The bulk update feature relies on a structured spreadsheet template. Understanding each column is crucial for successful data management.
Step 1: General Structure of the Template
The template is typically exported in XLSX format and contains several worksheets: 'Instructions', 'Data to Input', and 'Example'. Focus on the 'Data to Input' sheet.
Step 2: Levels (Hierarchical Data)
Columns A through F ('Level1' through 'Level6') represent the hierarchical structure of your organisation.
Level1: This is typically your top-level business unit (e.g., 'Gens' in the example). Each subsequent level (Level2, Level3, etc.) is a child of the preceding level.
Rules:
Enter the name of the business unit at its respective level.
Ensure unique names throughout the organisation chart. a business unit can only exist in one branch and one position of the organisation chart. The only time it can be mentioned multiple times in the upload file is when it contains children BUs.
A business unit cannot be its own parent.
When defining a child unit, its direct parent must be defined in the preceding 'Level' column.
You are not limited to 7 levels of business units in the organisation chart. If needed, please create more columns and name them accordingly (Level_8 etc). Note that the respective columns (Level_8_Type, Level_8_Owner etc) need to be created as well.
Step 3: Business Unit Type
Columns G through L ('Level1_Type' through 'Level6_Type') define the type of each business unit at its corresponding level.
Example Types: Office, Factory, Warehouse, Facility, Farm, Refinery.
Rules:
Select a type from a predefined list (often presented as a dropdown in the spreadsheet).
The 'Type' column corresponds to the business unit defined in the same 'Level' column.
Step 4: Additional Properties
The template includes columns for various properties beyond hierarchy and type. These can include:
Geographical Data: Country
Financial/Operational Data: Budget, Head Count, Revenue
Legal/Compliance Data: Incorporation Date, Legal Entity.
Custom fields: It is also possible to add custom fields to your business units. See this article for more information.
Step 5: Instructions and Examples
Always refer to the 'Instructions' worksheet and the example rows (usually the first few rows of 'Data to Input') for specific guidance on field formatting, mandatory fields, and how to handle additions, updates, and deletions. These provide critical context for populating the template correctly.