Link Document Formats to Entities via Spreadsheet Upload

Through the use of a spreadsheet upload, you can perform document format/process linkages. This allows you to expedite the linking process and perform multiple linkages at once.

Note: Upload of large amounts of data to the system is resource intensive. It is recommended that spreadsheet uploads be performed during initial project setup or off peak hours. In some instances, it may be necessary to upload data in smaller increments for performance reasons.

Access the Documentation Formats page.
1. Select the Default GRC context from the context menu.
2. Click the GRC Register tab.
3. Select Documentation Formats from the Library group.
Click the name of the document format you wish to link to organizational units, processes, IT Applications, and Projects and Events
Click Push to Entities.
Click Download.
Click Doc Format Group Push Download.

(Optional) Click Edit Search to utilize the search functionality to modify your selection and focus your results.

Notes:

See Utilizing List Searches and Utilize Saved List Searches for additional information.
Certain fields are required for processing the spreadsheet. These fields are denoted by the "REQ" prefix.
The LINKFormat field must also be included.

Within the search results screen, click on the Action Menu, and click Download List to download the search results to a spreadsheet.
Place an X in the LINKFormat column to select the entity to be linked to the format.
Save the file to your hard drive.
Note: Change the Save as Type to Microsoft Excel Workbook, or Excel 2003 VLSI if you are using Microsoft Windows '07.
Return to the Governance Portal and click the Browse... button.
Locate the modified upload spreadsheet.
Click Process Spreadsheet.
Check the Processing Results box for any errors that may have occurred during import. If an error occurs the spreadsheet processing will fail, no records will be created or updated. Return to the Excel template, and make necessary modifications as directed through the Processing Results box.

Spreadsheet Population and Validation Notes

Spreadsheet Population Notes

The Organization and Process model must already exist. If the org unit or process already has a document group the document group is updated to link the specified document format group. If the org unit or process does not have a document group a new document group is created with documents for each format. The user can filter the spreadsheet further for select organizational units or processes, and then places an "x" in the LINKFormat column next to each process/organization unit to which they wish to link a given checklist. This functionality allows users to assign checklists to processes across the organization or to organization units across the enterprise.

Column Heading - Entries	Action
Select Columns	No entry. Columns selected by the user prior to download.
Link Format	Required. "x" is the only valid entry. Placing an "x" mark in this field will link the given format to the selected process.
REQOrgUnitId	No entry. Organization unit id number automatically generated by the Governance Portal.
REQProcId	No entry. Process id number automatically generated by the Governance Portal.

Template Notes	Action
Import Operation	The given document format will be linked to all organizational units and processes selected on the import template.
Maximum Rows	N/a
Spreadsheet Locking	To allow for filtering, the spreadsheet is not locked. However, actions should only be performed around organizational units and processes downloaded from the Governance Portal. Do not add additional organizational units and processes directly to the spreadsheet.

Validation Notes

Validation	Portal Reaction	Suggested Corrective Action
Rows are skipped.	All rows not containing an “x” are skipped. Rows containing an “x” in the Link Format column are subject to other validation rules.	N/a - see other validation requirements.
Selected organizational unit, process, or document group does not exist in the Governance Portal (e.g. because user added the organizational unit or process directly to the spreadsheet instead of utilizing organizational units and / or processes downloaded from the Governance Portal)	LINKFormat field contain values other than "x".	Add organizational unit, process, or document group to the Governance Portal and repeat download process.
LINKFormat field contain values other than "x".	Entire import is rejected	Make sure that "x" is used in the LINKFormat field.