Administrators can export and import TriLine GRC Record data. This can be useful:
for sharing data between organisations (e.g. two organisations under an umbrella company), and
to duplicate data within an organisation.
Exporting files
Export files are saved in .xml format.
By default, export file names include the type of data and the date & time that the data was exported. This makes it easy to identify the content of an export file.
Note:
If you decide to rename the file, be sure to keep the .xml extension at the end of the file name, otherwise the file may not open when you try to import it into a TriLine GRC database.
Importing files
You can only import files that have been exported from a TriLine GRC database.
Imported Records are prefixed as follows:
Compliance, Risk and KRI Records are given numbers prefixed with a lower case ‘i’, for example:
iRSK0123
Imported Event Type names are prefixed with two asterisks, for example:
**Compliance Issue
Exporting and Importing Compliance Records
Accessing the ‘Export Compliance’ and ‘Import Compliance’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export Compliance’ and ‘Import Compliance’ tabs:
From the Main Menu, select Compliance | Export/Import Compliance Process records.
Use the controls in the Column Headers to filter the Record List based on column data.
4
Record List
This list displays either all Compliance Records, or only those that match an applied filter.
5
All Records Selector
Click the All Records Selector to toggle between selecting and deselecting all Records in the the Record List 4.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Records in the Record List.
6
Individual Record Selector
Click an Individual Record Selector to toggle between selecting or deselecting that Record for export.
7
‘Export Compliance’ icon
Click this icon to export the selected Compliance Records.
8
‘Clear Selection’ icon
Click this icon to deselect all Records in the Record List 4.
Note: You can also toggle the All Records Selector 5 until all Records in the Record List are deselected.
The ‘Import Compliance’ tab
The ‘Import Compliance’ tab
‘Import Compliance’ tab elements
ID
Element
Description
1
‘Import Compliance’ tab
Click this tab to select a file to import and set default Compliance Record information that will be applied to each Record on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of Compliance Records to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
Compliance Process Defaults
Select a default Compliance Category, Business Unit and Responsible Officer from each field’s drop-down list.
Note: The ‘Business Unit’ label is customisable and may be different on your TriLine GRC system.
6
Preset Defaults
Each Compliance Record will be imported with a Status of ‘Active’ and a lower case ‘i’ preceding the assigned Record number (e.g. iCOM0123).
7
Process Control Defaults
Select a Position from the ‘Task Responsibility’ drop-down list. This Position will be responsible (by default) for any Process Controls generated under the imported Compliance Records.
8
Default Security
Set up the default Record Security Rights (see 9) for the imported Compliance Records.
Set Edit, View or None (‘Not Used’) Record Security Rights for each Security Group in the list.
10
‘Show Members’ icon
Click a Security Group’s ‘Show Members’ icon to view the Positions currently assigned to that Security group.
11
‘Import Compliance’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import Compliance’ icon to import the Compliance Records into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import Compliance’ icon, an ‘Important’ icon is displayed next to each required field.
A ‘Success’ dialog is displayed once all Compliance Records have been imported successfully.
Exporting and Importing Compliance Templates
Accessing the ‘Export Compliance Templates’ and ‘Import Compliance Templates’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export Compliance Templates’ and ‘Import Compliance Templates’ tabs:
From the Main Menu, select Compliance | Export/Import Compliance Process records.
Use the controls in the Column Headers to filter the Template List based on column data.
4
Template List
This list displays either all Compliance Templates, or only those that match an applied filter.
5
All Templates Selector
Click the All Templates Selector to toggle between selecting and deselecting all Templates in the the Template List 4.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Templates in the Template List.
6
Individual Template Selector
Click an Individual Template Selector to toggle between selecting or deselecting that Template for export.
7
‘Export Compliance Template’ icon
Click this icon to export the selected Compliance Templates.
8
‘Clear Selection’ icon
Click this icon to deselect all Templates in the Template List 4.
Note: You can also toggle the All Templates Selector 5 until all Templates in the Template List are deselected.
The ‘Import Compliance Templates’ tab
The ‘Import Compliance Templates’ tab
‘Import Compliance Templates’ tab elements
ID
Element
Description
1
‘Import Compliance Templates’ tab
Click this tab to select a file to import and set default Compliance Template information that will be applied to each Template on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of Compliance Templates to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
Compliance Templates Defaults
Select a default Compliance Category from the field’s drop-down list. Each imported Template will be assigned this Category.
6
‘Import Compliance Template’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import Compliance Template’ icon to import the Compliance Templates into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import Compliance Template’ icon, an ‘Important’ icon is displayed next to each required field.
A ‘Success’ dialog is displayed once all Compliance Templates have been imported successfully.
Exporting and Importing Risk Records
Accessing the ‘Export Risks’ and ‘Import Risks’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export Risks’ and ‘Import Risks’ tabs:
Use the controls in the Column Headers to filter the Record List based on column data.
