How to format your data in Excel to be imported into Taxonomy?

Modified on Mon, 30 Jan 2023 at 10:13 AM

The data in the Excel spreadsheet must be in the format that is suitable for the Taxonomy app.

1. Download the Excel template file which is formatted the way the data should be tabulated. See attachments at the bottom of this page.

2. Complete the Excel Template using the description of the columns in the table below:

Column Name	Column Description
Taxonomy - Tab
Tx_Code	Each taxonomy must have a unique code. Preferably the abbreviation of the taxonomy, e.g. CS for Corporate Services.
Tx_Level	You can specify the level of granularity your taxonomy needs to reach. Each level is identified with a number. Enter a number between 2 and 4, where: 2= Function Level 3= Sub-Function Level 4= Business Process Level
Tx_Name_PrimaryLanguage	Name of the Taxonomy in the primary language. It is a good practice to use a descriptive name here.
Tx_Name_SecondaryLanguage	In case you are developing a bilingual taxonomy, Provide the name of the Taxonomy in the secondary language.
Tx_EnableRecordsManagement	Display the Records Management section, this section allows you to capture additional details about the taxonomy, what kind of information is tagged with the taxonomy, what retention label to apply to the classified information and what disposition action to be taken at the end of its life. Enter TRUE or FALSE in the respective cell.
Tx_EnableRetentionLabel	Display the M365 retention label tab. This tab allows you to either develop the retention label or select an existing retention label that you have previously developed for another taxonomy. Enter TRUE or FALSE in the respective cell.
Details - English - Tab
Tx_Title_PriLanguage	Name of the Taxonomy in the primary language.
Tx_Description_PrimaryLanguage	Description of the Taxonomy in the primary language.
Tx_FunctionSeriesNumber	Unique series number of the function. it has to have the format: The taxonomy code + "-" + a unique number with leading zero; Tx_Code-00 (e.g. ABC-01, SDF-20, EFG-06).
Tx_FunctionTitle_PrimaryLanguage	Name of the Function in the primary language.
Tx_FunctionDescription_PrimaryLanguage	Description of the function in the primary language.
SubFunctionSeriesNumber	Unique series number of the sub-function. it has to have the format: The Parent function series number + a unique number with two leading zeros. Tx_Code-XX-YYY, where Tx_Code-XX is the series number of the parent function (e.g. ABC-01-003, SDF-20-120, EFG-06-012).
SubFunctionTitle_PriLanguage	Name of the sub-function in the primary language.
SubFunctionDescription_PriLanguage	Description of the sub-function in the primary language.
BusinessProcessSeriesNumber	Unique series number of the business process. it has to have the format: Tx_Code-XX-YYY-ZZZ, where Tx_Code-XX-YYY is the series number of the parent sub-function (e.g. ABC-01-003-005, SDF-20-120-023, EFG-06-012-928).
BusinessProcessTitle_PriLanguage	Name of the business process in the primary language.
BusinessProcessDescription_PriLanguage	Description of the business process in the primary language.
Tx_DispositionProcess_PrimaryLanguage	In the primary language, describe the disposition process. e.g. Delete documents, retain document forever, Transfer to, etc.
Tx_IRBV_PrimaryLanguage	In the primary language, describe the information resources of business value that is going to be produced within this business activities.
Tx_IREV_PrimaryLanguage	In the primary language, describe the information resources of enduring value that is going to be produced within this business activities.
Tx_RetentionTrigger_PrimaryLanguage	In the primary language, describe the action(s) that trigger the count down of the retention period. e.g. Last modified. Document created. You can also mention the criteria that is used to determine the disposition date, such as Last modified date, Creation Date, Project Closure Date, Superseded date, etc.
Tx_RetentionExceptions_PriLang	In the primary language, describe any condition or situation that will make the document excluded from following the retention and disposition rules identified in the fields above, and what is the new rule.
Tx_RetentionPeriod_PriLang	In the primary language, describe for how long the document has to be retained when the retention period is triggered. (e.g. 5 Years; 7 Years, 6 months, forever, etc.)
Tx_DispositionAuthority_PrimaryLanguage	In the primary language, describe the disposition authority.
Tx_OPI_PrimaryLanguage	In the primary language, describe the office of the primary interest.
Tx_M365RetentionLabel	Enter the retention label to be assigned to this Taxonomy element. The retention label must already be created in the system to be entered here.
Details - Français - Tab
Tx_Title_SecLanguage	Name of the Taxonomy in the secondary language.
Tx_Description_SecondaryLanguage	Description of the Taxonomy in the secondary language.
Tx_FunctionSeriesNumber	Unique series number of the function. it has to have the format: Tx_Code-XX (e.g. ABC-01, SDF-20, XYZ-06).
Tx_FunctionTitle_SecondaryLanguage	Name of the Function in the secondary language.
Tx_FunctionDescription_SecondaryLanguage	Description of the function in the secondary language.
SubFunctionSeriesNumber	Unique series number of the sub-function. it has to have the format: Tx_Code-XX-YYY, where Tx_Code-XX is the series number of the parent function (e.g. ABC-01-003, SDF-20-120, XYZ-06-012).
SubFunctionTitle_SecLanguage	Name of the sub-function in the secondary language.
SubFunctionDescription_SecLanguage	Description of the sub-function in the secondary language.
BusinessProcessSeriesNumber	Unique series number of the business process. it has to have the format: Tx_Code-XX-YYY-ZZZ, where Tx_Code-XX-YYY is the series number of the parent sub-function (e.g. ABC-01-003-005, SDF-20-120-023, XYZ-06-012-928).
BusinessProcessTitle_SecLanguage	Name of the business process in the secondary language.
BusinessProcessDescription_SecLanguage	Description of the business process in the secondary language.
Tx_DispositionProcess_SecondaryLanguage	In the secondary language, describe the disposition process. e.g. Delete documents, retain document forever, Transfer to, etc.
Tx_IRBV_SecondaryLanguage	In the secondary language, describe the information resources of business value that is going to be produced within this business activities.
Tx_IREV_SecondaryLanguage	In the secondary language, describe the information resources of enduring value that is going to be produced within this business activities.
Tx_RetentionTrigger_SecondaryLanguage	In the secondary language, describe the action(s) that trigger the count down of the retention period. e.g. Last modified. Document created. You can also mention the criteria that is used to determine the disposition date, such as Last modified date, Creation Date, Project Closure Date, Superseded date, etc.
Tx_RetentionExceptions_SecondaryLanguage	In the secondary language, describe any condition or situation that will make the document excluded from following the retention and disposition rules identified in the fields above, and what is the new rule.
Tx_RetentionPeriod_SecondaryLanguage	In the secondary language, describe for how long the document has to be retained when the retention period is triggered. (e.g. 5 Years; 7 Years, 6 months, forever, etc.)
Tx_DispositionAuthority_SecondaryLanguage	In the secondary language, describe the disposition authority.
Tx_OPI_SecondaryLanguage	In the secondary language, describe the office of the primary interest.
Tx_M365RetentionLabel	Enter the retention label to be assigned to this Taxonomy element. The retention label must already be created in the system to be entered here.

Attachments (1)

xlsx

Taxonomy-Imp....xlsx
13.6 KB