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Data Import - Importing Risk and Compliance Data

Import existing risk and compliance data from spreadsheets and other sources with field mapping and validation

Flow's Data Import feature enables organizations to import existing risk and compliance data from spreadsheets (Excel, CSV) and other sources, streamlining the migration process and reducing manual data entry.

Overview

Data Import provides:

  • Multi-Format Support - Import from Excel (.xlsx, .xls) and CSV files
  • Field Mapping - Map source fields to Flow data fields
  • Data Validation - Validate data before import
  • Preview & Review - Review imported data before final import
  • Error Handling - Identify and handle data errors
  • Bulk Import - Import multiple records at once

Supported Data Types

Risk Data Import

Import risk data including:

  • Risk Details - Title, description, category
  • Risk Assessment - Likelihood, impact, scores
  • Risk Ownership - Owner assignment
  • Risk Status - Current status (open, review, closed)
  • Treatment Information - Treatment type and rationale
  • Review Dates - Next review dates

Control Data Import

Import control data including:

  • Control Details - Title, description, type
  • Control Effectiveness - Effectiveness ratings
  • Control Ownership - Owner assignment
  • Framework Mapping - Compliance framework links

Action Data Import

Import action data including:

  • Action Details - Title, description
  • Action Assignment - Assignee and due dates
  • Action Status - Current status
  • Action Linking - Links to risks and controls

Import Process

Step 1: Upload File

  1. Navigate to Data Import page
  2. Click Upload File or drag and drop file
  3. Supported formats:
    • Excel files (.xlsx, .xls)
    • CSV files (.csv)
  4. File is automatically parsed and analyzed

Step 2: Map Fields

After upload, map source fields to Flow fields:

  1. Review Source Fields - See all columns from your file
  2. Select Target Fields - Choose corresponding Flow fields
  3. Auto-Mapping - Flow attempts automatic mapping
  4. Manual Adjustment - Adjust mappings as needed
  5. Required Fields - Ensure all required fields are mapped

Field Mapping Example:

Source Field          → Target Field
"Risk Title"         → Title
"Description"        → Description
"Category"           → Category
"Likelihood (1-5)"    → Likelihood
"Impact (1-5)"       → Impact
"Owner Name"         → Owner
"Status"             → Status

Step 3: Review Data

Before importing, review the mapped data:

  1. Preview Data - See how data will be imported
  2. Check Errors - Review any validation errors
  3. Check Warnings - Review any warnings
  4. Verify Mapping - Confirm field mappings are correct
  5. Edit if Needed - Make corrections before import

Step 4: Import

Finalize the import:

  1. Review Summary - Check import summary
  2. Confirm Import - Click Import to proceed
  3. Monitor Progress - Watch import progress
  4. Review Results - Check import results and errors

Field Mapping

Required Fields

For risk imports, these fields are required:

  • Title - Risk title or name
  • Description - Risk description
  • Category - Risk category
  • Likelihood - Likelihood score (1-5)
  • Impact - Impact score (1-5)

Optional Fields

Optional fields that can be imported:

  • Owner - Risk owner (name or email)
  • Status - Risk status
  • Treatment - Treatment type
  • Treatment Rationale - Treatment justification
  • Next Review Date - Review date

Data Type Validation

Flow validates data types:

  • Numbers - Likelihood and impact must be 1-5
  • Dates - Review dates must be valid dates
  • Categories - Must match valid category values
  • Status - Must match valid status values
  • Treatment - Must match valid treatment types

Data Validation

Validation Rules

Flow validates imported data:

  • Required Fields - All required fields must be present
  • Data Types - Data must match expected types
  • Value Ranges - Numeric values must be in valid ranges
  • Format Validation - Dates and formats must be valid
  • Reference Validation - Owners and references must exist

Error Handling

Errors (Prevent Import)

  • Missing required fields
  • Invalid data types
  • Out-of-range values
  • Invalid format

Warnings (Allow Import with Warning)

  • Missing optional fields
  • Potential data issues
  • Format inconsistencies
  • Duplicate detection

Import Options

Import Modes

Create New Records

  • Create new records for all imported data
  • Use when importing new data

Update Existing Records

  • Update existing records if they exist
  • Match by title or ID
  • Use when updating existing data

Skip Duplicates

  • Skip records that already exist
  • Use when importing data that may have duplicates

Owner Assignment

By Name

  • Match owner by name
  • Create user if not found (if permissions allow)

By Email

  • Match owner by email address
  • More reliable than name matching

Default Owner

  • Assign to current user if owner not found
  • Use as fallback option

Automatic Field Mapping

Flow includes automatic field mapping that recognizes common column names and suggests field mappings. For detailed information about automatic field mapping capabilities, see the Data Import Assistant guide.

Best Practices

Preparing Data

Before Import:

  • Clean data in spreadsheet
  • Remove empty rows
  • Standardize formats
  • Validate data manually
  • Use consistent naming

Data Format Tips:

  • Use consistent date formats (YYYY-MM-DD)
  • Use numeric values for scores (1-5)
  • Use exact category names
  • Include all required fields
  • Remove special characters from titles

Field Mapping

  • Review Auto-Mapping - Check automatic mappings
  • Verify Required Fields - Ensure all required fields mapped
  • Test with Sample - Test with small sample first
  • Document Mappings - Save mapping for future imports

Import Process

  • Start Small - Import small batches first
  • Review Results - Check import results carefully
  • Fix Errors - Correct errors and re-import
  • Validate Data - Verify imported data in Flow
  • Backup First - Backup data before large imports

Troubleshooting

Common Issues

Import Fails

  • Check file format (Excel or CSV)
  • Verify required fields are present
  • Check data validation errors
  • Review file size limits

Data Not Imported

  • Check field mappings
  • Verify data format
  • Review validation errors
  • Check permissions

Incorrect Data

  • Review field mappings
  • Check data format
  • Verify data in source file
  • Re-import with corrections

Getting Help

If you encounter issues:

  1. Review error messages
  2. Check validation warnings
  3. Verify field mappings
  4. Contact support if needed

Getting Started

  1. Prepare Data - Clean and format your spreadsheet
  2. Access Import - Navigate to Data Import page
  3. Upload File - Upload your Excel or CSV file
  4. Map Fields - Map source fields to Flow fields
  5. Review Data - Preview and validate data
  6. Import - Complete the import process
  7. Verify - Check imported data in Flow

Data Import streamlines the process of bringing existing risk and compliance data into Flow, reducing manual entry and accelerating your risk management program setup.

Next Steps

Introduction

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