Import Data into WeTrack

You are able to simplify data entry by importing departments, employees, projects, tasks, incidents, jobs, and other items into WeTrack. For a full list of what data you can import, see Introduction to Imports and Exports.

To import data, you will download a template for your type of import, add all data using the in-app guide, and then upload your template document. The new data will be available within 15 minutes (you can work while this processes in the background) and you will receive an email confirmation once the import is complete.

• required fields are marked in the in-app guide
• you may need to create other data first (need project for task groups)

To import data:

1. In the lower-left sidebar, click Profile and select Settings. The Settings page displays.
2. In the Settings list, click Imports & Exports. 
3. Select Import New Items.
4. In the drop down, choose the type of data you want to import. A button to download the template for that data type displays as well as a list of all columns with instructions how to add the data for that column.
5. Click Download import template (XLSX). The template file downloads to your computer.
6. Open the template. There is a column matching each column in the in-app guide, with sample data added. Be sure to delete this sample data before uploading your template for import!
7. Update the template document with your data, following the instructions in the in-app guide.
8. Once the data is complete, go back to the Import New Items page (steps 1-3) and click Upload File. A file upload dialogue displays.
9. Choose the completed template from your computer and click Open (button text may vary based on your computer's operating system). WeTrack validates the data in the file. A list of errors displays.
10. Correct any errors in the template file on your computer. You can check the errors off as you go to help you keep track of your work, but be aware that selecting Corrected does not correct any data in the upload.
11. Save your work and click Go Back to re-upload the template file (steps 8-9). We Track again will again validate the data and list any errors to be corrected.
12. If there are no errors in your data, a confirmation message displays letting you know that the file is ready to import and how many records will be added.
13. Click Start Import. The data import begins. The new data will be available within 15 minutes (you can work while this processes in the background) and you will receive an email confirmation once the import is complete.

File Preparation Notes

• When adding multiple items into the same field, such as multiple users, or departments, separate the items by semi-colons and without spaces: John Smith;Joe Bloggs or COM;MKT
• Make sure all information appears exactly as it appears in WeTrack. Typos, skipped spaces, and such will cause import errors.
• Make sure all unused columns and rows are empty.
• When importing risk actions, they must be associated with their parent risk. To do this:
  • For each parent risk, add a value to the Item Number column (column A): #1, #2, #3, and so on.
  • For each risk action, add the Item Number value of its parent to the Parent Risk column (column D).
• When importing sub-tasks, they must be associated with their parent task. To do this:
  • For each parent task, add a value to the Item Number column (column A): #1, #2, #3, and so on.
  • For each sub-task, add the Item Number value of its parent to the Parent column (column F).