Import Existing Risks (Multiple Projects)

April 16, 2019

Information on how to import updated existing risks and new risks into multiple projects from a csv file.


You can use a spreadsheet (converted into a csv file) to:

  • Import new risks
  • Update existing risks and add new ones

This tutorial outlines how to update existing risks and add new ones via an import. If you just want to import new risks, then see this tutorial.

It’s important to fully understand how your import works before carrying it out in your live i-lign instance. Updating existing risks for example involves removing or changing existing information.

We strongly recommend testing the upload on a test instance if you are not familiar with the way the import works. Please contact us via support@ilign.com to request a temporary test instance containing your production data.

Overall process

The process for updating existing risks via an import involves a number of steps. You’ll need to:

  • Download this Existing Risk Import Excel spreadsheet and format it.
  • Export your current risk information from i-lign (a csv file).
  • Convert your csv file into a spreadsheet.
  • Copy the current risk data you wish to update into the Existing Risk Import spreadsheet you’ve downloaded.
  • Update your risk data as required, including adding any new risks in the Existing Risk Import spreadsheet.
  • Download the Existing Risk Import spreadsheet as a csv.
  • Import this csv into i-lign.

Download the Existing Risk Import spreadsheet

Click here to download the Existing Risk Import spreadsheet . Once you’ve exported existing risk data from i-lign, you’ll copy the data you intend to update into this spreadsheet.

The reason for copying the data you wish to update into this spreadsheet is to separate the risk information for the project(s) you’re updating from all of the other risk data in your exported file. This means you’ll avoid accidentally modifying risk data you don’t intend to update. It also enables you to update and add new risk information more easily.

Format the Existing Risk Import spreadsheet

Some of the columns contain information which is normally populated from drop-down boxes. This means that the field must contain the exact wording that would be found in the drop-down box. The second sheet in the spreadsheet template named Dropdown box lists, gives you the opportunity to add this information so that you can populate these fields on the first sheet of the spreadsheet (shaded green) via dropdown boxes. You’ll need to replace the example data with the data which matches your instance of i-lign. Go to a risk in i-lign and select the edit function to view the relevant data for your instance. Once you have replaced the Dropdown box lists with your i-lign instance data and copied the risks you want to update across, you can use these drop boxes to update your risks. (Use the special paste function on your spreadsheet to paste data validation into the relevant columns).

About the Existing Risk Import spreadsheet

Not all of the spreadsheet columns require information for the import to work. Some of the columns however are mandatory. The information below explains how each of the spreadsheet columns work. This information is also contained in the comments for each of the headings in row 1 of the spreadsheet.

Project Number:

  • Mandatory ie you must enter information in this column for each row. (Note: if there is no project number, then the Project Name must be added instead.)
  • This information is not uploaded, it is used to identify the project the risk belongs to.

Project Name:

  • If you haven’t entered a project number, then this field is mandatoy.
  • The text must be exactly the same as the Project Name in i-lign. If your project name doesn’t match the project number, then an error will be reported.
  • This information is not uploaded, it is used to identify the project the risk belongs to.

Project Status:

  • This information is not uploaded
  • It is not used for this import, it is only included because this column is included in the Risk Extract Report.

Risk Number:

  • Mandatory if you are updating existing risks. Leave this blank if you are adding a new risk.
  • Content format can either be Risk Number alone (eg 1,2 etc) or the way the Number is displayed in i-lign which is Project Number-Risk Number (eg 1234-1, 1234-2).
  • This information is not uploaded, it is used to identify existing risks, so that risk information can be updated.

Risk Name:

  • Mandatory ie you must enter information in this column for each row.
  • Adds or Replaces. For new risks, the name will be added. For existing risks, the name will replace the existing name.

Assigned To:

  • Mandatory ie you must enter information in this column for each row.
  • Exact content required ie the person’s name (eg Joe Bloggs) must be exactly as it is displayed in i-lign.
  • Adds or Replaces. For new risks, the person’s name will be added. For existing risks, the name will replace the existing name.

