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Bulk data management

CloseCore offers three ways to manage tasks and templates in bulk:

  • Import a setup workbook to add users, folders, checklist templates, and reconciliation templates during setup.
  • Update existing templates to download your current configuration, edit it in a workbook, and apply changes from a chosen period forward.
  • Bulk edit tasks in the app to make changes such as reassigning tasks or updating due dates from the Checklist and Reconciliations pages.

Importing setup data​

The setup workbook​

CloseCore provides a setup document (an Excel workbook) that acts as a template. Fill in the workbook's tabs with your close configuration: tasks, accounts, folders, assignees, due dates, and mappings. Ask your account manager for the latest template if you don't have it.

Importing​

Open Admin → Import Data, choose Import setup workbook, and select the subsidiary to upload your completed workbook. CloseCore reads it and creates the corresponding tasks and mappings in the app. Use Update existing templates below when you want to change the current configuration.

Update existing templates​

Use this flow to add, change, or remove folder, checklist, and reconciliation templates. For example, you can change task descriptions, assignees, due dates, frequencies, tags, or reconciliation thresholds. The workbook is downloaded from your current configuration and is separate from the setup workbook used during onboarding.

Before you start​

The subsidiary's root folder setup must be complete. You need Manage documents, Checklist → Write, and Reconciliations → Write permissions to use this flow. Folder additions, renames, and removals also require Manage structure; creating new tags requires Manage tags. If the workflow contains restricted folders, you also need Access restricted folders. Ask your administrator if you need access. See Roles & permissions.

Download, edit, and upload​

  1. Open Admin → Import Data, choose Update existing templates, and select the subsidiary.
  2. Click Download workbook to get the current configuration.
  3. Open the workbook in Excel and read the Instructions sheet. Make your changes in Folder Templates, Checklist Templates, and Reconciliation Templates, then save it. Keep the Template ID on existing rows. Leave it blank only for new templates.
  4. Return to Upload and upload the edited workbook. You can also upload it unchanged and make your edits in CloseCore.
  5. In Edit templates, review the Folders, Checklists, and Reconciliations tabs. You can edit, add, or remove rows here. Fix any highlighted errors, then click Continue.
  6. Under Apply changes from, choose the effective period and click Review changes. Changes affect that period and later periods; earlier periods are left unchanged.
  7. Review the Added, Edited, and Deleted sections and resolve any validation errors or missing permissions. The item-type filters only change what is displayed, not which changes will be applied.
  8. Click Apply changes. Nothing is saved until you apply. After Changes applied appears, check for any folder-sync warnings and use View folders, View checklist, or View reconciliations to check the result.
warning

Removing an existing row from the workbook or the editing tables requests deletion of that template when you apply. Keep rows you want to leave unchanged, even if you are only updating a few templates. Do not add, remove, or rename the template sheets.

Workbook tips​

  • Download a fresh workbook for each update so you start with the current configuration.
  • Use existing users' email addresses for assignees. Separate multiple emails and their corresponding due dates with semicolons, following the Instructions sheet.
  • The Accounts sheet is a reference for reconciliation account numbers and names. Editing it does not update your chart of accounts.

Cloud storage folders​

When your changes include folder renames or removals, the review shows Also rename/remove the matching cloud storage folders. Leave it unchecked to keep existing cloud folders and their contents unchanged. Select it only if you also want those renames and removals applied in cloud storage from the effective period forward. New folders are created in cloud storage regardless of this option.

Bulk editing in the app​

Once your tasks exist, you can make broad changes without re-importing. On the Checklist and Reconciliations pages, select multiple tasks and edit them together, for example by reassigning them or updating due dates in one action.

Tips​

  • Standardize your recurring-folder names and month-folder format before you import, so the mappings line up cleanly. See Setting up a workflow.
  • To review recurring schedules, download the current configuration using Update existing templates. Non-monthly (quarterly/annual) tasks appear only in the periods they're assigned to.
  • For large or unusual imports, loop in the CloseCore team.