Import data
The data import feature allows admins to import a large amount of data at once or update existing data.
Only people with the app admin role can import data.
Admins can populate their Focus instance with the following data or they can update existing data:
Focus areas - name, type, owner, status, health, target date, access controls
Positions, goals, and work data can't be imported or updated through spreadsheets; that information is created or added through the product UI.
To successfully get data into Focus, you'll need to perform three steps:
Download a spreadsheet
Focus offers different spreadsheets, depending on your intent:
Bring in all new data
Update an existing focus area and its sub-focus areas
Update all the focus areas and sub-focus areas in a view
Each spreadsheet includes a Focus area types tab, which serves as a reminder of existing types and where they sit in the hierarchy. Making changes to the Focus area types tab has no impact on your types in Focus.
To bring in all new data
Select the Settings icon in the top right corner, then select Focus settings.
From the left navigation, select Transfer data.
Next to Download an XLSX template, select Download. After the download finishes, go to your downloads to retrieve the file.
To update existing focus areas
Go to Focus areas and select the focus area you want to update.
Select More actions (•••) at the top right.
Select Export. After the export finishes, go to your downloads to retrieve the file.
To update the focus areas in an existing view
Go to Focus areas, select Views, and select the view whose focus areas you want to update.
Select More actions (•••) in the Actions column for the view you want to export.
Select Export. After the export finishes, go to your downloads to retrieve the file.
The exported spreadsheet is especially helpful for updating many details at once, but you can also add additional rows to the exported spreadsheet to create new focus areas.
Add the data
Regardless of where you download a spreadsheet, it contains two tabs: Focus area types and Focus areas.
Focus area types tab
Displays the labels for the types and where they sit in the hierarchy. An app admin sets these on the Types page in Focus settings. Making changes to the information on this tab has no impact on your types in Focus.
Focus areas tab
The basic structure of this tab remains the same whether you downloaded a blank template or exported existing data.
As you fill out the spreadsheet, make sure to:
Fill out the tabs and columns in order from left to right. Some columns will update automatically with a formula as you make changes.
Ensure that all focus areas don't share IDs with other focus areas, even ones that aren't listed on the spreadsheet.
Add the names of the focus areas in the types columns to visualize the hierarchy.
For existing items, double-check fields to make sure all changes are correct.
Save the spreadsheet when you're done making changes.
Columns
The columns on the spreadsheet include the following:
Focus area ID - the unique identifier for the focus area. A value is required in this cell. To most easily keep track of which IDs have been used, we recommend using sequential IDs when adding new items to the spreadsheet. For example, if the most recently created focus area has an ID of 101, the next one you add should have an ID of 102.
Note: If you exported existing focus areas before making changes to the spreadsheet, it's important that you don't change the Focus area ID.Column for types - each type from the Focus area types tab has its own column on this tab. This allows you to build out and visualize the hierarchy by naming the focus areas and assigning them a type. A value is required in this cell.
Owner - email address of the person who owns the focus area. A value is required in this cell.
Status - where the focus area is in its lifecycle: PENDING, IN_PROGRESS, PAUSED, or COMPLETED. A value is required in this cell.
Health - how well the focus area is going: ON_TRACK, AT_RISK, or OFF_TRACK. A value is not required in this cell.
Target date type - determines whether the date is a day, month, or quarter. A value is not required in this cell.
Target date (M/d/yyyy) - sets the date by which the focus area will be completed. A value is not required in this cell.
Can edit - comma-separated email addresses of users who have access control to edit the focus area.
Focus area name - displays the name of the focus area you added to the type columns to the left. A value is required in this cell.
Visualize the hierarchy
Each focus area type on the Types page in Focus settings has its own column, starting on the left with level 1.
Example
There are three levels in the hierarchy, and the type called Market is the type at the top.
An admin has established that there are two focus areas at the Market level: Enterprise and B2C.
The Enterprise focus area contains two business units: Technology and Digital Transformation and Sustainability and Corporate Responsibility.
The Technology and Digital Transformation business unit is divided into two groups: Accelerate High Growth Opportunities and AI and Machine Learning.
Import the spreadsheet
When you're finished making additions and changes to your spreadsheet, it's time to import the spreadsheet back into Focus.
To import the spreadsheet:
Select the Settings icon in the top right corner, then select Focus settings.
From the left navigation, select Transfer data.
Next to Upload from XLS file, select Upload.
Select your filled-in spreadsheet to upload it.
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