Owner:

  • Mandatory ie you must enter information in this column for each row.
  • Exact content required ie the person’s name (eg Joe Bloggs) must be exactly as it is displayed in i-lign.
  • Adds or Replaces. For new risks, the person’s name will be added. For existing risks, the name will replace the existing name.

Category:

  • Mandatory ie you must enter information in this column for each row.
  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Category drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Category field.
  • Adds or Replaces For new risks, the Category will be added. For existing risks, the Category will replace the existing Category.

Type:

  • Mandatory ie you must enter information in this column for each row.
  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Type drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Type field.
  • Adds or Replaces. For new risks, the Type will be added. For existing risks, the Type will replace the existing Type.

Description:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk curently has text entered in the Description field, then this text will be deleted.

Notes:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk curently has text entered in the Note field, then this text will be deleted.

Created On:

  • This information is not uploaded
  • It is not used for this import, it is only included because this column is included in the Risk Extract Report.

Review On:

  • Date format is dd/mm/yy
  • Adds or Replaces. For new risks, the date will be added. For existing risks, the date will replace the existing date. Note that if this cell is left blank and there is currently a date entered, then this date will be deleted.

Resolve By:

  • Mandatory if you have entered ‘n’ in the ‘Resolve by end of project’ column. Note that if you enter ‘y’ in the ‘Resolve by end of project’ column, then this date will be ignored and the date the project ends added instead.
  • Date format is dd/mm/yy
  • Adds or Replaces. For new risks, the date will be added. For existing risks the date will replace the existing date.

Closed On:

  • Date format is dd/mm/yy
  • Adds or Replaces. For new risks, the date will be added. For existing risks, the date will replace the existing date. Note that if this cell is left blank and there is currently a date entered, then this date will be deleted.

Resolve by end of project:

  • Text format is ‘y’ for yes and ‘n’ for no.
  • If you enter ‘y’ here and you’ve also entered a date in the ‘Resolve By’ column, then the date you’ve entered in the ‘Resolve By’ column will be ignored and the date the project ends added instead.
  • If you leave this and the ‘Resolve By’ cell blank, then the project end date will be added by default
  • Adds or Replaces. For new risks, the information will be added. For existing risks, the information will replace the existing information.

Status:

  • Mandatory ie you must enter information in this column for each row.
  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Status drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Status field.
  • Adds or Replaces For new risks, the status will be added. For existing risks the status will replace the existing status.

Current Status:

  • Adds or Replaces. For new risks, the text will be added. For existing risks the status will replace the existing status. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Current Status field, then this text will be deleted. The deleted text for the Current Status field will show in the Risk log though.

Trigger:

  • Adds or Replaces For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Trigger field, then this text will be deleted.

Relevant Controls:

  • Adds or Replaces For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Relevant Controls field, then this text will be deleted.

Likelihood level I:

  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Likelihood Level drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Likelihood Level field.
  • Adds or Replaces. For new risks, the Likelihood level will be added. For existing risks, the Likelihood Level will replace the existing one. Note that if this cell is left blank and there is currently information entered in the Likelihood Level field, then this will deleted. As well as no longer showing this information, this may also result in the overall Risk Level changing. (The overall Risk Level is calculated by the system, based on Likelihood and Consequence levels.)
  • Risk level changes will show in the Risk Log.

Likelihood level R:

  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Likelihood Level drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Likelihood Level field.
  • Adds or Replaces. For new risks, the Likelihood level will be added. For existing risks, the Likelihood Level will replace the existing one. Note that if this cell is left blank and there is currently information entered in the Likelihood Level field, then this will deleted. As well as no longer showing this information, this may also result in the overall Risk Level changing. (The overall Risk Level is calculated by the system, based on Likelihood and Consequence levels.)
  • Risk level changes will show in the Risk Log.

Likelihood Analysis:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Likelihood Analysis field, then this text will be deleted.

