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Bulk Upload - Record Data

Step 1: Upload File

For metrics with large volumes of data, such as spend tracking or historical benchmarking data, the Bulk Upload feature allows records to be imported in one action rather than entered one at a time.

To start, open the project's Metrics tab, select + Add on the metric (or + on a period), then choose Bulk Upload (see ‘Choosing How to Add Data’ in the ‘Adding Data’ article). The upload is a three-step process, shown across the top of the panel: Upload file, Map columns, then Preview & import. Use Back and Next to move between steps.

Figure 1 Step 1 of Bulk Upload: Upload file

Select Download Template to download a pre-formatted spreadsheet for the metric. The template uses simpler column headers that allow the columns to be mapped automatically in the next step.

Figure 2 The downloaded template for IM45, ready to complete

Each metric has its own template, with one column per field and one row per record. The IM45 template above, for example, has columns for Spend (£), Invoice / Transaction Reference, Supplier Trading Name, Description of Goods / Services, Date of Payment, Supplier Postcode Prefix, Local Declaration and Comment.

  • Red column headers are required or recommended fields. Headers in black are optional.
  • A small red triangle in the corner of a header means it has a note. Hover over the cell to read guidance on what to enter.
  • Bulk uploads are carried out at individual metric level, and per project, because each metric has different required fields.
  • Uploaded data is linked to the project (and therefore the business unit) you are working within at the time of upload.
  • Historical or benchmark data (for example, activity already completed earlier in the year) can be brought in this way to establish a baseline.

Once the template is complete, drag and drop it onto the upload area, or select the area to browse for the file. Accepted formats are .csv, .xlsx and .xls. You can also upload your own spreadsheet rather than the template, and map its columns in the next step.

Step 2: Map Columns

Figure 3 Step 2 of Bulk Upload: Map columns

The top of the panel confirms the file name and the number of rows detected. The mapping table then has three columns:

Column

What it shows

Form Field

Each field for the metric, labelled Required, Recommended or Optional.

Column in Your File

The column from your spreadsheet that feeds the field. If you used the template, these are matched automatically. If you used your own file, choose the right column from each dropdown.

Row Preview

The value from that column for the selected row. Use the arrows to step through rows and check the mapping looks right.

 

Every Required field must be mapped before you can continue. Recommended fields should be mapped wherever the data is available.

Step 3: Preview and Import

Figure 4 Step 3 of Bulk Upload: Preview & import

The final step shows every row as it will be imported. The counts at the top show the total number of records and how many are valid, and each row has a status. Under each column heading, the table shows which column in your file the data came from.

Scroll across and down to check the data. If anything looks wrong, select Back to adjust the mapping, or correct the spreadsheet and upload it again. When you are happy, select Import (the button shows the number of records, for example Import 25 records).

Reviewing and Submitting Imported Records

Figure 5 Imported records pre-populated in Full Data Entry, ready to review

After importing, the Add Record panel opens on the Full Data Entry tab, with a message confirming how many records have been pre-populated from your spreadsheet. Each record is listed with a short summary, for example its value, reference and supplier.

  1. Check the Data Collector and Period at the top of the panel are correct.
  2. Expand any record using the arrow to review or edit its details.
  3. Select the bin icon to remove any record that should not be submitted.
  4. Submit the records when ready. They then go to the project's Auditor for review (see the ‘Reviewing and Approving Records’ article).
Points to Note

Tip Using the template rather than your own spreadsheet saves time, as the columns map automatically and the red headers make it clear which information is needed.