RESPONSUM allows users to import to each sub-module available to them through a global Excel importer. This importer allows for simple imports, but also for complexer imports where items need to be linked together.

See it in action

Pre-requisites to get started

• Permissions on the “Import” sub-module as accountable
• An excel file with extension .XLSX
• An excel file containing one or more sheets with a clear header row
• An excel file where in a specific cell items are separated by:
  • A new line (Alt+enter separated)
  • A comma (,)
  • A semicolon (;)
  • A period (.)
  • A space ( )

Fast-track to Brilliance

• Select the “Operations” menu in the main menu bar
• Hover over the sub-section “Import/export”
• Select “Import”
• Select what sub-module you want to import to (Either from the “Quick select” list of items, or with the “Select other sub-modules for import” dropdown)
• Upload your excel file
• Select the “Header row” containing the headers in your excel file
• Select the identifying field (On which field we will identify the new items and items added later, ex. name or a numeric identifier)
• Map the column headers from the excel file to existing fields in RESPONSUM and/or create new custom fields to map items to.
• Review your import (possibly deselect any items you do not want to import)
• Start the import
  • Please note that with larger imports, the data can take some time to fully propagate in the UI

Step-by-step guidance

Simple import

Importing to one specific sub-module and links up to 1 level deep

Our importer allows to in 1 import have links to 1 level deep (Ex. for a processing activity, link one or more legal bases). For any more complex imports, multiple imports with references between the items should be used. (See “Complex import” later in this guide)

For a simple import you can:

• Select what sub-module you want to import to (Either from the “Quick select” list of items, or with the “Select other sub-modules for import” dropdown)
• Upload your excel file
• Select the “Header row” containing the headers in your excel file
• Select the identifying field (On which field we will identify the new items and items added later, ex. name or a numeric identifier)
• Map the column headers from the excel file to existing fields in RESPONSUM and/or create new custom fields to map items to.
• Review your import (possibly deselect any items you do not want to import)
• Start the import
  • Please note that with larger imports, the data can take some time to fully propagate in the UI

Complex import

Importing to more than 1 sub-module and links up to two levels deep

Our importer allows to in 1 import have links to 1 level deep (Ex. for a processing activity, link one or more legal bases).

In case of deeper links (Such as linking items like IM systems, Data attributes etc. in a Processed data lifecycle section of a processing activity), we recommend splitting the import up into two imports.

These imports can be two sheets in one excel file with a reference (creation of a link) between the sheets. Let’s take the example of a processing activity that needs to be linked to Processed data lifecycles that in turn are linked to IM systems, Data subject types, Attributes etc.

In that case we would structure the Excel file as follows:

• Sheet 1:
  • Contains all information that should be imported on the processing activity itself.

• Sheet 2:
  • Contains all information that should be imported as Processed Data Lifecycles
  • See that in Column B, it references the earlier imported Processing activities

These two sheets can now be imported to RESPONSUM in two separate imports, starting with the processing activities sheet first as we will link on these processing activities with the second import.

• Flow for Import 1: Importing the processing activities

• Flow for Import 2: Importing the Processed data lifecycles and linking them to the processing activities of Import 1

After both imports, you will have your full Processing activity with all details imported. A similar approach can be used in other locations if you need to link items deeper than 1 level.

If you have any questions related this guide or way of working, please reach out to support@responsum.eu for assistance.