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Excel Preparation Guide for Org Chart Updates

Excel Preparation Guide for Org Chart Updates

This guide walks you through preparing your HR data file, cleaning up duplicate entries, and ensuring consistency before import.

Published on March 11, 2025

Step 1: Format Your HR Data File

Before updating your org chart, ensure your HR employee data aligns with ChangePlan’s import requirements.

Download and Fill the Org Chart Import Template

  1. Navigate to: Settings > Org Chart > Update Org Chart > Download XLSX template.
  1. Input your updated org chart data, ensuring correct structure:
      • Column E: Org Level 1 (Top-level division)
      • Column F: Org Level 2
      • Column G-O: Additional hierarchy levels as needed
📌 Tip: Use a separate sheet to store a backup of your raw data before making changes.

Step 2: Identify and Remove Duplicate Org Chart Names

ChangePlan does not accept matching parent and child group names within the same hierarchy.

Check for Duplicates Across Rows

  1. Select columns E to O (Org levels from row 2 to the last entry).
  1. Go to: Home > Conditional Formatting > New Rule.
  1. Choose Use a formula to determine which cells to format.
  1. Enter the formula:
      2. notion image
  1. Click Format > Fill Color > Orange, then press OK.
  1. This highlights duplicate org chart names.
  1. Delete the most junior child group (furthest to the right) where duplicates exist.
📌 Example: Instead of repeating "Business Services" at multiple levels, rename them for clarity:
  • Business Services (Org Level 1) → Business Services Department (Org Level 2) → Business Services Team (Org Level 3)

Step 3: Validate and Clean Your Org Chart Data

Copy, Sort, and Remove Duplicates

  1. Copy columns E:O from your updated org chart into a new sheet named ‘Updated Org Chart’.
  1. Sort all columns in ascending order (A-Z):
      • Select the entire dataset.
      • Go to Data > Sort and choose Sort A-Z.
          • notion image
  1. Remove duplicate org chart group names:
      • Select all columns (including column A).
      • Go to Data > Remove Duplicates.
      • Ensure Selection has headers is checked.
      • Ensure all columns are selected before confirming deletion.
      notion image

Step 4: Compare Existing vs. Updated Org Chart

Create a Concatenated Version for Easier Comparison

  1. Concatenate all org levels into a single column (Column L) using:
    1. Copy as values to Column M.
    1. Create a new sheet: ‘Updated Org Chart Concat’, then copy-paste Column M.
    1. Download your existing org chart from ChangePlan (All initiatives > Audience page > Org Chart Tab).
    1. Open the file and copy columns A:K into a new sheet: ‘Existing Org Chart’.
    1. Repeat Step 1-2 for the existing org chart and store concatenated values in a sheet called ‘Existing Org Chart Concat’.

    Highlight Missing or New Org Chart Groups

    1. To find missing groups from your existing org chart:
        • Select ‘Existing Org Chart Concat’.
        • Apply Conditional Formatting using:
          • Fill color Orange.
          • Filter by color Orange (missing groups).
      1. To find newly created groups in your updated org chart:
          • Select ‘Updated Org Chart Concat’.
          • Apply Conditional Formatting using:
            • Fill color Green.
            • Filter by color Green (new groups).

        Step 5: Import the Updated Org Chart

        Upload the Updated File

        1. Navigate to: Settings > Org Chart > Update Org Chart.
        1. Upload the cleaned file and use the preview feature to detect missing or mismatched groups.
        1. Resolve errors by transferring groups or deleting outdated groups as needed.
        1. Once confirmed, import the file.
        📌 For importing individuals, follow this guide: How to Upload & Update Individuals

        Next Steps

        Once your org chart is prepped and cleaned, proceed with importing into ChangePlan. 📌 For more details on updating your org chart in ChangePlan, refer to: Updating an Existing Org Chart
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