To import Organizational units to Position Green, follow these steps.

Important things to note before getting started

• See the Excel template attached. Sheet1 shows the template to populate and upload. Sheet2 gives useful insight such as what to populate the table with (row 3), an example and in columns J and K, the Available region codes.
  
• Org.units are set up in the "current year."
• If an org.unit already exists it is skipped in the import. This is determined by either:
  • an org.unit in the set-up has the same pretty ID as an org.unit being imported. Then they are considered the same.
  • the name is the same and has the same parent. e.g. Sweden/Malmö and the importing org.unit, Malmö, has the parent Sweden. Then they are considered the same.
• Any existing org.units are not updated in any way.
• Tag sets/tags not found in Position Green already are created.

Step 1: Fill in the Pre setup template

First, fill in the pre/template file in Sheet1 (see Sheet2 for guidance). 

The columns in the Excel template are to be populated as follows:

• First level, second level, third level and so forth.
  • These columns represent the hierarchy of the organization. You can add as many or as few as you like, as long as they are presented to the left of the "Pretty ID (optional)" column.
  • Each row represents a new unit in the organizational structure, meaning that each time you want to create a new organizational unit you should additionally create a new row. Change the naming of these columns as required.
• Pretty ID (optional)
  • This is a specific ID to identify the organizational unit with. This will be a consistent reference even if the name changes in future.
  • This is not a mandatory field to fill in but the column must exist in the spreadsheet which is uploaded and be the first column after the last level of hierarchy in the organizational unit. Its name must always be "Pretty ID (optional)."
  • This column must always be configured as "text" not "numbers". Note therefore that the PrettyId cannot start with 0. 
• Region Code (optional)
  • If an organizational unit belongs to a specific geographical region you can add the alpha3 code for that region here.
  • Must be an available and valid alpha3 code. You can find all available codes listed in Sheet2 in the attached Excel spreadsheet.
  • Currently, the region is only used for the global impact map in the hub.
  • An org.unit that does not have a region set on it will inherit the region from its parent.
  • E.g.
    • Org.unit ”USA” has the region ”United States of America” set on it.    
    • Org.units ”Florida” and ”California” are subunits of the USA and do not have a region set on them.
    • ”US Virgin Islands” is also a subunit of the ”USA” but is set to have the region ”United States Virgin Islands.” 
    • The data for Florida and California will be included in the resulting visualisation for the USA on the map.
    • The data for US Virgin Islands will be included in the United States Virgin Islands on the map.
• Tag
  • Add tags for each organizational unit. An infinite number of tags can be added.
  • Each column represents a new set of tags.
  • The column heading must start with "Tag - ." The rest of the text is interpreted as the name of the tag set. When importing organizational units, any tag sets or tags not already found will be created.
  • To have multiple tags in the same tag set, separate them with a semicolon (;). For example: office;distribution.

Step 2: Navigate within Position Green

Go company setup and then to advanced and "Import organizational units."

Step 3: Create a copy of the Excel sheet and remove Sheet2

Make sure that the name of the tab is "Organizational structure", and that the First level organizational unit is on Row 2.

Step 4: Upload the structure

Upload the Excel file to import the organizational units.

Troubleshooting: Error when uploading org.units

When importing a large amount of org units and the upload fails, it might be because there are too many org units. Try splitting up the file and uploading fewer org.units each time.