Customise the Export File

Prior to exporting, there are various ways to customise the data included in the file. 

Filter by status

By default, Gatekeeper applies a filter of Pipeline & Live, so your export will only include these vendors.

If you want to export records at a different status, expand the Status filter in the upper left, and select the relevant option:

• Pipeline & live vendors 
• Pipeline vendors
• Live vendors
• Archived vendors
• All vendors

Filter your data

If required, you can apply filters and configure your column views to export specific data sets.

To narrow down the data set with filters: 

1. Click the Persistent Filter icon in the top right.
   
2. Select the required filters using the dropdown lists.
3. Click Save.

Additionally, you can determine exported columns by configuring the list view columns. This allows for a customised field output containing both Core and Custom Fields. To do this:

1. Click the Configure Columns icon in the top right.
   
2. Select all the fields you'd like to include in your export.
3. Click Save. 

Read Configure your Contract & Vendor Views for further details.

Bulk Import Vendor Data

The Bulk Import method is useful when you have multiple new vendors to be created, or existing records to update, and do not wish to use the UI to do this one-by-one.

When performing a bulk import, you can either use a blank template (best for creating new records) or modify a previously exported file to update existing records.

Import with a blank template

1. From the navigation menu, click Vendors.
2. Click Add, then select Bulk Import.
3. Select Download Template to download a blank version of the template.
4. Populate the file with the relevant data. Detailed instructions are available on the page within Gatekeeper, including field by field import rules.
5. Return to Gatekeeper and click Choose File to locate your import file.
6. Once your file has been chosen, click Upload.
7. Review the Summary then click Import Data to finalise the import.

Import data with an existing file

1. From the navigation menu, click Vendors.
2. Click Add, then select Bulk Import. Detailed instructions are available on the page within Gatekeeper, including field by field import rules.
3. Click Choose File to locate your import file, then click Upload.
4. Review the Summary and click Import Data to finalise the import

 

Gatekeeper has some fundamental settings applied by default within all bulk import routines:

• Each new vendor is automatically assigned a unique Gatekeeper ID, allowing you to export vendor data and update it via bulk import.
• The import routines, instructions and templates are all dynamically updated with any Custom Data you create against a vendor.

Bulk Import Vendor Users

To get your Vendor Contacts imported into Gatekeeper en-masse, User Administrators can head to Settings ➡️ Users to upload CSV files:

Manage Import Errors

If the import file contains errors, you will be presented with a summary table that will assist you in fixing the errors. Please fix all of the errors in your spreadsheet before attempting to reimport.

If you would like further support on getting your vendor data into Gatekeeper, please reach out to your assigned Professional Services Consultant. 

Troubleshooting

Encoding Error

This error generally occurs when the uploaded file isn’t in a UTF-8 format.

1. Create a new Google Sheets document.
2. Import your CSV file.
3. Click File, then select Download As, and Comma-Separated Values to save the file to your device.