The Import function within the 6clicks application provides an efficient and simple way to add multiple Risks at once. This functionality includes importing Risks, Risks Assessments and Risk Treatment Plans. This article only covers importing Risk Assessments.
Select Risks, then Register from the left navigation panel.
Importing Risk Assessments
To import your risk assessments, click the Import dropdown and select Risk Assessments.
Select the Download Template link within the Import Data pop-up window.
As standard, the template has 6 columns:
ID Ref: Mandatory. Add the ID of the risk the risk assessment will be linked to. If you want to add multiple risk assessments to a risk, add each risk assessment as its own row in the template.
Risk Assessment Title: Mandatory. Add the name of the risk assessment.
Risk Assessment Date: Add the date that the risk assessment was conducted. Use DD/MM/YYYY. Make sure the cell format is text.
Risk Assessment Label: This label is used to categorise what type of risk assessment it is. Available options will depend on your risk assessment configuration.
Likelihood: Add the likelihood of the risk for the given risk assessment. Available options will depend on your risk assessment configuration.
Impact: Add the impact of the risk for the given risk assessment. Available options will depend on your risk assessment configuration.
Custom Attributes
You can also import custom attributes using the import functionality. These first need to be configured in the risk register. Learn more here.
Once custom attributes have been configured, these will be generated in the import template automatically. The below example includes the custom attribute 'Control Effectiveness'.
To avoid import errors, note the type of custom attribute and ensure that data is entered correctly in the import template.
- For Long Text, you can add any text you like.
- For Dropdown, you must enter the name of a selectable option in the defined dropdown list. The text must match identically and is case sensitive.
- For Multiselect dropdown, you must enter the names of a selectable option in the defined dropdown list separated by a comma (,). The text must match identically and is case sensitive.
- For Date, use DD/MM/YYYY. Make sure the cell format is text.
Ensure that you do not change the formatting of the template or move around the column names when preparing the template.
Matrix or formula-driven Custom Attributes will not appear in the import template as these are generated within 6clicks.
Uploading an Import Template
To import your risk assessments, simply select Import > Risk Assessments, then select the Browse button or drag and drop the import file directly.
Once the file is ready to be uploaded it will show the file name below the Browse button with the text 'Ready to upload', select Upload.
6clicks will notify you via popup once the import has started and once it has completed successfully.
Once completed, you will now see the risk assessments for each risk in the risk register. Learn more about risk assessments here.
6clicks will notify you if the import is unsuccessful. A popup will display information on the error to allow you to troubleshoot and fix the import template.
In the case of an error the import is cancelled, and no change is made to the Risk Register.
Below are common causes of import errors:
- Mandatory fields not populated
- Incorrect data detected
Updating Existing Risk Assessments via Import
Existing Risk Assessments can also be updated in bulk via the Import Functionality. This requires some manipulation of the Import Template.
Updating existing Risk Assessments via import requires manipulation of the import template and can lead to import errors or deletion of data if not done correctly.
Include a first column to the import template labelled 'Assessment ID (Internal)'.
In each subsequent row, add the Assessment ID of the Risk Assessments that will be updated. You can retrieve the existing Assessment IDs by exporting Risk Assessments.
Remove any columns that do not need to be updated. For example, the below template will only update the Risk Assessment Title and Risk Assessment Date.
Note: ID Ref and Risk Assessment Title are required, or the import fails with an absent field error.
Leaving a field blank will update the risk with a blank value. If this is not the intention, this will result in either an import error (if the field is required) or deletion of data.
Only include a column if you wish to update this field for all risks in the template. Otherwise, you must copy the existing data you wish to remain the same into the template.
Once the updated template is completed, import it as you would a regular import template - this is detailed earlier in this article.
Learn more on Creating a Risk Register, Assigning Tags to Risks, and Risk Register Reporting.