Table of Contents
Summary
Before You Begin: Ensure you have the necessary permissions to access the upload feature referenced in Step 7. If you cannot access the feature, contact your administrator or support team.
Building your Vendor Risk Management program starts with populating your Whistic Vendors. The Bulk Vendor Import Template is the most efficient method for adding multiple vendors at once or updating existing vendor information in bulk. For adding just one or two vendors individually, refer to our single vendor setup guide HERE.
Important Limitations & Warnings:
- Data Restrictions: Some vendor details cannot be modified for existing vendors through this process, including the Vendor URL (domain), which is permanently set upon initial creation
- Data Loss Risk: Improper use of this feature can cause permanent data loss to existing vendor records
- Vendor Intake Form: Avoid making changes to your Vendor Intake Form during this process, as those edits will automatically appear in your Bulk Vendor Import Template and may cause confusion
- Disable Active Links: Be sure to turn-off any active domains/URLs on the spreadsheet. If there are any active links when uploading the template, it will result in an error
- Assessment Requests: Pre-questionnaire workflow logic & rules will not trigger when adding vendors via the Bulk Vendor Import process. However, you can set new questionnaire data in the Program Automation section of the file to have a request sent out to a particular vendor. We recommend that you set this at least 48 hours in advance due to timezone differences.
📹 Here is a short video on the process:
📋 Steps
1. From the Dashboard, use the Resources drop-down and select Bulk Import and Export
2. From the Bulk Vendor Export & Import page, select Download Vendor Import Template. A window will appear; follow the instructions indicated. Select OK.
3. Refresh the page - Look for a file named "[Company Name]'s Vendor Import Template.xlsx" and click to download. If the file doesn't appear, wait for an email notification confirming it's ready. Large vendor catalogs may take up to 60 minutes to generate.
4. After downloading the file, create a backup copy by adding "backup" to the filename (e.g., "Template backup.xlsx"). This protects your data in case you need to restore previous information. Review the Instructions tab in the document for guidance on using the file.
5. Review the Your Vendors tab thoroughly before making any edits to see pre-existing data. The Bulk Vendor Import Template is formatted for platform upload, so don't modify column headers or sheet order. See the Dos and Don'ts section below for data entry guidelines. Save the file before uploading.
6. To upload, go back into the Bulk Vendor Export & Import page (Vendors | Actions | Bulk Import and Export) and select Upload Vendor Import Template.
7. A window - Import Vendors - will appear. Select Import Spreadsheet. Upload your completed Vendor Import Template.
8. Wait for the file to upload. A success message will appear - for hundreds of vendors, you'll see an upload notification instead. Return to the Vendor Catalog and refresh the page to see your updated vendors. If changes don't appear immediately, wait a few seconds and refresh again. Review your vendor catalog after completion to verify the updates.
If the upload was not successful, any errors will be indicated in the upload window with a reference to the issue. Data in the upload template must match the criteria found in the Vendors Data. Please contact at support@whistic.com for any questions.
9. If you notice anything wrong with your vendor data post-import, please revert it to your CSM and Support, along with the file backup that you saved in step #5. This file will likely be used to correct any data that is wrong.
We are no longer using that terminology and will refer to this page only as the 'Bulk Vendor Import and Export'. Keep in mind, the 'Upload' button can still be utilized to securely upload information that you may want to share with Whistic Support, if you choose.
FAQ
Q. Do you have any tips that will help? A: Yes! Listed below.
💡 Bulk Vendor Import Tips
📝 Pre-Import Guidelines:
- Data replacement: Fields with data will overwrite existing vendor catalog entries
- Selective updates: Only listed vendors are affected; others remain unchanged!
- No data deletion: Blank fields are ignored during import
✅ Required Fields (at a minimum):
- Vendor URL
- Vendor Name
- Product/Service Name
- Vendor Status
- Vendor Contact: All-or-nothing requirement - complete First Name, Last Name, and Email for each vendor, or leave all blank.
📏 Template Rules:
- Don't modify: Column headers, order, or hidden rows (1-4)
- Don't reorder: Keep sheet tabs in original sequence
- Date format: Use MM/DD/YYYY
- Cell notes: Red corners indicate helpful notes - right-click to view
🔍 Vendor Identifier Column:
- Blank: Creates a new vendor record
- Populated: Updates existing vendor (ensure alignment)
🔧 Troubleshooting:
Import stuck on "Starting":
- This may be a 504 browser error - check if changes applied anyway
- Contact Whistic Support if changes didn't process
Server error during import:
- Template likely over-modified
- Get a fresh template, copy data, and re-import
- Common cause: Deleting the Instructions tab
Need help with import:
- Whistic can import via Admin Console in some cases
- Contact your Whistic representative
📚 Additional Resources
- Request a questionnaire/assessment from a vendor - Please click HERE.