If you need to add new departments in bulk or require changes to several existing departments, we recommend using the import tool.
Note: Before completing a department import, please download and read the full Department Import Specification. You can also download a Department Import Template CSV file if required.
Prerequisites
If assigning approval flows to departments, ensure all approval flows are created before importing the department data.
General rules
The file format must be .csv.
Column headers are required for data fields that need updating. Header names are space and case-insensitive.
If the file does not contain the required data fields, the whole CSV file will be rejected.
If the file contains any extra headers not recognised, the whole CSV file will be rejected.
If an existing department is found with the same name, the existing department is updated.
If any data field on a record has an error, the record is skipped, and processing moves onto the next record.
The maximum number of records/departments is 10,000 per CSV file import.
Character limits include spaces.
Import departments
To import your departments, follow the steps below.
1. Click the Account Name > Admin.
2. In the User Management section, click the Departments subheading.
3. Click the Add button and select Import Departments from the drop-down.
4. In the pop-up window, click Browse and select the CSV file containing the department data from your device.
5. Click Import.
Note: Always use Test Mode to ensure you are importing the data correctly. After your file has been tested, click View Full Details in the File Processing Complete banner to view the Imported File Details results.
New records - number of new departments created.
Updated records - number of existing departments changed.
Skipped records - use the feedback given for each skipped record to make corrections to the departments before importing the file again.
If an unexpected error occurs, please contact support@expensein.com for help.
6. Check the processed file email notification sent to you matches the import record totals.
7. Once you have successfully tested your departments import, import your departments with Test Mode disabled.
8. When your CSV file is imported, you'll receive a confirmation message on the page; your departments will now be added or updated.