How do I do a Risk Import?

For general guidance on Imports and common import tasks please see our How do I do an Import? guide.

For the online help documentation and to access the Risk Import sheet see the Classic help here.

The Risk import sheets are included in the 'Actions and Risks Import' document. Risk imports are spread across three worksheets:

1. Risk Variables
2. Risk Notes
3. Internal Controls

To import Risks data, Users must have the correct permissions and Ownerships to modify the relevant data type. 

Risk Variables

Any user who has the create permission (i.e. Risk_Create, Site Admin, Risk_Admin, etc)  will be able to import data for new Risks using the Risk Variables sheet.

There are five mandatory fields in this import sheet:

• Risk Title - Short text, max 255 characters, non-unique.
• Code - Short text, max 255 characters, non-unique.
• Risk Matrix - Short text, the name of an existing Risk Matrix on your site,
• Days Till Overdue - Number, a count of the days after the Review Date that the Risk becomes overdue.
• Internal Controls OK - Dropdown, Yes/No flag, sets the Internal Control OK Status.

Creating a Tree Structure

Risks can have a tree structure within the application, and Risk imports allow you to import items with this structure. 

To create a Parent Risk enter your Risk details as normal, completing all the mandatory fields and any relevant optional fields. 

Once your Parent has been created, you can use the 'Parent Risk Code' drop-down column to select a Parent for your child rows. Once you have selected a Parent Risk Code, the Parent Risk Title column will auto-fill with the title. 

An example is shown here:

• The first row is the parent, and therefore has nothing in the parent title or code.
• The second row is a child risk of the PR parent risk, as indicated by PR showing in the parent code (the spreadsheet will automatically work out the title for you).
• The third row is a child of child PR1, as indicated by PR1 showing in the parent code – and as this is the lowest level this is where the score for the risk would be entered.

When this is imported into the application it would look like:

Note: you cannot import new Risks as children under an Risk which already exists on your Pentana Risk application. The tree structure can only be created if all of the referenced Risks are included in the sheet. 

Risk Notes

Any User who has the permissions/ownerships to allow them to modify existing Risks on the system (Risks_Create, Risk_Admin (and complex), Site Admin) will be able to import Notes against existing Risks in the application. 

The Risks Notes import consists of four mandatory fields:

1. Risk- the Risk Code, Short Text, 255 characters. 
2. Note Text - Unlimited Text, the body of the note.
3. Created by - Short Text, a valid User on the system, 'Surname, Firstname' format, only a single User can be set as a note author. 
4. Note Entry Date - Date field, DD/MM/YY format, the date the note was created.

Internal Controls

Any User who has the permissions/ownerships to allow them to modify existing Risks on the system (Risks_Create, Risk_Admin (and complex), Site Admin) will be able to import Notes against existing Risks in the application. 

The Internal Controls Import consists of four mandatory fields:

1. Code - Short Text, 16 characters, the code for the new Internal Control.
2. Title - Short Text,  255 characters, the title for the new Internal Control.
3. Impact - Dropdown, Yes/No option, enables or disables impact assessments for this Internal Control.
4. Likelihood- Dropdown, Yes/No option, enables or disables likelihood assessments for this Internal Control.

Linked Risks

The Internal Controls sheet also allows you create links between the imported Internal Control and existing Risks on your system in the 'Linked Risks' column. To do this, you must enter the Risk code exactly; multiple Risks can be linked by separating the the codes with a semicolon.

This creates a link between the objects, not a 'Scored Internal Control' relationship.