Data Import

Benefits

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

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.
   
   
   
   

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   To use data import to alter information already in the application, see Downloading Existing Items For Update.

Accessing and Downloading the Template

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

1. Click Tools | Data Import. 
   
   
   
   

2. The Data Import page displays.
   
   

   NOTE

   The only area on this page requiring action when downloading a template is in the Create a CSV template box.  The Choose CSV file to import at left is where you import your newly populated template.

     
   
   
   

3. In the scrolling select box, click your desired template.
   
   
   
   

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

4. Continue selecting until all object types you want to download are displayed below the select box.
   
   
   
   

   NOTE

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

5. Click Download import template.
6. Save to your computer as a CSV file.
7. When opened, the spreadsheet contains all headings for each of the selections.
   
   

Removing Selections from the Template

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

1. Click the trash can icon beside the data heading.
   
   
   
   

2. Continue clicking icons until unwanted selections are removed.

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.
   
   

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:
  

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. However, if you so choose, you could use the same code for another type, such as an issue or control.

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.

Check Box

For a checkbox-type custom field, put "yes" (without quotes) if the checkbox should be checked. Leave the cell empty otherwise.

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 map:object to map column header with the mapped object code.
   
   

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   In the following example, 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 map:control column contains the control code, which is "CTL-DFA-AC-10."

   
   
   
   

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   More than one item can be mapped in the cell by separating them with a line break (command+return / ctrl+return)

Unmapping Items

To map items, complete the following:

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

   NOTE

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

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

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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   To import a spreadsheet, please see Importing the Template.

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:

1. Follow steps in Deleting Information.
   
   

   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.

2. 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
   
   

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   Make sure to remove the Delete column when you import the spreadsheet with the modified code.
   

   NOTE

   To import a spreadsheet, please see Importing the Template.

Deleting a User

A user cannot be deleted through data import. However, the user's access can be revoked by setting it to No Access.

Changing a User's Access

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

1. Download a report with the desired information. 
   
   

   NOTE

   To configure a report and download existing information from ZenGRC, see Downloadable Reports.

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

   1. No Access

   2. Creator

   3. Reader

   4. Editor

   5. Administrator
      
      
      
      

3. Import the updated spreadsheet into the application.
   
   

   NOTE

   To import a spreadsheet, see Importing the Template.

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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   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 an owner.

Import Limit

Technically, a spreadsheet can have up to 10,000 rows of information. However, we recommend reducing the number to a reasonable level.

Importing a Template

To import a spreadsheet, complete the following steps:

1. Click Tools | Data Import.
   
    
   
   

2. The Data Import page displays.
   
   
   
   

   NOTE

   The only area on this page requiring action when importing a template is the Choose CSV file to import area. The Create a CSV template is where you download a template for import.

3. Click Choose CSV file to import.
4. In the dialog box, navigate to the newly populated CSV file and click Open.

5. A new page displays showing a list of items the import will create.
   
   
   
   

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   If there are issues with the import, this page displays warnings. For example, it may list email addresses that don't exist in the application. This allows you to click Reset, correct the errors in the CSV file, and import the corrected data.

6. Click Import data.

7. Alternative, to stop the import, click Reset.