The Risk Assessment Import page allows you to import your hazards and controls master data using the provided spreadsheet template. Here you can:
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Add, edit, and remove items from your hazards and controls master data.
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Download your current or sample hazard and control data.
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Link PPE data to their associated hazards and controls.
To open this configuration page, select Configuration > Risk Assessment Import. The import and export records for the hazards and controls are displayed in the list view.
Edit hazards and controls
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Select Downloads > Download Current Data to export a list of your current hazards and controls from your j5 system. A spreadsheet template downloads to your computer.
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If you aren't redirected to the export record and the export record doesn't appear in the list view, refresh the page to view the record.
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Select Downloads > Download Sample Data to download a list of sample hazard and control data.
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Open the Risk Assessment Import Template.xlsx spreadsheet on your computer.
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On the Hazards and Controls sheet: Add, edit, and remove items from the Hazard Group, Hazard, Control, Mandatory, and PPE columns as required.
When a Hazard Group has multiple Hazards, and a Hazard has multiple Controls, merge the cells in the column so that the top and the bottom of each merged cell aligns with its associated hazards and controls. See the example image below.
All the columns in the import sheet are required, except for the Mandatory and PPE columns.
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To make a control mandatory, enter Yes, Y, or True in the mandatory column. Any other response or blank cell marks the entry as not mandatory.
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On the PPE sheet: Add, edit, and remove items from the Group and Description columns as required.
Like the Hazard Groups and Hazards, the PPE Group cells need to be merged so that their top and bottom lines align with their associated PPE items.
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Save your changes after updating the spreadsheet.
Import risk assessment
The risk assessment import spreadsheet needs to be imported twice – first, the PPE data needs to imported and then the Hazards and Controls data can be imported.
To import the risk assessment spreadsheet:
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Select Add
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Select the Add an attachment link in the Import File box, and then select Browse.
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Select the import template spreadsheet, and then select Open.
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Select the data you want to import: PPE or Hazards and Controls.
Import the PPE data first.
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Select the Import Type: Full Import or Partial Import.
If you want to upload new master data or you want to replace the existing master data with your edited spreadsheet list (for example, if you added, edited, and removed items from the list), select the Full import type.
Ensure that your spreadsheet includes all the hazards, controls, and PPE items you
need before doing a Full import. Any items that aren't included in the spreadsheet will be removed from j5.
If you want to do a partial import, select the Partial import type. The new items in the import spreadsheet are added and the Mandatory values of existing items are updated (when applicable). The items that exist on your j5 system but don't appear in the import spreadsheet are left unchanged – none of the items are deleted.
If you updated the name or description of an item, you need to do a Full import for your updates to replace the old name and description. If you do a Partial import, you will have the old name and description and the new name and description.
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To import the spreadsheet, select Save. A dialog box appears showing the number of entries created, deleted, and updated.
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If you’re satisfied with the predicted outcome, select OK to import the spreadsheet.
After the spreadsheet has been imported, the import record displays the number of entries that have been created, updated, and deleted, and the number of entries that resulted in an error.
The status of the import record is Error when any of the types fail to import. When there is an error, the Risk Assessment Import Errors tab lists the errors and gives the reason and location for each error.