Onboarding Multiple Third Parties into EB360 (Bulk Upload) – Ethixbase360

If you need to onboard large numbers of third parties to EB360, the most efficient way to do this is to use Bulk Upload. The bulk upload process uses an Excel-based template to import third party data into the platform. This page provides:

Step-by-step instructions on the upload process.
Detailed advice on how to fill in the upload template.

Note that the bulk upload template should NOT be used to update existing third parties. There is a separate template that you can use for this purpose - for more information, see Bulk Updating Third Parties.

Template versioning (IMPORTANT)

The bulk upload template is dynamically generated whenever you download it from the platform. This is because the custom attributes are added based on the current configuration of the platform at that time. This includes custom attribute IDs, which are used to place your values into the correct fields. Therefore, it is important that you always use an up-to-date bulk upload template.

If you use an older template (even just a few days old), there is a risk that platform settings may have changed since the template was downloaded. This can cause bulk upload to fail.

To onboard multiple third parties into EB360 via bulk upload:

In the top right-hand corner of your EB360 platform, click Add new third party:
In the 'Create New Third Party' dialog, select Import Data:
The 'Import Data' dialog is displayed. Click List of available Sample Excel Files:
A new browser tab is opened, displaying a list of available template files. Select the Upload file (not the 'Update' file):
The latest version of the Bulk Upload Template is downloaded. Edit it using Excel, to add the required third party details - see the following sections on this page for detailed advice on how to fill in the template.
If your platform uses auto-verification, please follow the best practice advice below, when entering third party details.
Once you have added the third party information to the template, return to the Import Data dialog. If this is not already open in a browser tab, re-open it by selecting Create new third party > Import Data.
In the Import Data dialog, upload your edited Bulk Upload Template. Either drag and drop the template file or select it from your computer:
Click Upload to complete the bulk third party onboarding process.

If any third parties are not imported because they are duplicates of existing third parties on the platform, these will be clearly listed, including the row number and third party name.

The remainder of this page provides advice on how to fill in the bulk upload template.

How to use the Bulk Upload Template

There will be three mandatory columns that must be populated in the bulk upload template:

Type: (O – Organization, P – Person)
Supplier Name (the name of the third party), note the current platform will limit this to 80 characters
Country / Territory of Registration: This should match the exact country names that are available on the platform. Please use the available drop-down list from the template.

The following fields should be treated as required if you intend to send DDQs to the third parties. Note these can be updated later in the platform, but it may be more work than getting them in from the outset.

Contact Person Name, creates a new contact record in the supplier on the platform, and will set it to the primary contact.
Third Party Email, the email address associated with the new contact that has been created

BOTH should be provided.

The remainder of the columns map as follows to the platform fields

Registration Number, string field
DUNS Number, string field
URL, string field
Contact Language, this is a drop down where you can select the supplier language, see below for more details.
Contact Number, string field
Address 1, string field
Address 2, string field
City, string field
State, string field
Postal Code, string field
System Owner, Email of an active user
0..N custom attributes, based on the type of the custom attribute, see below for details.

Best practice to support auto-verification:

Enter third party names as accurately as possible, including corporate suffixes (e.g. LTD, PLC).
Include additional details such as street address or website URL to achieve a confidence score higher than 7.
Include the company's registration number to get the best possible matches.

Available contact languages

The following contact languages are accepted. However note that this does not mean any Due Diligence Questionnaires on the platform support all these languages.

English
Arabic
Burmese
Chinese Simplified
Chinese Traditional Taiwan
Czech
Dutch
French
German
Greek
Gujarati
Hebrew
Hindi
Hungarian
Indonesian
Italian
Japanese
Kannada
Korean
Malay
Marathi
Norwegian
Polish
Portuguese
Portuguese
Brazilian
Romanian
Russian
Spanish
Slovenian
Swedish
Tamil
Telugu
Thai
Turkish
Ukrainian
Vietnamese
Laos
Tagalog
Khmer

Drop down boxes in the upload template

The first 49 rows of the spreadsheet have drop-downs for the type, country and contact language. If you want to add the drop-downs to further rows for these columns, cut and paste these first rows into however many additional rows you need.

