Import Tool - FAQ's

Frequently Asked Questions

1. What types of imports can I perform?
   You can import three main types of users into RQ Platform, each supporting distinct roles and permissions :
   
   • Standard Users - These are applicants / participants who submit applications, submissions, nominations or forms within your platform. 
   • Reviewers - Individuals who evaluate or score on submissions using rubrics and review workflows.
   • Administrators - Users with elevated privileges to manage programs, oversee user access, and monitor all submission and review activity. 
2. Where do I start an import?
   To import standard users, reviewers, or administrators, go to Manage Users and select Import. This uploads users into the system. 
   If you need to upload reviewers and assign them to a specific program, navigate to the relevant program and use the "Assign Reviewers" feature to complete the import and assignment process.
3. Can I import different users types in one file? 
   No. Each import type must be processed separately. Each has its own required fields and validation logic - combining them will result in an error. 
4. How can I get the correct import template?
   Select Download Template from the import page. The platform will generate an Excel file containing the appropriate column structure for your selected import type. Before downloading, you have the option to include additional profile attributes as needed.
5. What happens if my Excel file has multiple sheets?
   The system only supports one sheet per file. If multiple sheets are detected, you'll see an error: "Multiple sheets detected - please upload a single sheet."
6. Which field are required to complete an import? 
   At minimum, you must include First Name, Last Name and Email. 
   These fields are required to accurately identify and create each user profile during the import process. Without them, the system cannot complete the user import. You may also choose to include additional profile information, but these three fields are mandatory for every import regardless of user type.
7. How do I handle Review Groups in a Reviewer import?
   To assign Reviewers to a program and designate their review groups, complete the import process from the "Assign Reviewers" screen within the specific program.
   • If the Review Groups exists, reviewers are added to it automatically 
   • If the Review Group doesn't exist, it's flagged as "Will be created" and will be automatically added once the import is confirmed. 
   • If no Review Group is specified, reviewers are assigned to the default group "All". 
8. Can I update existing records using the import tool?
   Yes. You can choose one of three import modes:
   • Create & Update - Adds new and updates existing records
   • Create New Only - Adds only new records
   • Update Existing Only - Updates only existing records
9. How can I preview my data before importing? 
   Once your file is uploaded and column are mapped, an Import Preview will appear. This preview provides
   
   • A summary indicating how many users will be Created, Updated or Imported 
   • User details including First Name, Last Name, Email and any additional fields selected for import.
10. Where can I find the import Audit Log?
    After an import completes, you can view the Audit Log in the Import History section. It shows:
    • Who ran the import
    • When it occurred 
    • How many records were created, updated, or ignored
11. Can I include profile fields in my import?
    Yes. When downloading the template, you can optionally select additional profile attributes (ex. Department, Country, Organization). The system will include those fields in your Excel file and allow you to map them during upload.
12. Will the import affect existing data?
    Only if you choose Create & Update or Update Existing Only. These modes overwrite existing information with the new data from your Excel file. The system always prompts you with a warning before applying updates.
13. Can I undo an import?
    No, imports cannot ben undone once completed. If you make a mistake, re-import the corrected data using the Update Existing option.