4
Record List
This list displays either all Risk Records, or only those that match an applied filter.
5
All Records Selector
Click the All Records Selector to toggle between selecting and deselecting all Records in the the Record List 4.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Records in the Record List.
6
Individual Record Selector
Click an Individual Record Selector to toggle between selecting or deselecting that Record for export.
7
‘Export Risk’ icon
Click this icon to export the selected Risk Records.
8
‘Clear Selection’ icon
Click this icon to deselect all Records in the Record List 4.
Note: You can also toggle the All Records Selector 5 until all Records in the Record List are deselected.
The ‘Import Risks’ tab
The ‘Import Risks’ tab
‘Import Risk’ tab elements
ID
Element
Description
1
‘Import Risks’ tab
Click this tab to select a file to import and set default Risk Record information that will be applied to each Record on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of Risk Records to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
Risk Defaults
Select a default Risk Category, Sub Category, Business Unit and Owner from each field’s drop-down list.
Note: The ‘Business Unit’ label is customisable and may be different on your TriLine GRC system.
6
Preset Defaults
Each Risk Record will be imported with a Status of ‘Active’ and a lower case ‘i’ preceding the assigned Record number (e.g. iRSK0123).
7
Treatments Defaults
Select a Position from the ‘Task Responsibility’ drop-down list. This Position will be responsible (by default) for any Risk Treatments generated under the imported Risk Records.
Note: The ‘Treatments’ label is customisable and may be different on your TriLine GRC system.
8
Default Security
Set up the default Record Security Rights (see 9) for the imported Risk Records.
Set Edit, View or None (‘Not Used’) Record Security Rights for each Security Group in the list.
10
‘Show Members’ icon
Click a Security Group’s ‘Show Members’ icon to view the Positions currently assigned to that Security group.
11
‘Import Risk’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import Risk’ icon to import the Risk Records into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import Risk’ icon, an ‘Important’ icon is displayed next to each required field.
A ‘Success’ dialog is displayed once all Risk Records have been imported successfully.
Exporting and Importing Risk Templates
Accessing the ‘Export Risk Templates’ and ‘Import Risk Templates’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export Risk Templates’ and ‘Import Risk Templates’ tabs:
Use the controls in the Column Headers to filter the Template List based on column data.
4
Template List
This list displays either all Risk Templates, or only those that match an applied filter.
5
All Templates Selector
Click the All Templates Selector to toggle between selecting and deselecting all Templates in the the Template List 4.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Templates in the Template List.
6
Individual Template Selector
Click an Individual Template Selector to toggle between selecting or deselecting that Template for export.
7
‘Export Risk Template’ icon
Click this icon to export the selected Risk Templates.
8
‘Clear Selection’ icon
Click this icon to deselect all Templates in the Template List 4.
Note: You can also toggle the All Templates Selector 5 until all Templates in the Template List are deselected.
The ‘Import Risks Templates’ tab
The ‘Import Risks Templates’ tab
‘Import Risks Templates’ tab elements
ID
Element
Description
1
‘Import Risks Templates’ tab
Click this tab to select a file to import and set default Risk Template information that will be applied to each Template on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of Risk Templates to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
Risk Template Defaults
Select a default Risk Category and Sub Category from each field’s drop-down list. Each imported Template will be assigned this Category and Sub Category.
6
‘Import Risk Template’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import Risk Template’ icon to import the Risk Templates into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import Risk Template’ icon, an ‘Important’ icon is displayed next to each required field.
A ‘Success’ dialog is displayed once all Risk Templates have been imported successfully.
Exporting and Importing KRI Records
Accessing the ‘Export KRI’ and ‘Import KRI’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export KRI’ and ‘Import KRI’ tabs:
From the Main Menu, select **KRI | Export/Import **.
Use the controls in the Column Headers to filter the Record List based on column data.
4
Record List
This list displays either all KRI Records, or only those that match an applied filter.
5
All Records Selector
Click the All Records Selector to toggle between selecting and deselecting all Records in the the Record List 4.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Records in the Record List.
6
Individual Record Selector
Click an Individual Record Selector to toggle between selecting or deselecting that Record for export.
7
‘Export KRI’ icon
Click this icon to export the selected KRI Records.
8
‘Clear Selection’ icon
Click this icon to deselect all Records in the Record List 4.
Note: You can also toggle the All Records Selector 5 until all Records in the Record List are deselected.
The ‘Import KRI’ tab
The ‘Import KRI’ tab
‘Import KRI’ tab elements
ID
Element
Description
1
‘Import KRI’ tab
Click this tab to select a file to import and set default KRI Record information that will be applied to each Record on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of Compliance Records to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
KRI Defaults
Select a default KRI Category and Owner from each field’s drop-down list.
6
Preset Defaults
Each KRI Record will be imported with a Status of ‘Active’ and a lower case ‘i’ preceding the assigned Record number (e.g. iKRI0123).
