Data Import Assistant - Automatic Field Mapping

The Data Import feature includes automatic field mapping that recognizes common column names and suggests field mappings to streamline the data import process.

Overview

The Data Import Assistant provides:

• Automatic Field Mapping - Automatically detects and maps fields based on column names
• Data Type Detection - Identifies data types (string, number, date) from column content
• Data Validation - Validates data formats and ranges
• Mapping Suggestions - Suggests mappings based on column name patterns
• Error Detection - Identifies data errors and validation issues
• Bulk Processing - Efficiently processes large datasets

How It Works

Automatic Field Detection

The system analyzes your spreadsheet columns and:

1. Column Name Analysis - Recognizes common field name patterns
2. Pattern Matching - Matches column names to Flow fields
3. Data Type Inference - Infers data types from column names and content
4. Mapping Suggestions - Suggests field mappings automatically

Automatic Mapping

Column Name Recognition:
The system recognizes common column name patterns:

"Risk Title" or "Title" or "Name" → Title
"Description" or "Desc" → Description
"Category" or "Type" → Category
"Likelihood" or "Probability" → Likelihood
"Impact" or "Severity" → Impact
"Owner" or "Assigned" → Owner
"Status" → Status
"Treatment" → Treatment
"Review" or "Date" → Next Review Date

Data Type Detection:

• Columns with "likelihood" or "probability" → Number type
• Columns with "impact" or "severity" → Number type
• Columns with "review" or "date" → Date type
• Other columns → String type

Data Validation

Automatic validation includes:

• Format Validation - Checks data formats
• Range Validation - Validates numeric ranges (e.g., likelihood 1-5)
• Required Field Checks - Ensures required fields are present
• Type Validation - Validates data types match expected types
• Error Detection - Identifies validation errors

Using Automatic Mapping

Step 1: Upload File

1. Navigate to Data Import page
2. Upload your Excel or CSV file
3. System automatically analyzes column names

Step 2: Auto-Map Fields

Click Auto-Map Fields button to:

• Automatically detect field mappings based on column names
• Set appropriate data types
• Map recognized columns to Flow fields

Step 3: Review and Adjust

Review Auto-Mappings:

• Check suggested mappings
• Verify data types are correct
• Adjust any incorrect mappings

Manual Adjustments:

• Manually map unmapped columns
• Override automatic suggestions if needed
• Add custom mappings

Step 4: Process and Import

1. Click Process Data to validate
2. Review validation results
3. Fix any errors
4. Complete import

Automatic Mapping Capabilities

Column Name Recognition

Recognizes Common Patterns:

• "Risk Title", "Title", "Name" → Title field
• "Description", "Desc" → Description field
• "Category", "Type" → Category field
• "Likelihood", "Probability" → Likelihood field (number)
• "Impact", "Severity" → Impact field (number)
• "Owner", "Assigned" → Owner field
• "Status" → Status field
• "Treatment" → Treatment field
• "Review", "Date" → Next Review Date (date type)

Data Type Detection

Automatic Type Inference:

• Columns with "likelihood" or "probability" → Number type
• Columns with "impact" or "severity" → Number type
• Columns with "review" or "date" → Date type
• Other columns → String type

Error Detection

Identifies Issues:

• Missing required fields
• Invalid data formats
• Out-of-range values (e.g., likelihood not 1-5)
• Invalid date formats
• Missing data in required fields

Best Practices

Preparing Data

Optimize for Recognition:

• Use clear, descriptive column names
• Include headers in your spreadsheet
• Use consistent naming conventions
• Use standard terminology (e.g., "Likelihood" not "Prob")

Column Naming Tips:

• Use full words when possible ("Likelihood" vs "Like")
• Include field type hints in names
• Use standard risk management terminology
• Be consistent across files

Working with Auto-Mapping

Review Mappings:

• Always review auto-mapped fields
• Verify data types are correct
• Check that all required fields are mapped

Manual Adjustments:

• Manually map columns that weren't auto-detected
• Override mappings if column names are misleading
• Add mappings for custom fields

Advanced Features

Custom Mapping Rules

Define custom mapping rules:

• Organization-Specific Terms - Map your terminology
• Custom Field Names - Recognize your field names
• Data Transformations - Transform data during import
• Validation Rules - Custom validation rules

Batch Processing

Process multiple files:

• Bulk Import - Import multiple files at once
• Consistent Mapping - Apply same mappings to all files
• Batch Validation - Validate all files together
• Error Reporting - Consolidated error reports

Limitations

AI Limitations

May Not Recognize:

• Highly custom field names
• Non-standard formats
• Ambiguous data
• Complex transformations

Manual Intervention:

• Some mappings may need manual adjustment
• Complex data may require manual processing
• Edge cases may need human review

Getting Started

1. Prepare Data - Clean and format your spreadsheet
2. Upload File - Upload to Data Import page
3. Review AI Mappings - Check AI-suggested mappings
4. Adjust if Needed - Make manual adjustments
5. Validate - Review validation results
6. Import - Complete the import process

The automatic field mapping feature significantly reduces the time and effort required to import data, making it easier to get your risk and compliance data into Flow quickly and accurately.

Related Documentation

This guide focuses specifically on automatic field mapping. For complete information about the data import process, including manual mapping, validation, and troubleshooting, see the Data Import guide.

Next Steps

• Data Import - Complete data import guide
• Risk Register - View your imported risks
• Controls Management - Manage imported controls
• Export Data - Export data for backup