How to Bulk Update Existing Forms on a Register in Assurance

Updating existing Forms through a bulk import template is largely the same process as importing new Forms into Assurance.

In this article, you will learn about:

• Bulk Updating Existing Forms on a Register
• Bulk Updating a Form’s Status
• What are the Registers and Forms Data Import Rules
• What To Do if There Are Errors When Importing Forms onto a Register

Bulk Updating Existing Forms on a Register

1) First, navigate to the Admin settings and then select Import under the General section.

2) Select Registers and Forms.

3) Under the Download Import Template dropdown menu, select Existing Registers and Forms Import Template.

4) From the list displayed, select the template with the Register & Form that you would like to update. Or type to search for the desired template and select the template. Note that you cannot import into an Inactive Registers & Forms Template.

5) A blank Existing Import Template will be created with a column for each of your fields. The main difference from a New Import Template is that there is a mandatory field in column 'A' called Key.

This column is used by Assurance to map each of the Form that you are updating to the correct existing Form on the Register. It is the identifier for the Form - a combination of the Register prefix and the number of the Form.

Now, using one row for each Form, fill in your details and save. Note that you do not need to fill in every field, only the ones you want to update. If you leave a field blank in the template, it will not clear the existing data in the register, it will simply be ignored. Do not modify the template or remove any headings for columns that you are not using.

Once completed, save the CSV file and re-upload the Existing Import Template to Assurance by selecting the Upload Data button.


You will need to select the Import once for Assurance to validate the data and a second time for the data to update.

Bulk Updating a Form’s Status

You can update a Form’s status by an import file.

To do this, you will need to add a column to the import file called Status. Then, you can set the status for the Form in that column. If you leave it blank, the status will not change. If you have Open on a Form that is closed, it will be re-opened. If you have Closed on an Open Form, then it will be closed.

Please Note: This will bypass any approvals to close.

What are the Registers and Forms Data Import Rules

Please refer to our Support Hub article on What are the Registers and Forms Data Import Rules in Assurance – Support Hub (zendesk.com).

What To Do if There Are Errors When Importing Forms onto a Register

Please refer to our Support Hub article on What To Do if There Are Errors When Importing Forms onto a Register in Assurance – Support Hub (zendesk.com).