How to format your data in Excel to be imported into Easy Taxonomy™.

Modified on Tue, 16 Apr 2024 at 08:34 AM

The data in the Excel spreadsheet must be in a predefined format that is accepted by the Easy Taxonomy™ import engine.


Scroll down to the Attachments Section below for an Excel Template that you can use to format your data.


After putting your data in the right format, please learn more about Importing taxonomy from an excel file.


TABLE OF CONTENTS


Excel Spreadsheet Details


The table below explains all the tabs and columns of the Excel Template.


Taxonomy tab: taxonomy Settings.

Tx_Code

Each taxonomy must have a unique code. Preferably the abbreviation of the taxonomy, e.g. CS for Corporate Services.

Tx_Level

You can specify the level of granularity your taxonomy needs to reach. Each level is identified with a number. Enter a number between 2 and 4, where:

2= Function Level

3= Sub-Function Level

4= Business Process Level

Tx_Name_PrimaryLanguage

Name of the Taxonomy in the primary language. It is a good practice to use a descriptive name here.

Tx_Name_SecondaryLanguage

In case you are developing a bilingual taxonomy, Provide the name of the Taxonomy in the secondary language.

Tx_EnableRecordsManagement

Display the Records Management section, this section allows you to capture additional details about the taxonomy, what kind of information is tagged with the taxonomy, what retention label to apply to the classified information and what disposition action to be taken at the end of its life. Enter TRUE or FALSE in the respective cell.

Tx_EnableRetentionLabel

Display the M365 retention label tab. This tab allows you to either develop the retention label or select an existing retention label that you have previously developed for another taxonomy. Enter TRUE or FALSE in the respective cell.

Tx_EnableCustomColumnsEnables the Custom Column feature, this feature allows you to capture additional properties for the item in question.
Tx_EnableViewManagementEnables the View Management Feature, this feature allows you to manage filters that are used to define criteria for views and enables the creation and management of views for taxonomies.

Details - English tab: English values of the taxonomy details.

Tx_Title_PriLanguage

Name of the Taxonomy in the primary language.

Tx_Description_PrimaryLanguage

Description of the Taxonomy in the primary language.

Tx_FunctionSeriesNumber

Unique series number of the function. it has to have the format: The taxonomy code + "-" + a unique number with leading zero; Tx_Code-00 (e.g. ABC-01, SDF-20, EFG-06).

Tx_FunctionTitle_PrimaryLanguage

Name of the Function in the primary language.

Tx_FunctionDescription_PrimaryLanguage

Description of the function in the primary language.

SubFunctionSeriesNumber

Unique series number of the sub-function. it has to have the format: The Parent function series number + a unique number with two leading zeros.

Tx_Code-XX-YYY, where Tx_Code-XX is the series number of the parent function (e.g. ABC-01-003, SDF-20-120, EFG-06-012).

SubFunctionTitle_PriLanguage

Name of the sub-function in the primary language.

SubFunctionDescription_PriLanguage

Description of the sub-function in the primary language.

BusinessProcessSeriesNumber

Unique series number of the business process. it has to have the format: Tx_Code-XX-YYY-ZZZ, where Tx_Code-XX-YYY is the series number of the parent sub-function (e.g. ABC-01-003-005, SDF-20-120-023, EFG-06-012-928).

BusinessProcessTitle_PriLanguage

Name of the business process in the primary language.

BusinessProcessDescription_PriLanguage

Description of the business process in the primary language.

Tx_DispositionProcess_PrimaryLanguage

In the primary language, describe the disposition process. e.g. Delete documents, retain document forever, Transfer to, etc.

Tx_IRBV_PrimaryLanguage

In the primary language, describe the information resources of business value that is going to be produced within this business activities.

Tx_IREV_PrimaryLanguage

In the primary language, describe the information resources of enduring value that is going to be produced within this business activities.

Tx_RetentionTrigger_PrimaryLanguage

In the primary language, describe the action(s) that trigger the count down of the retention period. e.g. Last modified. Document created. You can also mention the criteria that is used to determine the disposition date, such as Last modified date, Creation Date, Project Closure Date, Superseded date, etc.

Tx_RetentionExceptions_PriLang

In the primary language, describe any condition or situation that will make the document excluded from following the retention and disposition rules identified in the fields above, and what is the new rule.

Tx_RetentionPeriod_PriLang

In the primary language, describe for how long the document has to be retained when the retention period is triggered. (e.g. 5 Years; 7 Years, 6 months, forever, etc.)

Tx_DispositionAuthority_PrimaryLanguage

In the primary language, describe the disposition authority.

Tx_OPI_PrimaryLanguage

In the primary language, describe the office of the primary interest.

Tx_M365RetentionLabel

Enter the retention label to be assigned to this Taxonomy element.

The retention label must already be created in the system to be entered here.


Tx_Disclouser_PrimaryLanguageThe security classification of the produced records. Enter here one of the following values:
  • Public
  • Confidential
  • Strictly Confidential

Details - Français tab: French values of the taxonomy details. 

Tx_Title_SecLanguage

Name of the Taxonomy in the secondary language.

Tx_Description_SecondaryLanguage

Description of the Taxonomy in the secondary language.

Tx_FunctionSeriesNumber

Unique series number of the function. it has to have the format: Tx_Code-XX (e.g. ABC-01, SDF-20, XYZ-06).

Tx_FunctionTitle_SecondaryLanguage

Name of the Function in the secondary language.

Tx_FunctionDescription_SecondaryLanguage

Description of the function in the secondary language.

SubFunctionSeriesNumber

Unique series number of the sub-function. it has to have the format: Tx_Code-XX-YYY, where Tx_Code-XX is the series number of the parent function (e.g. ABC-01-003, SDF-20-120, XYZ-06-012).

