Data Export

Benefits

The Data Export module provides an easy way to conduct the following activities:

• Create a unique configuration using only the attributes you specify.
• Export information displaying mappings between programs, controls, or any other item in the application.
• Save the configuration for later use by any team member.
  

Overview

Information within ZenGRC, such as programs, objectives, and controls, along with all their mappings, can be downloaded into a CSV file. In addition, the downloaded file can be used to make updates and changes that can then be imported back into the application where the changes are saved.

Accessing Data Export

To access Data Export, complete the following steps:

1. Click Tools | Data Export.
   
   
   
   

2. The Data Export page displays.

Exporting Information

To export, complete the following steps:

1. Click the arrow in the drop-down under Export Object Type and select the information type for download.

   
   
   

2. Select the attributes and mappings to include in the configuration.

   TIP

   One important attribute to include in your report is Code. This is the identifying name used in mapping the selection to other items.

   

   TIP

   The page defaults to all attributes and mappings selected. The selections can be removed in two clicks: click Select none beside Attributes; click Select none beside Mappings. Then select the applicable information for the configuration.

3. At the bottom of the page, click Download Export.
   
   
4. In the displayed window, select the check box beside Remove HTML formatting characters from rich-text fields if the data being exported is solely for reporting purposes. You do not want to select this if the information is to be re-imported into ZenGRC. For complete information on this feature, please see Removing HTML From Exports.
5. Click OK. 
   
   
      

6. The CSV file downloads in the manner you have specified in your browser.
   
   

   NOTE

   To save the selections made for the configuration download, please see Storing a configuration for Future Use.

Attributes Overview

On the Data Export page, the attributes are the first selections and are outlined in red below.



Once the information is downloaded, the attributes display in a CSV spreadsheet as highlighted below (attributes displayed depend on selections made).

Selecting and Deselecting Attributes and Mappings

When the Data Export page is initially accessed, all attributes and mappings are selected.

To deselect all attributes, complete the following steps:

1. Click Select none beside the Attributes heading.
   
   
   
   
2. All attributes are deselected, which allows individual selection of each attribute's check box.
3. Alternatively, click Select All beside the Attributes label.
   
   
   
   
4. Continue with configuration set up or click Download configuration.

Mappings Overview

ZenGRC is designed to map related objects many-to-many, so the Data Export page allows for the selection of all mappings potentially available to the downloaded information.

The mappings are the second set of selections for the export and are outlined in red below with names beginning with map:.



Once the information is downloaded, the mappings display in a CSV spreadsheet as highlighted below (mappings displayed depend on selections made). The columns displaying mapped items have map:item to map column headers.

Using the Filter Query

The Filter Query lets you search key words. For more information, please see Filter Query Help.

Additional Export Object Type Overview

The Data Export module allows you to export more than one type of object in a configuration. This provides the ability to include all application information you want in one CSV file.

Adding An Additional Export Object Type

To add the export of an another object type, complete the following steps:

1. Click Add another object type at the bottom of the page.
   
   
   
   

2. The page refreshes with a new Export Object Type drop-down box and selections for attributes and mappings.

3. Select applicable attributes and mappings.

4. Continue with set up or click Download export.

Deleting An Additional Export Object Type

To delete an object type you created under Export Object Type, complete the following:

1. Click the trash can between the heading and the drop-down box.
   
   

   CAUTION

   There is no dialog box asking whether you're certain you want to delete the additional export object type. Once the trash can is clicked, the export type is deleted. However, this does not delete the export object type from the Data Export module.

Rules Overview

Rules allow you to narrow results according to relevance to selected information.

For example, if you wanted to see all controls mapped to your SOC program, one way to find them is as follows:

1. Select Controls under Export Object Type.
2. Under Filter by Mapping Relevance, click Add New Rule.
3. Choose Programs and then SOC 2/3 Program. 
4. Click Download export.

Adding Rules

To add a rule, complete the following steps:

1. Under the Filter by mapping relevance heading, click + Add new rule.
    
   
      

2. A new line displays with selections to refine the export.
   
   

   TIP

   Additional rules to further refine the results can be added by clicking + Add a New Rule.

Deleting Rules

To delete a rule you created under Filter By Mapping Relevance, complete the following:

1. Click the red trash can beside the drop-down box.

   CAUTION

   There is no dialog box asking whether you're certain you want to delete the rule. Once the trash can is clicked, the rule is deleted.

Storing a Configuration for Future Use

To save selections for future use, complete the following steps:

1. Click Save export configuration at the bottom of the page.

2. In the dialog box, add a name in the Stored configurations and click Save.
   
   

   TIP

   If you are altering a stored configuration and click Save without changing the name, an error displays requesting you to rename the export.

3. Alternatively, click Close to cancel without saving.

Accessing a Stored Configuration

To find a stored configuration, complete the following steps:

1. Click the arrow in the drop-down box under Stored Configurations and select a configuration name.
   
   
   
   
2. The page populates with the saved selections.

Altering a Stored Configuration

A stored configuration cannot be altered and then saved with the same name. However, the new configuration can be saved with a different name.

To save a stored configuration with a different name, complete the following steps:

1. Access or create the configuration.

2. Make necessary changes.

3. Click Save export configuration at page bottom.

   NOTE

   For instructions on saving the export, please see Storing a Configuration for Future Use and note that the configuration will need to be saved with a different name.

Deleting a Stored Configuration

To delete a saved configuration, complete the following steps:

1. Click the arrow in the drop-down box under Stored Configurations to display all saved configurations.

2. Select a configuration and click Delete beside the name. A dialog box displays.
     
   
   
   
3. Click Delete.
4. Alternatively, click Cancel to exit the dialog box without deleting the configuration.