Consequence Level I:

  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Consequence Level drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Consequence Level field.
  • Adds or Replaces - For new risks, the Consequence level will be added. For existing risks, the Consequence Level will replace the existing one. Note that if this cell is left blank and there is currently information entered in the Consequence Level field, then this will deleted. As well as no longer showing this information, this may also result in the overall Risk Level changing. (The overall Risk Level is calculated by the system, based on Likelihood and Consequence levels.)
  • Risk level changes will show in the Risk Log.

Consequence Level R:

  • Populated from a drop-down box in i-lign. This means that information in this column must contain one of the options from the Consequence Level drop-down box. The wording used must be exactly the same. Go to a risk in i-lign and select the edit function to see what the options are for the Consequence Level field.
  • Adds or Replaces - For new risks, the Consequence level will be added. For existing risks, the Consequence Level will replace the existing one. Note that if this cell is left blank and there is currently information entered in the Consequence Level field, then this will deleted. As well as no longer showing this information, this may also result in the overall Risk Level changing. (The overall Risk Level is calculated by the system, based on Likelihood and Consequence levels.)
  • Risk level changes will show in the Risk Log.

Consequence Analysis:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Consequence Analysis field, then this text will be deleted.

Risk Level:

  • This information is not uploaded
  • It is not used for this import, it is only included because this column is included in the Risk Extract Report.

Confidence:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Confidence field, then this text will be deleted.

Evaluation:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Evaluation field, then this text will be deleted.

Assumptions:

  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Assumptions field, then this text will be deleted.

Treatment Required:

  • Text format is ‘y’ for yes and ‘n’ for no.
  • Adds or Replaces. - For new risks, the information will be added. For existing risks, the information will replace the existing Treatment Required information. Note that if this cell is left blank, it will default to ‘n’ for no.

Treatment 1:

  • The rest of the numbered Treatment columns work the same way. You can add up to 20 Treatments.
  • Adds or Replaces. For new risks, the text will be added. For existing risks, the text will replace the existing text. Note that if this cell is left blank and the risk currently has text entered in the Treatment field, then this text will be deleted.

Custom fields:

  • If your organisation has added custom fields to risks, then you can add these fields as columns on your spreadsheet.
  • The name of the column must be exactly the same as the custom field name in i-lign. Go to a risk in i-lign and select the edit function to see what, if any, custom fields have been added.
  • Information contained in custom fields is added or replaced. For new risks, Custom field text will be added. For existing risks, the text will replace the existing text. Note that if a cell is left blank and the Custom field currently has text entered, then this text will be deleted.

Export current risk information from i-lign

To update existing risks, you need to first export current risk information from i-lign.

To do this jump to Reports, select the Data Extracts tab and follow the process below.

Convert your csv file into a spreadsheet

Convert your csv file into a spreadsheet eg a Microsoft Excel spreadsheet or Google sheet. (Note that in some situations this conversion is done automatically.) You may also want to format the spreadsheet eg add filters to the headings so that you can find the risks you want to update more easily.

Copy the risk data you wish to update and update it

Identify the projects with risks you wish to update and copy this risk information into the Existing Risk Spreadsheet. Update the risk information on this spreadsheet, including adding any new risks.

Remember that some of the columns contain information which is normally populated from drop-down boxes. This means when updating risks, these fields must contain the exact wording that would be found in the drop-down box. The second sheet in the spreadsheet template named Dropdown box lists, gives you the opportunity to add this information so that you can populate these fields on the first sheet of the spreadsheet (shaded green) via dropdown boxes. You’ll need to replace the example data with the data which matches your instance of i-lign. Go to a risk in i-lign and select the edit function to view the relevant data for your instance. Once you have replaced the Dropdown box lists with your i-lign instance data and copied the risks you want to update across, you can use these drop boxes to update your risks. (Use the special paste function on your spreadsheet to paste data validation into the relevant columns). .

Import updated risk information

Don’t forget to remove the current example content from row 2. Download the Existing Risk Spreadsheet as a csv and then import your file.