Importing Risks into the Risk Register

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 Risks.

Select Risks, then Register from the left navigation panel.

Preparing an Import Template

To import your risks, click the Import dropdown and select Risks

Select the Download Template link within the Import Data pop-up window.

The Import Risks Template has column headings that correspond with the field names in a Risk in the Risk Register.

The risk import file has the following headers:

Risk Name: Mandatory. Add the name of the risk.

Description: Add the description of the risk.

Risk Owners: Add the email of a user that already exists in your team or the name of the group of users. Multiple entries can be made with a separating comma (,). If the user or group does not exist, they will be added.

Associated Assets: Link your risk to an Asset in the asset register by adding the name of the Asset here. The user who imported the risk(s) will be added as an access member by default.

Access Members: The users or groups who have access to view and update this risk. Separate multiple entries using commas. Users are added through their email address while groups are added with the group name.

Tags: Add relevant tags - you can add as many as you like using a comma as a separator (e.g. "Tag 1, Tag 2"). Tags are used as categorising risk registers. Learn more here.

Common Cause: Add relevant common causes. To add more than one for the risk, ensure that each common cause is on a new line in the same cell.

Potential Impact: Similar to common causes, add the relevant likely impact as new lines within the cell.

Treatment Decision: Select from Reduce, Retain, Avoid and Transfer.

Treatment Status: Select from Draft, Approved, Treatment in progress, Treatment paused, Treatment cancelled, Treatment completed and Closed.

Risk Domain: Add the domain of the risk. This will include separate columns for Child and Grandchild Domains if these have been configured. Learn more here.

Other attributes will be automatically populated via the import:

  • Created By: The user who imported the risk
  • Created: The date the risk was imported

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 2 custom attributes: 'Budget' and 'Gap in Risk Management'.

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.
  • For Number, enter number values only.
  • For User, add the email of a user that already exists in your team or the name of the group of users. Multiple entries can be made with a separating comma (,).

Ensure that you do not change the formatting of the template or move around the column names when preparing the template.

Uploading an Import Template

To import your risks, simply select Import > Risks, 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 new and updated risks appearing at the top of the register with the data within the template.

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
  • ID Ref not found within the Register (when updating existing Risks, see below)

Updating Existing Risks via Import

Existing Risks can also be updated in bulk via the Import Functionality. This requires some manipulation of the Import Template.

Updating existing Risks via import requires manipulation of the import template and can lead to import errors or deletion of data if not done correctly.

We recommend using the Bulk Update Functionality within the platform where possible.

Include a first column to the import template labelled 'ID Ref'.

In each subsequent row, add the Risk ID of the Risks that will be updated.

Remove any columns that do not need to be updated. For example, the below template will only update the Risk Name and Description.

Add data to the remaining columns.

Note: ID Ref and Risk Name 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.

Import Comments

You can now import comments when you download the Risk template.

In the K column, there is a comments field.

You can add existing comments in a single cell only. 

Once you have successfully uploaded the document you will now be able to see your comments in the comments tab.

Note: updating and adding a comment follows the same process.

Workflow Stage Import

By default, there is no workflow stage assigned on import. To import risks with a specific workflow stage, download the template and add a column called "Current Stage". This can be done when both creating and updating risks via import.

Add the stage you wish under the newly added 'Current Stage' column.

 

Risk Permission - Import Risks, Assessments, Treatments

This permission is available to the Administrator and Hub & Spoke Advisors who are also granted this permission by default, a user with an Administrator role can grant this permission to users. When this permission is granted:

  1. The import menu along with all the sub-menu options is shown.
  2. The user is able to import 'Risks', 'Risk assessments, and 'Risk treatments'

 

Learn more about Creating a Risk Register, Assigning Tags to Risks, and Risk Register Reporting.