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Audiences and Organization Charts
Guide to Importing and Updating Org Charts & Individuals

Guide to Importing and Updating Org Charts & Individuals

Keeping your org chart up to date in ChangePlan is essential for maintaining accurate reporting, stakeholder alignment, and ensuring your initiatives reflect the latest organizational structure. This guide provides an overview of key steps and links to detailed instructions for each stage of the process.

Step 1: Importing a New Org Chart

If you are setting up an org chart for the first time, follow this guide to ensure a smooth import process:

Key Steps:

  1. Download the Org Chart Import Template
      • Go to Settings > Org Chart > Import Org Chart > Download XLSX Template
  1. Prepare Your Org Chart Data
      • Ensure that each hierarchical level is correctly structured.
      • Avoid duplicate level names and blank spaces.
  1. Upload the Org Chart
      • Navigate to Settings > Org Chart > Import Org Chart
      • Use the preview feature to check for errors before finalizing the import.
📌 Detailed Guide: Importing a New Org Chart

Step 2: Updating an Existing Org Chart

If your organization has undergone changes such as restructuring, renaming groups, or adding new levels, follow these steps to update your org chart.

Key Steps:

  1. Export Your Current Org Chart for Reference
      • Go to Audiences > Org Chart and click Export.
  1. Prepare Your Updated Org Chart File
      • Ensure all new groups are reflected in the file.
      • Standardize naming conventions for consistency.
  1. Import and Validate
      • Upload your updated file and resolve any flagged errors.
📌 Detailed Guide: Updating an Existing Org Chart

Step 3: Excel Preparation for Org Chart Updates

To avoid import errors and mismatches, it’s essential to clean and validate your data before importing.

Key Steps:

  1. Check for Duplicate Org Chart Groups
      • Remove duplicate rows and ensure unique group names.
  1. Identify Missing or New Groups
      • Use Excel’s conditional formatting to highlight discrepancies.
  1. Ensure Naming Consistency
      • Standardize group names across all files.
📌 Detailed Guide: Excel Preparation Guide for Org Chart Updates

Step 4: Uploading and Updating Individuals

After updating your org chart, you may need to ensure that individual assignments remain accurate.

Key Steps:

  1. Download the Individuals Import Template
      • Go to Audiences > Individuals > Import Individuals > Download Template.
  1. Match Individuals to the Updated Org Chart
      • Ensure that all individuals are correctly assigned to their respective groups.
  1. Upload and Validate
      • Use the preview feature to identify misaligned entries before finalizing the import.
📌 Detailed Guide: Uploading and Updating Individuals in ChangePlan

Step 5: Removing or Deleting Individuals

When employees leave or change roles, their records should be updated to maintain an accurate org chart.

Key Steps:

  1. Reassign Individuals to a Placeholder Group (if needed)
      • Move them to a “Former Employees” group instead of deleting them immediately.
  1. Bulk Delete Individuals (if necessary)
      • Use the bulk delete function for efficiency.
  1. Validate the Cleanup
      • Ensure that all impacted groups are updated accordingly.
📌 Detailed Guide: How to Remove or Delete Individuals

Final Recommendations & Best Practices

  • Regularly update your org chart to avoid outdated group structures.
  • Use Excel validation before uploading to prevent common import errors.
  • Coordinate changes with stakeholders to maintain accuracy across all initiatives.
By following these steps and using the linked resources, you can efficiently manage your org chart and ensure data integrity in ChangePlan.
Need help? Contact [email protected] for further assistance.
 
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