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Importing vendors

Roles and permissions

The following roles can import vendors:

  • Administrators who are members of the Vendor Register

  • Compliance managers who are members of the Vendor Register

  • Users who are members of the Vendor Register

If your organization has already developed a list of vendors, you can import them into Hyperproof.

Tip

Adding additional information does not overwrite existing data. During the import, Hyperproof searches for any exact data identifiers. If it doesn’t find any, it treats the data as new. If it finds a match, it updates the existing data.

Step One: Downloading the example CSV

The easiest way to start importing your vendors is by downloading Hyperproof's example CSV. The example CSV provides the exact template for successfully importing vendors into Hyperproof.

  1. From the left menu, select Vendors.

  2. Select the Vendors tab, and then click Import.

    vendors-tab-generic.png

    The Import vendors window opens.

  3. Click Download the example CSV.

Step Two: Editing the CSV

Replace the contents of the example CSV file with your vendors. Be sure to follow the format of the example file, as well as the instructions on the page, to ensure that your vendors can be successfully imported.

Note

The CSV must contain ALL headings listed below even if they are optional. Keep in mind that headings are case-sensitive!

Heading

Name

This is the name of the vendor. This field is required.

Category

Used to group related vendors. This is an optional field.

Status

A field for tracking the vendor's status in your organization. This is an optional field.

Tip: Hyperproof recognizes the following vendor statuses: Preassessment, Approved, Active, Inactive, Expired, and Rejected.

Tolerance

The level of risk the vendor poses to your organization should something go wrong. This is an optional field.

Owner

Must be formatted as FirstName LastName (email address), i.e. Jennifer Cook (jcook@lunabtechnologies.org). This is an optional field.

Tip: If no vendor owner is provided, the vendor is assigned to the individual who imports the CSV.

Additional tip: The owner's email address must match the email address they use to sign in to Hyperproof.

Vendor contacts

A field for your main vendor contact or contacts. Must be formatted as FirstName LastName (email address) or "FirstName LastName (email address), FirstName LastName (email address)" for multiple contacts. Be sure to include the quotation marks when sending to multiple contacts. This is an optional field.

Contract start date

A field for when your organization entered into a contract with the vendor. This is an optional field.

Note

Dates on imported records are parsed based on the date formats associated with your locale. If no valid date can be determined, Hyperproof displays an error. See Data interpreted by browser locale for a list of supported locales.

Contract end date

A field for when your vendor contract expires. This is an optional field.

Note

Dates on imported records are parsed based on the date formats associated with your locale. If no valid date can be determined, Hyperproof displays an error. See Data interpreted by browser locale for a list of supported locales.

Maps to risks

A field for linking a risk to a vendor. This is an optional field.

Tip: If mapping multiple risks to a vendor, enter the risk IDs in a comma-separated format, i.e. R-AC-1, R-AC-2, R-AC-3.

Maps to controls

A field for linking a control to a vendor. This is an optional field.

Tip: If mapping multiple controls to a vendor, enter the control IDs in a comma-separated format, i.e. CC3.1.1, CC3.2.5, CC3.3.4.

Custom fields

Below is a snippet of a sample import file.

import-example-vendors.png

Step Three: Importing the CSV

After you’ve made the necessary changes to the CSV, it can be imported into Hyperproof.

  1. Drag and drop the CSV file into the Upload CSV File field, or click Select file to upload to upload it manually.

  2. Click Import.

    Hyperproof checks the CSV to ensure that there are no errors. You’ll be alerted if Hyperproof encounters any errors.

  3. If Hyperproof didn’t detect any errors, click Next. If Hyperproof detected errors, do one or both of the following:

    1. First, use the Error viewer to identify the errors. Second, correct the errors directly in the CSV. This ensures that the CSV is up-to-date should you need to re-import in the future.

      Tip

      Use the forward and backward arrows to cycle through the errors. The Error viewer gives specific information on what needs to be corrected.

    2. Remove rows that contain errors by clicking Remove all rows with errors. Note that this doesn't remove any data in the actual CSV.

  4. Click Next.

    The CSV is imported.

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