# Import Records

Import records from a spreadsheet when you need to create many records quickly.

You can import into a main record table or a linked records table.

{% hint style="info" %}
You can only import records if you have permission to create them.
{% endhint %}

### Open import from an application table

{% stepper %}
{% step %}

### Open the application

Go to the application that contains the records you want to import.
{% endstep %}

{% step %}

### Open the table

Open the relevant records list, such as **Third Party**, **Control Standard**, or **Risks**.
{% endstep %}

{% step %}

### Start the import

Select the three-dot menu in the top-right corner of the table.

Choose **Import**.

<figure><img src="/files/ltGWDf5RYuHHbnZ20jVs" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

### Open import from a linked records table

Use this method to create new records and link them to the current record automatically.

{% stepper %}
{% step %}

### Open the record

Go to the record that contains the linked table you want to import into.
{% endstep %}

{% step %}

### Open the linked table

Find the linked records table, such as **Local Controls**.
{% endstep %}

{% step %}

### Start the import

Select the three-dot menu in the top-right corner of the table.

Choose **Import**.

<figure><img src="/files/Zb0XQCia7OOfcP19mPHT" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

{% hint style="info" %}
Importing into a linked records table uses the full table structure.

Include all required attributes, not just the columns shown on the record.
{% endhint %}

### Prepare the import file

Use an export as your template. This shows the correct columns and format.

{% stepper %}
{% step %}

### Export a few existing records

Tick a few records in the table.

Open the three-dot menu in the top-right corner.

Choose **Export Selection**.
{% endstep %}

{% step %}

### Review the export

Open the spreadsheet in Excel or another spreadsheet tool.

Check the column names and value format.
{% endstep %}

{% step %}

### Add your new data

Enter the new records using the same structure as the export.
{% endstep %}
{% endstepper %}

### Format the file correctly

When you prepare the file:

* Keep the existing column headers unchanged.
* Separate multi-select values with commas.
* Enter **Users** and **Owners** as email addresses for users already in SureCloud.
* Start URLs with `https://`.
* Use the date format `YYYY-MM-DD`.
* Enter state values as `State | Stage`.
* Use either the ID or name for **Custom Hierarchy** values.

{% hint style="warning" %}
Do not rename existing column headers in the template.
{% endhint %}

If you need to import linked records:

* Add one extra column at the end called **links**.
* Do not add any other extra columns.
* Enter existing record names in that column as a comma-separated list.
* Import dependent records first.

For example, import risk assessments before importing risks linked to them.

### Import the file

{% stepper %}
{% step %}

### Open import

From the table, open the three-dot menu and choose **Import**.
{% endstep %}

{% step %}

### Select the file

Choose the spreadsheet you want to upload.
{% endstep %}

{% step %}

### Run the import

Select **Import** to start the upload.
{% endstep %}
{% endstepper %}

### Review failed records

After the import finishes, review the summary.

{% stepper %}
{% step %}

### Check the import summary

SureCloud shows how many records imported successfully and how many failed.
{% endstep %}

{% step %}

### Download the failed records report

If any rows fail, download the report to see the errors.
{% endstep %}

{% step %}

### Fix and reimport

Correct the source file and run the import again.
{% endstep %}
{% endstepper %}

### Troubleshooting

#### Import option is missing

* Make sure you have permission to create records.
* Make sure you are in the correct table.

#### File upload errors

* Check that the file matches the required format.
* Make sure all required fields are included.
* Check for extra spaces in column headers or values.

#### Records are not visible after import

* Check that the **Context** field is set correctly.
* Records without a context are only visible to their **Owner**.

### Things to know

* Importing into a linked records table still requires the full table structure.
* A template export helps you match the correct format.
* Failed rows can be fixed and imported again.
* Review imported records to confirm the data is correct.

If you still need help, contact your administrator or [Support](mailto:help@surecloud.io).


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