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Excel Import Workflow

Report Forge supports bulk import of repeating section data by pasting directly from Excel. This tutorial covers preparing your Excel data, mapping columns to section fields, performing the paste, and handling errors.

Scenario: You maintain a risk register in Excel and need to import 30 rows into the Risk Register section of your Monthly Progress Report edition.

Before you begin​

  • Have a Report Forge edition open in Draft status.
  • Identify the repeating section to import into (e.g. "Risk Register").
  • Have your source Excel file open and the data ready to copy.

Step 1 — Understand the section's column structure​

Before preparing your Excel data, check the exact column order in the Report Forge section.

  1. Open the edition → navigate to the Risk Register section.
  2. Click the Grid mode toggle if the section is not already in grid mode.
  3. Note the column order shown in the grid header:
PositionColumn nameField type
1Risk IDText
2Risk DescriptionTextarea
3CategorySelect
4LikelihoodSelect (High/Med/Low)
5ImpactSelect (High/Med/Low)
6RAG StatusRAG
7MitigationTextarea
8OwnerText
9Due DateDate
10StatusSelect
note

The paste operation maps columns by position, not by header name. Your Excel columns must be in the same order as the Report Forge section columns. Missing columns must be present as empty columns.

Step 2 — Prepare the Excel data​

  1. Open your source Excel file.
  2. Create a new sheet or working area with columns in the exact same order as the Report Forge section.
  3. Map your existing data to the correct column positions:
Your Excel columnMaps to Report Forge column
Risk No.Risk ID
DescriptionRisk Description
TypeCategory
Likelihood RatingLikelihood
Consequence RatingImpact
(leave blank)RAG Status
Control MeasuresMitigation
Responsible PersonOwner
Target DateDue Date
StatusStatus

  1. For the RAG Status column (position 6): RAG is computed automatically from Likelihood and Impact in some blueprints, or must be entered manually. If it is a manual entry, include values ("Red", "Amber", "Green"). If it is computed, leave the column blank.

  2. Select value formatting: Select fields require exact matching of option labels. Check the Report Forge section's option list and ensure your Excel values match exactly (case-sensitive).

    Report Forge optionExcel value must be
    HighHigh
    MediumMedium (not Med)
    LowLow

  3. Date formatting: Use YYYY-MM-DD (ISO 8601) or your local date format. Avoid formatted dates like 01-May-2026 — these may not parse correctly. Use 2026-05-01 instead.

Step 3 — Select and copy the data in Excel​

  1. Select only the data rows — do not include the header row.
  2. Ensure the selection is exactly 10 columns wide (matching the Report Forge section).
  3. Press Ctrl+C to copy.

Example selection (Excel):

R-001  Foundation cracking  Geotechnical  High  High  [blank]  Install monitoring points  Site Engineer  2026-06-15  Open
R-002  Wet season delay     Programme     Med   High  [blank]  Float buffer in schedule   PM            2026-07-01  Open
...

Step 4 — Paste into the Report Forge grid​

  1. In Report Forge, click on the first empty row in the Risk Register grid (or click + Add row to add a placeholder row first).
  2. Click the first cell of that row (Risk ID column).
  3. Press Ctrl+V to paste.

Report Forge processes the clipboard data:

  • Each clipboard row creates one new grid row.
  • Values are placed in the corresponding column by position.
  • Select field values are matched against the option list.
  • Date values are parsed and stored.

A progress indicator shows while large pastes (>20 rows) are processed.

Step 5 — Review the paste result​

After pasting, Review:

  1. Row count: The grid should now show the expected number of rows.
  2. Select fields: Check that Likelihood, Impact, Category, and Status values resolved correctly. Any value that did not match an option is shown with a red cell indicator and the original text preserved.
  3. Date fields: Check that Due Date values show as formatted dates, not raw strings.
  4. Blank cells: Required fields that were left blank are flagged with the required field indicator.

Step 6 — Fix paste errors​

Unmatched Select values​

If a Select field shows a red cell (value did not match any option):

Option A — Edit in Report Forge:

  1. Click the cell.
  2. Select the correct option from the dropdown.

Option B — Fix in Excel and re-paste:

  1. Update the Excel value to exactly match the Report Forge option label.
  2. Delete the affected rows in Report Forge.
  3. Re-copy from Excel and re-paste.

For large pastes with many unmatched values, Option B is faster.

Date parsing errors​

If dates show as text strings (e.g. 2026-06-15 appears as text):

  1. In Excel, ensure the date cells are formatted as Text or Short Date — not as a custom format.
  2. Re-copy and re-paste.

Extra blank rows​

If the paste creates extra blank rows at the bottom:

  1. Select the blank rows (click row handle to select the full row).
  2. Click Delete row in the row toolbar.

Step 7 — Verify and add manual rows​

After the bulk import, add any rows that were not in the Excel source:

  1. Click + Add row at the bottom of the grid.
  2. Fill in the new row manually.

Then navigate to any other sections that need updating — the pasted rows are already saved.

Step 8 — Submit​

When all sections are complete:

  1. Review the Validation panel — ensure no errors on pasted rows.
  2. Click Submit for review.

Tips for recurring Excel imports​

Keep a template Excel file​

Maintain an Excel template with:

  • Columns in the exact Report Forge section order.
  • A reference sheet with valid option values for each Select field.
  • Instructions for date formatting.

Share this template with contributors who maintain the risk register or action log in Excel between reporting cycles.

Incremental import (update + new rows)​

For monthly updates where the source Excel has both existing rows (updated) and new rows:

  1. In Report Forge, delete the rows from the previous period that are being replaced.
  2. Paste the full current Excel dataset.

This is simpler than trying to identify and update individual rows manually.

What the paste does not support​

FeatureSupported
File/image field importsNo — attachments must be uploaded manually
Rich text formattingNo — pasted text is treated as plain text
Formulas (Excel)No — only the calculated value is pasted
Header row in clipboardNo — include data rows only
Column re-mapping at paste timeNo — columns must be in section order