Create and manage data sheets to your controls

Add a data sheet

To add a data sheet to your control program, click on the title of the program under “Your programs” on your Dashboard. Then click on “Add a data sheet” under “Data sheets”.

Data sheets are added on program level and will only be available in that specific program.

Add data to your data sheet

You can add data to your data sheet by clicking on either “Create a new data sheet” or “Use an existing data sheet”.

To add data to a new data sheet, click on the title of the program under “Your programs” on your Dashboard. Click on “Add data sheet” under “Data sheets”, fill out the form and click on “Save and edit data”.

To add data to an existing data sheet, click on the specific program under “Your programs” on your Dashboard. Go to “Data sheets” and click on the title of the data sheet you want to add data to.

Data can be added be either copying data from Excel or by typing it manually. To insert data from Excel, select the column(s) you want to copy in Excel, then go to your data sheet and insert the data. You can manually add data by typing in the cell you want to add data to.

In order to use your data sheet in a control, you must provide data to the defined columns.

Rows can be added or deleted to fit your needs.

If your data contains numbers with separators, select thousand separator and decimal separator.

Click “Save the data sheet” when all the data has been provided.

Change existing data sheets

To change an existing data sheet, click on the specific title of the program under “Your programs” on your Dashboard. Then go to  “Data sheets” and click on the title of the data sheet you wish to change.

There are three different scenarios when changing data of existing data sheets: Changing data of a data sheet in a control yet to be performed, changing data of a data sheet where some of the control has been performed, and changing data of a data sheet where the control has been performed. The three scenarios will be further elaborated:

Changing data of a data sheet in a control yet to be performed:

When changing the data of a data sheet in a control yet to be performed, the data sheet will be updated immediately. If users are already assigned to the control but have not yet performed the control, the data will be updated in their control as well.

Changing data of a data sheet where some of the control has been performed:

If the assignee has performed some of the control and selected “Save work and come back”, and the data of the data sheet in that control is then changed, the data no longer match. A name or value in the data sheet can be added, removed, or changed. Since the assignee might already have completed this part of the control, the changes are illustrated with different colors.

  • Red: A row or column has been removed from the data sheet
  • Yellow: A name or value has been changed
  • Green: A row or column has been added to the data sheet

When the assignee begins performing the control again, these colors will be visible until the assignee clicks on “Save work and come back”. If the changed rows have been edited, the “Verified” check will be removed. It is still possible to see comments and attached files from rows that have been removed or edited.

Changing data of a data sheet where the control has been performed:

If the control has already been performed, the assignee will not be getting a notification of the changes, since the control has already been completed. In order to get the assignee to perform the control with the new data, the control will have to be sent again.

Completed data sheet control

When a control has been completed, it is no longer accessible to the assignee. Changes in the data sheets will no longer affect the control they were added to.

If a recurrence has been set on the control, any changes in the data sheet will be visible to the assignee at the next recurrence data.

The completed control can be found in the activity log where it can be reopened or archived.

Data sheet designer

To design your data sheet, click on the title of the program under “Your programs” on your Dashboard. Then click on “Add a data sheet” under “Data sheets”.

To change the design of an existing data sheet, click on the title of the program under “Your programs” on your Dashboard. Click on the title of the data sheet you want to change under “Data sheets”. Then click on the three grey dots in the upper right corner, and select “Edit columns”.

The data sheet designer is easy to use and offers a flexible way of customizing your data sheet. Provide a name of your data sheet and you can start designing the columns.

Design your data sheet by using one or more of the column types. The different column types are:

  • Text: The content of the column will be text e.g. names, systems, or area.
  • Number: The content of the column will be a number e.g. budgeted value, expected value, or realized value.

After selecting the type of the column, you will have to provide a name, and choose if the data in the column will be “Unique key” or “Grouping”. It is also possible to get a summary of the column. At least one of your columns have to be “Unique key”, and at least one have to be “Grouping”.

  • Required: Check this box if you want to make sure that there are no blank cells.
  • Unique key: Each row will have to be unique, meaning that one or several columns in combination will result in a unique row e.g. account number, employee number, or department number
  • Grouping: How you want to group or delegate your data e.g. person responsible, area, or department. This is used when creating a control and you want to assign users to different parts of the data sheet.

The design is simple to adjust, you can adjust the columns by clicking on the three grey dots, and selecting “Move up”, “Move down”, “Copy”, or “Delete”.

Save your data sheet by clicking on “Save and edit data”.

Perform your data sheet control

You can perform your data sheet control in two different ways:

Email invitation link:

When you are assigned to a control, you receive an email with a link to the control you need to perform. Click on “Go to control” to perform the control you are assigned to.

You do not need to login to Impero to perform/complete a control.

Login at the website:

If you are assigned to a large number of controls, you may choose to login to Impero to get a complete list of the controls you are assigned to. The tab “Your pending actions” presents a list of controls assigned to you. Click on the control title to perform the control.

This will require a login to Impero.

Add a comment or attach a file

When performing the control, you can add a comment or attach a file to specific rows. Click on the unfold button on the right side of the row, if you want to add a comment or attach a file.

If a reviewer is assigned to the control, you can provide a comment for the reviewer at the bottom of the control. Click on “Submit and close” to perform the control.

Review data sheet control

You can perform the review in two different ways:

Email invitation link:

When you are assigned as reviewer on a control, you receive an email that asks you to perform review on the assigned control before due date.

You do not need to login to Impero to review a control.

Login at the website:

If you are assigned to review a large number of controls, you may choose to login at Impero to get a complete list of the controls you are assigned to review. The tab “Your pending actions” presents a list of controls you are assigned to review. Click on the review title to perform the review.

This will require a login to Impero.

Complete the review:

When completing your review, you can either approve or reject the control. It is possible to add comments and files to the review. Click on “Complete the review” to perform review on the control. If there is a comment or an attached file, the reviewer can click the unfold button to reveal them.

If the reviewer rejects the completed control, the assignee will get a notice to perform the control again. The reviewer’s comments and/or added files will be visible to the assignee. When the assignee completes the control again, it is possible for the assignee to provide a comment to the reviewer.

Once the assignee has performed the control again, the reviewer will get a notice to perform review on the control again. All activities are stored in the control log.

Use your data sheet in a control

You can add your data sheet to a control by clicking on either “Create a new control” or “Add to an existing control”.

To add your data sheet to a new control, click on “Create control” in the menu, go to “Tasks” and click on “Data sheet”.

To add data sheet to an existing control, click on the specific program under “Your programs” on the Dashboard. Then click on the title of the program you wish to add your data sheet to.

Provide your task with name and instructions. Then select the data sheet you wish to add to the control under “Data sheets associated with the control program”. When the data sheet is selected, you will see a list of your predefined grouping. Check the box or boxes of the data you want to add to the control. Only data that fulfill the predefined grouping and has been checked in the boxes will be visible for the assignee when receiving the control. If the grouping has already been assigned to a user, there will be a text displaying in which control it has been assigned.

Why use data sheet?

Data sheets can be used to optimize your controls and handle large amounts of data in a very efficient way. It is possible to group the data and assign it to users in different controls. Data sheets can be used for reconciliation, validation etc. As long as the data is in columns, the data sheet function can handle the data.