Universal Imports & Exports

Purpose

Universal Imports and Exports are used to transfer data between CGR instances. 

• Transfer Data from different CGR instances [production and test/staging]: It allows admins to transfer data from a CGR test environment to a production environment.

Important Notes

• System Administrator access is required to perform Exports and Imports via admin.
• This administration feature is only applicable to CGR software.
• It uses an encryption key [universal key] that can only be downloaded from CGR Software. This key is downloaded from the CGR Software that will receive the data [importer], and installed into the CGR Software that is exporting the data [exporter].
• Both application must be in the same CGR version. 

Step by Step Guide To Use Universal Imports and Exports

For the scenario below we are assuming that you have two CGR software instances, production and staging/test. 

In this scenario you want to bring Risk data from Test [exporter] to Production [importer].

Universal Keys

1. Navigate to Admin > Universal Keys in the importer application. This will open a list of universal keys [if any] that have been imported into the application. Here you can also export the key for the application you are in [this would be done if you are looking to bring data into this application] by pressing the download button.
   
   
   
   
   
2. Once you have the key downloaded [.pem file], you need to go to the CGR software you want to export from [exporter], then go to the same Admin > Universal Keys page. But this time, click Add [see image above].
   
   
3. Give it a title. We typically suggest using the Application where the key is from. In our case, CGR Production [importer]. Then drag and drop the key or choose a file to upload. 
   Save.
   
   
   
   
   
4. With the key in place, now it is time to move to Exporting the data.

Exporting

1. Navigate to Admin > Universal Exports.
   
   
2. On this page you will see any data that has been exported from this application. If you have already exported data and wish to click the title of an export, and then download the file. When you click the download button, it will display all the key names that you have uploaded into the exporter CGR software. In this case, it shows 'Safety'. When you select the key name, this will export the data and encrypt it so it can only be opened by the CGR application that will import the data [where the key comes from].
   
   
   
   
   
3. If you have not exported the data yet, click 'Add'.
   
   
   
   
   
4. Give it a title. We suggest a title that refers to the data that is being exported. In our case, Risks – Major Projects [risks from the major projects register]. Select:
   1. The modules to be exported. What modules you want the data for [if you do not wish to export a particular module, simply exclude it from selection. Leave it blank if all data.
   2. Custom Types to be exported. You may wish to export risks but not opportunities, this allows you to select what to export. Leave it blank for all.
   3. Registers [sometimes called projects] to be exported. Select which registers will export the data, in our case, Major Projects.
   4. Filters to be used. You may wish to filter the data further, for example, only risks with status “Active”. Here you can apply any filters that exist in the software.
   5. Save.
   6. After the page reloads, you will see the export details as below:
      
      
      
      

It shows the status as pending. This means that the data has not yet been exported, but it is ready to. If you need to make changes, click edit and follow the instructions in step 4. If ready, click export.

Exporting data using this method takes time, and the status will change to “Exporting” [see last row on the image above] to keep you updated. Depending on how much data is being exported, it can take a few minutes.

When ready, it will show status “Exported”, this means that the data is in the application and ready to be downloaded with the key encryption.

5.   Click Download and select the Key name [typically being the application where it came from]. This will download a .zip file that is ready to be imported into the importer CGR software.

Importing

1. With the .zip file to import ready. Navigate to Admin > Universal Imports in the importer CGR Software. Click Add.
   
   
2. Give it a title, and upload the .zip file.
   
   
3. You will see a mapping page. This is where you will need to map all the fields from the exported data to the CGR software you are importing into. The CGR software will try to match and map as much as possible for you.
   
   
   
   
   
4. Mapping is done in three [3] steps: fields, organisational fields, users; custom types, workflows, lookup options; status.
   
   
5. For any mappings that are blank [shown in the image above as 'please select one'] and have in the 'internal' column a '*', this means that it is required to be mapped to something. If internal is not marked with the asterisk, then it can be left blank [in the cases of being left blank, it will not import this data point].
   
   
6. Map your data. Click Next on the top right corner to go to the next step until you reach the last step and it shows 'Finish' at the top right.
   
   
7. Click it. The page will reload and it will display the options to 'Edit Mappings' or 'Import'. Click import if ready. The status will change to importing [see below].
   
   
   
   
8. When the import is complete, it will show 'Imported'. Please note that it may take several minutes depending on the amount of data being transferred.