The import module allows you to import assessments and risks and associate them with assets on the system by using a specific template.
You can add live assessments and risks to QUOODA® for users on the system to action and control.
Step 1. Open the import module
Step 2. Download the Assessments and Risks Template
You will automatically be directed to the Template tab. Click on the Template drop-down box, select 'ASSESSMENTS & RISKS' and click 'Download Excel Template'. The template will download to your local drive.
Please note: Download a new import template each time you add a new assessment to QUOODA®. This is to ensure any changes to data on the system e.g. new properties added, users, and assessment types are reflected in the sheet.
Step 3. Open the downloaded template
You can open the template either through your web browser or locate it in the downloads folder of your local machine.
Step 4. Fill out the template accordingly
You can now enter your data into the downloaded Excel template. The Legend at the top of the template will indicate which columns are mandatory and must be filled out to allow the successful import to QUOODA®. Complete the 'Assessments' tab first, then fill out the 'Risks' tab.
Please note: Ensure that you click on 'Enable Editing' before completing the sheet to allow you to save your work. This will also enable the display of tooltips to help you appropriately fill out each cell.
Assessments Tab – Mandatory Fields
- Assessment Property – Dropdown selection cell which allows you to select the property this assessment will be associated with on QUOODA®.
- Assessment Type - Dropdown selection cell which allows you to select the type of assessment this will display as on QUOODA® e.g. Health & Safety risk assessment, Fire risk assessment.
- Title – Free text cell which will act as the title of the assessment (There is a tooltip here suggesting recommended format).
- Reference - Free text cell which acts as the association between the assessment and risk(s) on QUOODA® (There is a 25-character limit for this cell which is noted in the tooltip). Please Note: Whatever data and format is entered in this cell, must match what will be entered in column A within the Risks tab to successfully associate the risk to the assessment.
- Assessment Scope – Dropdown selection cell to determine where this assessment covers.
- Assessor User - Dropdown selection cell containing a list of users.
- Assessment Date – Free text cell, please enter the date of assessment in DD/MM/YYYY format.
- Assessment Frequency – Dropdown selection cell containing differing frequency lengths.
Risks Tab – Mandatory Fields
- Reference - Free text cell which acts as the association between this risk and the assessment on QUOODA®. (There is a 25-character limit for this cell which is noted in the tooltip.) Please note: Whatever data and format is entered in this cell, must match what will be entered in column D within the Assessments tab to successfully associate the risk to the assessment.
- Risk Assessment Type – Dropdown selection cell which allows you to select the type of assessment this will display as on QUOODA® e.g. Health & Safety risk assessment, Fire risk assessment.
- Description/Location/Topic/Hazard/Control Measure – Free text cells to describe the risk, where this was found, the issue and what action needs to be taken to control the risk. Please note: Hazard and Control Measure Fields both have character limits which are displayed within the tooltips.
- Risk Rating – Dropdown selection cell of the level of severity for that risk. Please note: The risk rating terminology will match your QUOODA settings i.e. Tolberable/Moderate/Substantial/Intolerable.
- Status – Dropdown selection cell to determine progress made with resolving the risk.
- Identified On – Free text cell, please enter the date of assessment in DD/MM/YYYY format.
Non-Mandatory Fields – Feel free to add as much information to your sheet as you wish, but remember to follow the guidance from the tooltips and respect the cell in terms of how to appropriately fill in, e.g. dropdown selection options, rather than free text for example.
Step 5. Import completed template
Once the spreadsheet has been completed and all mandatory fields have been filled in, it can be imported into QUOODA®. Open the Import module (Step 1 in this guide) and click on the 'Import' tab. Click ‘Select files’ and find your completed spreadsheet. After clicking 'Open', your spreadsheet will appear in the screen display. Click Upload and Import Document(s) to upload the data to QUOODA®.
Please note: You can upload more than one completed spreadsheet to the system when going through this process.
Step 6. Check the status of the import
You can check the status of your imported file by clicking on the 'History' tab. (The import module will automatically direct you here once your import has been completed). The status column within the grid will display whether the import attempt was successfully uploaded or not. The possible status messages will be:
- Success – Data entered within the imported template has been uploaded to the system.
- Success with errors (Some records failed to import) – Some of the data from the imported template has been successfully uploaded to the system, however, there was an error within the sheet which has prevented certain data from importing. (For example, an Assessment was uploaded successfully, however, the Risks have not been uploaded because the data entry in the 'Reference' column within the template does not match between the Assessments and Risks tab.
- Success with warnings – All data from the imported template has been successfully uploaded to the system, however, the Managing Agent field cell within the sheet was blank. You may wish to amend this on the system at a later date by amending it within Assets/Properties.
- Failure (Error while processing import data) – The import attempt was unsuccessful and no data from the template has been uploaded to QUOODA®
TOP TIPS
- The error details column will inform you of any issues with the import attempt.
- To view any error messages or to check the status of your import in more detail, click on the Arrow next to the 'ID' Column.
- The 'Import Errors/Comments column within the hidden display will inform you of any issues within the uploaded template – for example 'Managing Agent does not match Managing Agent for property'. You can then amend this accordingly within your import spreadsheet template and attempt import once updated.
- Successfully imported Data will display the Type (i.e. Assessments/Risks) and automated ID numbers Assigned by the system (e.g. AM1, AM2, RK1, RK2) – You can quickly see how this specific data displays on QUOODA® by clicking on the double box icon in the Description column.
- You can download a previously imported template by clicking on the Download icon next to the file title within the Imported Document column.
PLEASE NOTE - In the 2025.1 updates, the permissions required to import data were reinforced. To import data via the ‘ASSESSMENTS & RISKS’ template you will need the following role security access.
- ‘Read' access to the ‘Imports’ feature
- ‘Add’ access to the ‘Assessments’ and 'Risks’ features.