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ZenGRC allows data import for nearly every module in the application that houses multiple items. This streamlines the process and allows several object types, such as vendors, evidence requests, programs, surveys, workflows, to be imported at one time.

Overview

The Data Import module provides two functionalities:

1. Importing data.
2. Downloading import templates.
   
   

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ImportingData ImportingData

Importing a Template

To import a spreadsheet, complete the following steps:

1. Click Tools | Data Import.
   
    
   
   

2. The Data Import page displays. 

3. Click Choose CSV file to import.
   
   
   
   

4. In the dialog box, navigate to the CSV file and click Open.

5. If there are no errors, the page automatically imports the data and summarizes action.

6. If there are errors, the page displays a list of issues.
7. Click Import data anyway to add information as described in the error messages. Data that is "ignored" will not be imported.
8. Alternatively, click Back to return to the Data Import home page without importing items.
   
   

   

Accessing and Downloading the Template

Unless you already have a template with headings matching ZenGRC application fields, there are a couple of substeps necessary to import new data into ZenGRC. They include the following:

1. Downloading a template for population of data.
2. Completing the template with new information.

3. Importing new information into the application.

To download an empty spreadsheet containing data headings and columns that sync with the application, complete the following steps:

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Required Fields

Required fields are marked with an asterisk and must have data.

Optional Fields

Fields not marked with an asterisk are not required. If there is no data to import for these columns, they can be deleted to streamline the import. The application fields will be empty but can be updated at a later date.

Leaving Fields Blank

If objects already exist, fields you leave empty are ignored. An object's attribute will not be replaced with empty information.

Mapping Items

To map items, complete the following:

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Unmapping Items

1. Click Tools | Data Import. 
   
   
   
   

2. The Data Import page displays.

3. Click Create a CSV template.
   
   

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4. In the scrolling select box, click the dropdown arrow and select your desired template.
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   Tip
   title TIP
   Once a selection is made, it's displayed in the select box and the column headings will be a part of the download.

   Continue selecting until all object types you want to download are displayed in the select box.
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   Tip
   title TIP
   The order in which you make selections is the order in which the headings will display in the download.

   Info
   title NOTE
   To remove object selections, please see Removing Selections from the Template.

5. Click Download import template. The file will download in the manner you've specified in the browser.
6. Save to your computer as a CSV file.
When opened, the spreadsheet contains all headings for each of the selections.
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To remove section headings prior to downloading the template, complete the following:

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Existing information in the application can be altered by conducting the following steps:

Whether you are altering existing information in a downloaded CSV or uploading new information in a template, the rules for populating the spreadsheet are the same.

Importing Multiple Objects

You can import data for several object types at once. The spreadsheet you download would look similar to the following:
  
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Unique Fields

1. Once a selection is made, it's displayed in the select box and the column headings will be a part of the download.

   
   

2. Continue selecting until all object types you want to download are displayed in the select box.
   
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   Tip
   title TIP
   The order in which you make selections is the order in which the headings will display in the download.

   
   

   Info
   title NOTE
   To remove object selections, please see Removing Selections from the Template.

   
   

3. Click Download import template. The file will download in the manner you've specified in the browser.
4. Save to your computer as a CSV file.
5. When opened, the spreadsheet contains all headings for each of the selections.
   
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Removing Selections from the Template

To remove section headings prior to downloading the template, complete the following:

1. Click the x beside the data heading.
   
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2. Continue clicking icons until unwanted selections are removed.

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DownloadingData DownloadingData

Downloading Existing Information For Update

Existing information in the application can be altered by conducting the following steps:

1. Downloading a report showing current attributes and mappings in ZenGRC
2. Populating the downloaded template
3. Importing updated information back into the application
   
   

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Populating a Template

Whether you are altering existing information in a downloaded CSV or uploading new information in a template, the rules for populating the spreadsheet are the same.

Importing Multiple Objects

You can import data for several object types at once. The spreadsheet you download would look similar to the following:
  
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Unique Fields

Information in the Code* and Title* columns must be unique within the object type. 

In the following screenshot, the highlighted code, "DFA-AC-10," cannot be duplicated as a code for another objective.
  
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Required Fields

Required fields are marked with an asterisk and must have data.

Optional Fields

Fields not marked with an asterisk are not required. If there is no data to import for these columns, they can be deleted to streamline the import. The application fields will be empty but can be updated at a later date.

Leaving Fields Blank

If objects already exist, fields you leave empty are ignored. An object's attribute will not be replaced with empty information.

Mapping Items

To map items, complete the following:

1. Populate the cell under the unthe map:object to map column header with the mapped object code.
   

   Info

   title	NOTE

   If you downloaded a template, the unmap columns would already exist in the spreadsheet

    column header with the mapped object code.
   
   

   Tip
   title TIP
   The In the following example uses the same objects mapped in the Mapping Items section. The unmap:audit column contains the code for the audit, the first objective is mapped to an audit and a control. The map:audit column contains the audit code, which is "2017 FedRAMP Audit." And the unmap:control column the map:control column contains the control code for the control, which is "CTL-DFA-AC-10."

   
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   More than one item can be unmapped mapped in the cell by separating them with a line break (altlalt+return).

Unmapping Items

To remove unmap items from the application, complete the following:

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Changing the Code

The code of an item cannot be changed. However, you can delete the item and then import the identical information with a new code.

To change the code of an item through import, complete the following steps:

Follow steps in Deleting Information.


Note
title CAUTION
To delete an item in order to change the code, be sure to save the information originally downloaded. This way, all data stays intact with the exception of changing the unique code.

When the item has been deleted, modify the data in the Code* column of the originally exported spreadsheet and import it back again into ZenGRC.
Tip

title	TIP

Make sure the Delete column is cleared or empty when you import the spreadsheet with the modified code.

1. Populate the cell under the unmap:object to map column header with the mapped object code.
   
   

   Info
   title NOTE
   If you downloaded a template, the unmap columns would already exist in the spreadsheet.

   
   

   Tip
   title TIP
   The following example uses the same objects mapped in the Mapping Items section. The unmap:audit column contains the code for the audit, which is "2017 FedRAMP Audit." And the unmap:control column contains the code for the control, which is "CTL-DFA-AC-10."

   
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   Tip
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   More than one item can be unmapped in the cell by separating them with a line break (altl+return).

   
   

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DeletingData DeletingData

Deleting Information

To remove items from the application, complete the following:

1. In the Delete column for the rows being deleted, put "true" with no quotes. On import, this deletes the object, related data, and related mappings to other items.
   
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Changing a User's Access

To change a user's access through import, complete the following steps:

1. Download a report with the People object type. 
   
   

   Info
   title NOTE
   To configure a report and download existing information from ZenGRC, see Data Export.

   
   

2. In the Role column, change the information to one of the following:

   1. No Access

   2. Creator

   3. Reader

   4. Editor

   5. Administrator
      
      

      Info
      title NOTE
      A user cannot be deleted. Setting a user's access to No Access instead of deleting it allows all history to remain untouched and retrievable. It also means the user can no longer log in to the application.

      
      
      

Importing Values for a Checkbox Attribute

If you have a checkbox-type custom field, enter "yes" without the quotes if the checkbox should be checked. Leave the cell empty otherwise.

Assigning Owners

To assign an owner, complete the following:

1. Add the person's email address in the Owner* column.
   
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   Tip
   title TIP
   Only email addresses existing in the application will be imported. An address that doesn't exist will prompt an error and be assigned to the person importing the data. A workaround is to create a placeholder account in ZenGRC with an email address to use for import until you decide on an owner.