Groups can be updated and new groups can be created in bulk.

Service: Wevox Admin

Who can access: Owner

Service function:

This function enables us to update and create new group data in bulk.

This FAQ will guide you how to create/update group data in bulk.

Using Excel and CSV, the following can be done.

Create new groups
Change the group structure
Change the group name
Register/modify group codes

Notes

When updating group data in bulk, the【group_id】, which is automatically assigned by the system, is used as the starting point for the update. Please refrain from changing 【group_id】.
- If 【group_id】 is not entered, the group will be registered as a new group.
Only the groups listed in the Excel file will be updated.
- Groups that are not listed in the file will be judged as "no need to update information" and they will not be changed, nor be deleted.
- If you wish to archive all groups at once, please refer to "Bulk Archive of Groups".

Preparation

Decide in advance what kind of structure you would like to use.
Archive groups that are no longer needed.
- Click here to see how to archive groups
If you want to register group codes, prepare any code in advance.

Bulk update of Groups

Prepare Excel file for update
1. Login to Wevox Admin and open "Create/Update Groups" in the upper right corner of the group page.
2. Export current “group list”
3. Open the Excel file 1-b. and update the Excel file.
4. When creating a new group: Leave [group_id] blank and enter 【group_full_name】.【group_code】 is optional.
5. When creating a new group, please refrain from adding 【group_id】. It may cause an error.
6. When changing the configuration: Be careful not to duplicate the hierarchical structure or group names when updating.
7. When changing the group name: Update the corresponding section of 【group_full_name】 directly.Please be careful not to delete (or unnecessarily add) 【 / 】, which indicates the hierarchical structure.
8. To register/change the group code: Enter any character string in 【group_code】.
Reflect the Excel file created in 1. in the template.
1. Go to the "Bulk Add/Update" page in the upper right corner of the group page and click on “Template” to download the file.
2. Reflect the appropriate rows from the Excel created in 1-c in the template
  1. group_id: cannot be changed (leave blank if creating a new group)
  2. group_code; optional setting item
  3. group_full_name: Fill in the group structure you wish to update

Upload the template file which you updated
1. If the number of columns in the file is less than 1,000, you will receive an on-screen notification that the update is complete; if the number is 1,000 or more, an email notification will be sent upon completion.

This completes the update.

Please note the following when doing the update

Past data cannot be re-connected.
- When changing the group structure, please carefully consider where you want to link the data.
Please refrain from rewriting 【group_id】.
When creating a new group, leave [group_id] blank when uploading.
If you want to return to the original group, you can use the data exported in Execution Flow 1-b.
It is possible to upload not only Excel files but also CSV files(*This article is written in Japanese).

Create groups and make them hierarchical (How to make subgroup)

Overview

It is possible to create subgroups within [Group].

The upper-level groups contain members of the lower-level groups and survey results.

Many companies have arranged their groups according to their organization chart.

Note

Please set the number of members in a group to at least 3, since at least 3 responses are required to show detailed results.

Create groups and make them hierarchical (How to make subgroup)

1. Go to [Group].

2. Select the group you wish to include as a subgroup.

3. Click the "➕" (icon) in the upper right corner, and then select [Add Group].

4. Enter the group's name to be added and click [Create].

Error cases that are likely to occur

▼【group_full_name】is duplicated

When merging and reorganizing existing separate groups into a single group, there are two ways to do this, depending on whether or not past scores are to be carried over.

To carry over scores
- Of the multiple groups to be merged, only one group's data can be transferred. Please change only the structure of the main department and delete the other groups beforehand.
If the score is not carried over.
- Delete the original group and create a new group.

The above is an error that is likely to occur when merging the following departments.

▼【group_full_name】 is not listed.

Please make sure to enter the group name (full name including upper hierarchy *Refer to here for how to write it).

▼【group_id】is different.

If 【group_id】 is rewritten, one of the following behaviors will occur. To avoid confusion, please do not rewrite.

If the rewritten 【group_id】 exists in your account
- The group information of the written 【group_id】 will be updated, resulting in unintended updates.
- This will also affect past data.
If the rewritten 【group_id】 exists in other company's account
- An error will occur and the upload will fail.

▼Invisible formatting in the Excel file

If you convert the file to CSV format and then import the file, the formatting data causing the error will be removed and the import may be successful. Please select "CSV UTF-8 (comma delimited) (.csv)" format when you change the file from Excel format to CSV format.(The article is written in Japanese)

▼The 【group_id】of the archived group is listed

An error will occur if the group_id of an archived group is entered in the file when updating a bulk.

▼When updating an existing group, the【group_id】is not included in the file.

When updating data for groups that have already been created, if the group_id is not specified, it will be processed as a new group creation, not as an update of an existing group. Please be aware that this may result in unintended group creation.

＜If the above does not solve the problem＞

Please contact us from the chat on the lower right corner of the administration screen.