👤 This feature is available for the following applications:
Standalone application ✅
Consortium application ✅
🔐 This feature is available for the following user/s:
Administrator ✅
Application Member ✅
Application User with “Review” ability ❌
Application User ❌
🔍 Purpose
The Bulk Upload Process enables you to efficiently create and invite multiple suppliers to the application. This eliminates the need for manual creation of single suppliers and/or users.
You can achieve this by populating an Excel spreadsheet template and uploading it. This streamlines the process, saving time and ensuring consistency for your supplier data.
🛠️ Prerequisites
Before performing a Bulk Upload of suppliers, it is recommended that organisations complete the following:
Complete the creation of their form templates, including scoring and Continuous Improvement Pathways (CIPs) setup, if applicable.
Create groups in which to place the uploaded suppliers. This is a convenient way to segment data and facilitates ease of data analysis for future reporting.
Create email templates to personalise your email invites to suppliers
📝 Step-by-Step Guide
(a) Bulk Upload
1. Click on the Navigation Menu
2. Click Organisations
3. Click the Create button
4. Click on Bulk Upload
5. Click on Select File and select the file you would like to use as the source for your upload
The Select File field will populate with the name of the file you have selected as the source for the Bulk Upload
(b) Adding Suppliers to Groups
1. ℹ️ OPTIONAL
Click on the Groups drop down menu
A group will appear once you've created it within the Groups module.
A supplier can be added to one or more groups.
2. Select the group you would like to assign the suppliers to
(c) Assigning a Blank Form
1. ℹ️ OPTIONAL
If you would like to assign a blank form to each organisation for them to complete following their user registration, then click on Create Blank Form
2. Click on the Form Template drop down menu
3. Select the form template you would like to attach to your suppliers
(d) Sending Invitation Emails
1. ℹ️ OPTIONAL
If you would like to send an invitation email to the supplier to finalise user registration, then please click on Send Invitation Emails
Sending an invitation is essential, as it informs the supplier about the need to sign up for the application and fill out their questionnaire. However, if you decide against sending an invitation email initially, you have the option to send it at a later stage.
Some organisations may prefer to delay sending out invitations, enabling them to complete the setup of their suppliers and finalise their form templates first. Once everything is in place, they then proceed with dispatching the invitation emails.
2. Click Next
3. Click the Saved Templates drop down menu
4. Select the saved template which you would like to use
5. The Subject and Message fields will populate from the saved template
(e) Sending a Test Email
1. ℹ️ OPTIONAL
You may like to send a test email to yourself to view what the output looks like before finalising the import process. By clicking on Test Email, an email will be sent to the email address associated with your user account.
(f) Finalising the Import
1. Click on Import
Once the bulk upload has been actioned, a system generated email with Organisation Import Complete in the subject line will be sent to the email address associated with your account. This email may take between several minutes and up to one hour to arrive in your inbox, depending on the volume of suppliers you have bulk uploaded.
Enclosed will be a link to download a report.
If you have not received this email after one hour, please log a Jira Ticket for support.
2. Click on Download in the email you've received to retrieve the report.
The report will list the suppliers that has been successfully uploaded to the application, the response on the report will be ‘True’ under organisation created
If the organisation exists on the application, the response will reflect ‘True’ under organisation updated
If the upload of an organisation has failed, the response will reflect ‘False’ under both organisation created and organisation updated.
Please note that the following error messages may appear in your report and the reasons for them appearing:
The name field is required
Please ensure you add an Organisation/Supplier (name) as it is currently missing
The first name field is required
Please ensure you add a Supplier contact (first_name) as it is is missing
The last name field is required
Please ensure you add a Supplier contact (last_name) as it is missing
The selected country is invalid
The Country of Registration (country) does not match an option available in the country drop-down menu. Please correct this to remove this error.
The selected industry is invalid
The Supplier industry (industry) does not match an option available in the industry drop-down menu. Please correct this to remove this error.
💡Attributes
Any attributes can also be imported against the organisations by simply adding the attribute columns to the end of the spreadsheet. The requirement for them to import successfully is to label the columns with the same wording and name as the attribute in the application.
For example:
- If the attribute is Vendor ID, then on the bulk upload template, the new column will need to be labelled as Vendor ID.
- Any data inserted into the column will be uploaded as Vendor IDs against the organisation profile
For more information about Attributes, please follow this link Creating Attributes for reference.
✋ Need Help?
You have reached the end of this article.
For assistance, please contact your Customer Success Manager, email [email protected], or click the chat icon in the bottom-right corner for further support.