This guide will walk you through the process of using the bulk update feature to manage your organisation's structure for a specific measurement year.
Step 1: Navigate to Organisation Structure
From the main dashboard, go to the left navigation menu. Under 'Data', click on 'Organisation'. This will take you to the Organisation Structure page.
Step 2: Select the Measurement Year
Ensure the correct measurement year is selected for which you want to bulk update the organisation chart. You can change the year using the dropdown next to the calendar icon.
Step 3: Access Bulk Update Options
Click on the three-dot menu (ellipsis) next to the measurement year. A dropdown will appear with 'Bulk Update' and 'Export' options.
Step 4: Export the Current Structure (Recommended)
It's highly recommended to first 'Export' the current organisation structure. This will provide you with a pre-filled template containing your existing data, which simplifies the process of making updates. The downloaded file will be in XLSX format.
Step 5: Prepare Your Data for Upload
Open the exported XLSX file. You will see columns for various levels of your organisation, business unit names, types, and properties. Follow the instructions within the first few rows of the spreadsheet to correctly format your data. You can:
Add new business units: Add new rows with unique names and define their hierarchy.
Update existing business units: Modify the properties (e.g., name, type, location) of existing entries. Ensure the unique identifiers (e.g., Level 1, Level 2 names) remain consistent for existing units.
Remove business units: Mark units for deletion according to the template's guidelines (e.g., leaving critical fields blank or using a specific flag, if available). Note: The exact method for deletion will be specified in the template instructions.
Ensure all mandatory fields are filled and data types are correct. Save your changes to the XLSX file.
Step 6: Initiate Bulk Upload
Go back to the Organisation Structure page in the platform. Click on the three-dot menu again and select 'Bulk Update'.
Step 7: Upload Your Prepared File
A file selection dialog will appear. Browse to and select your prepared XLSX file, then click 'Open' or 'Import'.
Step 8: Confirm Successful Update
Once the upload and processing are complete, you will see a 'Organisation structure updated successfully' notification at the bottom right of the screen.
Step 9: Verify Changes in Org Chart
The organisation chart will automatically refresh to show your updated structure. Review the chart to ensure all changes have been applied correctly, including new units, updated properties, and removals.