7
Task Defaults
Select a Position from the ‘Actioned By’ drop-down list. By default, this Position will be set as the ‘Actioned By’ Position for any KRI Tasks generated under the imported KRI Records.
8
Default Security
Set up the default Record Security Rights (see 9) for the imported KRI Records.
Set Edit, View or None (‘Not Used’) Record Security Rights for each Security Group in the list.
10
‘Show Members’ icon
Click a Security Group’s ‘Show Members’ icon to view the Positions currently assigned to that Security group.
11
‘Import KRI’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import KRI’ icon to import the KRI Records into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import KRI’ icon, an ‘Important’ icon is displayed next to each required field.
A ‘Success’ dialog is displayed once all KRI Records have been imported successfully.
Exporting and Importing KRI Templates
Accessing the ‘Export KRI Templates’ and ‘Import KRI Templates’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export KRI Templates’ and ‘Import KRI Templates’ tabs:
From the Main Menu, select **KRI | Export/Import **.
Use the controls in the Column Headers to filter the Template List based on column data.
4
Template List
This list displays either all KRI Templates, or only those that match an applied filter.
5
All Templates Selector
Click the All Templates Selector to toggle between selecting and deselecting all Templates in the the Template List 4.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Templates in the Template List.
6
Individual Template Selector
Click an Individual Template Selector to toggle between selecting or deselecting that Template for export.
7
‘Export KRI Template’ icon
Click this icon to export the selected KRI Templates.
8
‘Clear Selection’ icon
Click this icon to deselect all Templates in the Template List 4.
Note: You can also toggle the All Templates Selector 5 until all Templates in the Template List are deselected.
The ‘Import KRI Templates’ tab
The ‘Import KRI Templates’ tab
‘Import KRI Templates’ tab elements
ID
Element
Description
1
‘Import KRI Templates’ tab
Click this tab to select a file to import and set default KRI Template information that will be applied to each Template on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of KRI Templates to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
KRI Template Defaults
Select a default KRI Category from the field’s drop-down list. Each imported Template will be assigned this Category.
6
‘Import KRI Template’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import KRI Template’ icon to import the KRI Templates into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import KRI Template’ icon, an ‘Important’ icon is displayed next to each required field.
A ‘Success’ dialog is displayed once all KRI Templates have been imported successfully.
Exporting and Importing References
Accessing the ‘Export References’ and ‘Import References’ tabs
Open the ‘Export / Import Data’ Page to access the ‘Export References’ and ‘Import References’ tabs:
From the Main Menu, select Compliance | Export/Import References.
Use the controls in the Column Headers to filter the Reference List based on column data.
4
Event Type List
This list displays either all Event Types, or only those that match an applied filter.
5
All Event Types Selector
Click the All Event Types Selector to toggle between selecting and deselecting all Event Types in the the List 3.
Note: You can also click the ‘Clear Selection’ icon 8 to deselect all Event Types in the List.
6
Individual Event Type Selector
Click an Individual Event Type Selector to toggle between selecting or deselecting that Event Type for export.
7
‘Export Event Types’ icon
Click this icon to export the selected Event Types.
8
‘Clear Selection’ icon
Click this icon to deselect all Event Types in the List 4.
Note: You can also toggle the All Event Types Selector 5 until all Event Types in the List are deselected.
The ‘Import Event Type’ tab
The ‘Import Event Type’ tab
‘Import Event Types’ tab elements
ID
Element
Description
1
‘Import Event Types’ tab
Click this tab to select a file to import and set default Event Type information that will be applied to each Event Type on import.
2
‘Browse’ button
Click this button to open a file window so that you can select an .xml file of Event Types to import.
3
‘File Name’ field
Once you have selected an import file, the file name is displayed in this field.
4
‘Clear Selection’ icon
This icon is only displayed when an import file has been selected using the ‘Browse’ button 2.
Click the icon to remove the selected import file.
The file name is no longer displayed in the ‘File Name’ field 3.
5
Defaults
Select a default First Manager from the field’s drop-down list. by default, the Position you select here will be the default Event Type Manager for any new Event of the imported Type.
6
‘Import Event Type’ icon
Once you have selected a valid import file and set up the default information, click the ‘Import Event Type’ icon to import the Event Types into your TriLine GRC system.
Notes:
If you have not completed any required fields when you click the ‘Import Event Type’ icon, an ‘Important’ icon is displayed next to each required field.
All imported Event Types are prefixed with double asterisks, e.g. **Compliance Breach.
A ‘Success’ dialog is displayed once all Event Types have been imported successfully.
Procedures
Export Compliance Records
From the Main Menu, select Compliance | Export/Import Compliance Process records.
The ‘Export / Import Data’ Page is displayed.
On the ‘Export / Import Data’ Page, click the ‘Export Compliance’ tab.
Set the Compliance Process, Process Control and Security defaults that will be applied to all imported Compliance Records. (See the ‘Import Compliance’ tab).
