Organization Management - Export and Bulk Update

As an administrator, you can update your organizational hierarchy in bulk by uploading a CSV file. This allows you to create new departments, update department details (name, website, address), and delete non-mandatory values. Each change is captured in one line in the file, referring to one department. 

Before you begin

To prepare your file, first download a CSV file:

1. Go to the Organization Management page
2. Click Download departments
3. Select one of the following options: 
   • Template – Includes a sample row for guidance
   • Current structure – Includes your existing department hierarchy
4. Click Download

Preparing the file

You can perform the following actions in the file:

• EDIT – Update department name, website, or address. Multiple details can be updated at once. 
• CLEAR – Remove non-mandatory values; website and address.
• CREATE – Create a new department. A direct parent ID is required.

For each department you want to edit, make the required changes and add the corresponding action in the “Action” column. If you want to perform different actions for the same department, use a separate line for each action.

File requirements

Make sure your file meets the following requirements:

• File must be .csv format
• Up to 5,000 lines per file
• Maximum file size: 2 MB
• Do not change the column order or the column headers.
• Organization name and Department IDs cannot be changed. 
• Changes to the related parent ID or name will be ignored.
• Department name is limited to 255 characters; Addresses 1 and 2 are limited to 49 characters.
• Postal code and Website need to conform to accepted formats and length.
• Make sure actions are entered in capital letters.
• To clear values, you must use the CLEAR option, not the EDIT option. If you delete a value with the “EDIT” action for this line, the deletion will be ignored.

Important notes

• If the action column is empty, the row will be skipped
• Include in the file only the departments you want to update. 
• Updates are applied at the department level based on the Department ID

Upload your changes

After editing the file, upload it to apply the updates:

1. Click Manage departments
2. Select Upload from file
3. Upload your file using Browse file or drag and drop
4. A file validation check will run automatically: 
   • If validation passes, click Validate and Submit to continue.
   • If validation fails, update your file based on the errors shown on the screen.
5. After submission, an additional validation is performed to validate the data: 
   • If validation passes, the update job is processed in the background. You are not required to stay on the current screen until the process is complete. 
   • If validation fails, update your file based on the errors shown on the screen.
6. The upload results are reflected in the Change history. After the request processing is completed, you will be able to see whether the request successfully completed, if it was rejected, or if it encountered an issue. Changes are logged per department, with “File upload” type. Successful changes take up to 1 day to reflect in the system. If a request is under review, it may take a few additional days to finish processing.