SubFunctionTitle_SecLanguage

Name of the sub-function in the secondary language.

SubFunctionDescription_SecLanguage

Description of the sub-function in the secondary language.

BusinessProcessSeriesNumber

Unique series number of the business process. it has to have the format: Tx_Code-XX-YYY-ZZZ, where Tx_Code-XX-YYY is the series number of the parent sub-function (e.g. ABC-01-003-005, SDF-20-120-023, XYZ-06-012-928).

BusinessProcessTitle_SecLanguage

Name of the business process in the secondary language.

BusinessProcessDescription_SecLanguage

Description of the business process in the secondary language.

Tx_DispositionProcess_SecondaryLanguage

In the secondary language, describe the disposition process. e.g. Delete documents, retain document forever, Transfer to, etc.

Tx_IRBV_SecondaryLanguage

In the secondary language, describe the information resources of business value that is going to be produced within this business activities.

Tx_IREV_SecondaryLanguage

In the secondary language, describe the information resources of enduring value that is going to be produced within this business activities.

Tx_RetentionTrigger_SecondaryLanguage

In the secondary language, describe the action(s) that trigger the count down of the retention period. e.g. Last modified. Document created. You can also mention the criteria that is used to determine the disposition date, such as Last modified date, Creation Date, Project Closure Date, Superseded date, etc.

Tx_RetentionExceptions_SecondaryLanguage

In the secondary language, describe any condition or situation that will make the document excluded from following the retention and disposition rules identified in the fields above, and what is the new rule.

Tx_RetentionPeriod_SecondaryLanguage

In the secondary language, describe for how long the document has to be retained when the retention period is triggered. (e.g. 5 Years; 7 Years, 6 months, forever, etc.)

Tx_DispositionAuthority_SecondaryLanguage

In the secondary language, describe the disposition authority.

Tx_OPI_SecondaryLanguage

In the secondary language, describe the office of the primary interest.

Tx_M365RetentionLabel

Enter the retention label to be assigned to this Taxonomy element.

The retention label must already be created in the system to be entered here.

Tx_Disclouser_SecondaryLanguageThe security classification of the produced records. Enter here one of the following values:
  • Public
  • Confidential
  • Strictly Confidential

Custom Fields - English tab: English values of the custom attributes. 

Tx_FieldNameEnglish

The field name in English.

Tx_FieldNameFrench

The field name in French.

Tx_FieldValue

The field value in English.

Tx_Code

The file plan code.

Tx_FunctionSeriesNumber

The function series number.

Tx_SubFunctionSeriesNumber

The sub-function series number.

Tx_BusinessProcessSeriesNumber

The business process series number.

Custom Fields - Français tab: French values of the custom attributes. 

Tx_FieldNameEnglishThe field name in French.
Tx_FieldNameFrench

The field name in French.

Tx_FieldValue

The field value in French.

Tx_Code

The file plan code.

Tx_FunctionSeriesNumber

The function series number.

Tx_SubFunctionSeriesNumber

The sub-function series number.

Tx_BusinessProcessSeriesNumber

The business process series number.

Views tab: Views details.

Tx_ViewNameThe English name of the view.
Tx_FrenchViewNameThe French name of the view.
Tx_ViewDescriptionThe English description of the view.
Tx_FrenchViewDescriptionThe French description of the view. 
Tx_ViewFilterFieldThe English name of the filter that is used to build the query.
Tx_ViewFilterFieldValueThe English value of the filter that is used to build the query.
Tx_FrenchFilterFieldValueThe French value of the filter that is used to build the query.
Tx_FrenchViewFilterFieldThe French name of the filter that is used to build the query.
Tx_FilterConditionThe Operator that is linking the clauses together, in case multiple rows are for the same view. Possible operators:
  • AND
  • OR
  • NOT
Note: The operator must be applied to the subsequent rows, not to the first row, and the subsequent rows must be listed in the excel after the first row.

Filter Fields tab: filters and filter values used to create the views.

Tx_Code

The file plan code.

Tx_FunctionSeriesNumber

The function series number.

Tx_SubFunctionSeriesNumber

The sub-function series number.

Tx_BusinessProcessSeriesNumber

The business process series number.

Tx_ViewFilterFieldThe English name of the filter.
Tx_ViewFilterFieldValueThe English value assigned to the filter.
Tx_FrenchViewFilterFieldThe French name of the filter.
Tx_FrenchViewFilterFieldValueThe French value assigned to the filter.


Tips

  • Start from an exported template: Do not transform your own excel file plan into an importable file, this may lead to mistakes in the names tabs and of columns, instead download the provided template in this article (see Attachments section below) or create a file plan in Easy Taxonomy™ and export the taxonomy into Excel, which gives you a template to populate with your own data.


  • Ensure no duplicate rows in the tabs "Details - English" and "Details - Français", or entries using the same combination of series numbers (Tx_Code, Tx_FunctionSeriesNumber, Tx_SubFunctionSeriesNumber, and Tx_BusinessProcessSeriesNumber).


  • In case of a large file, and where it is difficult to validate the series numbers, use an Excel formula to validate:
    • The function series number (Tx_FunctionSeriesNumber) always starts with the file plan code (Tx_Code).
    • The sub-function series number (Tx_SubFunctionSeriesNumber) always starts with the function series number (Tx_FunctionSeriesNumber).
    • The business process series number (Tx_BusinessProcessSeriesNumber) always starts with the sub-function series number (Tx_SubFunctionSeriesNumber).


Example of Series number validation in an excel spreadsheet import file.


  • Manually validate the Import: Easy Taxonomy Import Engine is very sensitive to certain elements during the import. Currently the engine does not generate any audit log of the import, and it does not display any error, validation of the import is a manual process.


Attachments

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article