Allowable countries

The countries must match one of the countries that is available on the platform. The complete list is here for reference.

Ensure when entering them into the template to honor the case of the name as well as the text.

Afghanistan
Aland Islands
Albania
Algeria
American Samoa
Andorra
Angola
Anguilla
Antarctica
Antigua and Barbuda
Argentina
Armenia
Aruba
Australia
Austria
Azerbaijan
Bahamas
Bahrain
Bangladesh
Barbados
Belarus
Belgium
Belize
Benin
Bermuda
Bhutan
Bolivia
Bonaire, Sint Eustatius and Saba
Bosnia and Herzegovina
Botswana
Bouvet Island
Brazil
British Indian Ocean Territory
British Virgin Islands
Brunei Darussalam
Bulgaria
Burkina Faso
Burundi
Cambodia
Cameroon
Canada
Cape Verde
Cayman Islands
Central African Republic
Chad
Chile
China
Christmas Island
Cocos (Keeling) Islands
Colombia
Comoros
Congo
Cook Islands
Costa Rica
Cote d'Ivoire
Croatia
Cuba
Curaçao
Cyprus
Czech Republic
Democratic Republic of the Congo
Denmark
Djibouti
Dominica
Dominican Republic
Ecuador
Egypt
El Salvador
Equatorial Guinea
Eritrea
Estonia
Ethiopia
Falkland Islands (Malvinas)
Faroe Islands
Fiji
Finland
France
French Guiana
French Polynesia
French Southern Territories
Gabon
Gambia
Georgia
Germany
Ghana
Gibraltar
Greece
Greenland
Grenada
Guadeloupe
Guam
Guatemala
Guernsey
Guinea
Guinea-Bissau
Guyana
Haiti
Heard Island and McDonald Islands
Holy See (Vatican City State)
Honduras
Hong Kong
Hungary
Iceland
India
Indonesia
Iran
Iraq
Ireland
Isle of Man
Israel
Italy
Jamaica
Japan
Jersey
Jordan
Kazakhstan
Kenya
Kiribati
Korea, Democratic People's Republic of
Korea, Republic of
Kosovo
Kuwait
Kyrgyzstan
Lao People's Democratic Republic
Latvia
Lebanon
Lesotho
Liberia
Libya
Liechtenstein
Lithuania
Luxembourg
Macao
Macedonia
Madagascar
Malawi
Malaysia
Maldives
Mali
Malta
Marshall Islands
Martinique
Mauritania
Mauritius
Mayotte
Mexico
Micronesia, Federated States of
Moldova, Republic of
Monaco
Mongolia
Montenegro
Montserrat
Morocco
Mozambique
Myanmar
Namibia
Nauru
Nepal
Netherlands
New Caledonia
New Zealand
Nicaragua
Niger
Nigeria
Niue
Norfolk Island
Northern Mariana Islands
Norway
Oman
Pakistan
Palau
Palestine Territory
Panama
Papua New Guinea
Paraguay
Peru
Philippines
Pitcairn
Poland
Portugal
Puerto Rico
Qatar
Reunion
Romania
Russia
Rwanda
Saint Barthelemy
Saint Helena, Ascension and Tristan da Cunha
Saint Kitts and Nevis
Saint Lucia
Saint Martin (French part)
Saint Pierre and Miquelon
Saint Vincent and the Grenadines
Samoa
San Marino
Sao Tome and Principe
Saudi Arabia
Senegal
Serbia
Seychelles
Sierra Leone
Singapore
Sint Maarten (Dutch part)
Slovakia
Slovenia
Solomon Islands
Somalia
South Africa
South Georgia and the South Sandwich Islands
South Sudan
Spain
Sri Lanka
Sudan
Suriname
Svalbard and Jan Mayen
Swaziland
Sweden
Switzerland
Syrian Arab Republic
Taiwan, Province of China
Tajikistan
Tanzania
Thailand
Timor-Leste
Togo
Tokelau
Tonga
Trinidad and Tobago
Tunisia
Turkey
Turkmenistan
Turks and Caicos Islands
Tuvalu
Uganda
Ukraine
United Arab Emirates
United Kingdom
United States
United States Minor Outlying Islands
Uruguay
Uzbekistan
Vanuatu
Venezuela
Viet Nam
Wallis and Futuna
Western Sahara
Yemen
Zambia
Zimbabwe
U.S. Virgin Islands

Bulk Upload with Custom Attributes

If you have added a set of Custom Attributes to the platform, they will be automatically included when you download the Bulk Upload Template. They will appear as additional columns at the end of the template.

The custom attributes will be labeled with their name and their unique IDs in the order they appear in the custom attribute list in the platform settings.

Only Active custom attributes will appear and be importable.

Custom attributes have types, and you should be aware of the types when entering values into the sheet. The types determine the allowable values:

String, this is a free form text field, it will take almost any content you add to the cell
Double (Precision Number), a High precision number which can include decimal points, non numeric will not be uploaded
Boolean, an attribute which needs to be Yes / No
Date, a single date value, this needs to be in the form yyyy-mm-dd
List of Strings, the value in this cell needs to exactly one of the possible values for that custom attribute.
Country, This needs to match one of the countries in the Country tab of the upload template
User, allows the selection of a specific user from the Users section of the Platform settings
Rating, this needs to be a number from 0-X, where X is the upper end of the selected rating scale.
Multi-select String, a list of strings that the user can select multiple values from. The values must be | separated and be the exact allowable values for that custom attribute. I.E. if the allowable values are X1, Y2, Z3 then you might add X1|Z3
Multi-select Country, The list of countries must be taken from the country list, multiple options are pipe separated | I.E. France|Germany|Russia

Adding Associates

Associates can be added to third parties at the time of bulk upload. They are added to the associate tab. There should be one row per associate, where each row has:

The Type: P (person) or O (organization)
The Supplier name, which needs to correspond exactly with a supplier name in column B of the Upload Template sheet
The Supplier country, which needs to be the same as the country for that supplier in column D of the upload template
Associate name, the full name of the associate or organization you want to add as an associate

Each row will add an associate to the matched supplier / country. Therefore if you add 3 rows with the same supplier / country combo then 3 associates would be added to that supplier.

If the supplier name and country pair do not match an entry in the Upload template that row will be ignored

Duplicates

Because the spreadsheet does not have access to the platform it cannot detect duplicates that are already in the platform. You can use the export function if required and paste the third parties in a new tab to check for duplicates using excel functions before the import.

Detecting duplicate third parties in the upload file

The upload template does not have duplicate detection, but the platform will treat a duplicate as a third party which has the same (exact) name and country. Assuming you have not changed the columns then you can paste this formula into every row in the last column on the Upload template (the one after the last custom attribute

=SUM(IF(B3=B$3:B3,IF(D3=D$3:D3, IF(B3="",0,1),0)))

This will display an integer in the cell, any value > 1 represents a duplicate in the data set.

Detecting duplicate associates in the upload file

An associate would be a duplicate if it has the exact same supplier name, country and associate name. You can add the following in each row in column E of the associate template to detect duplicates:

=SUM(IF(B3=B$3:B3,IF(C3=C$3:C3,IF(D3=D$3:D3,IF(B3="",0,1),0),0)))

Any value in these cells greater than 1 means a duplicate.

Best practices

Getting the upload template into shape for your data can be time consuming and excel itself adds a few curve balls its best to avoid as well as some useful tooling that can perform some additional checks.

Maximum upload

The suggested maximum for any given upload is 2000 rows. It is strongly suggested that you let this complete before starting another batch. Based on the platform configuration these may take up to an hour or a little more.

Stopping excel treating formulas as normal text

Sometimes excel can treat a formula you have entered as normal text, so despite adding cell content of the form =XYZ, the cell does not execute the formula.

To fix this right click on the cell(s), select format and change its type to 'General'

You may then need to force a recalculation, press F2 on the cell to do this.

Remove unwanted spaces

If you want to clean up the data automatically you can paste the raw data into another sheet and then bring it across into the upload template. This can be useful for a number of reasons. Let's assume you added it to a sheet called 'rawdata'

//Move the data across form the sheet without change from once cell to another
=rawdata!A2
//Remove all invisible leading and trailing whitespace, use the following format instead
=TRIM(rawdata!A2)
//Ensure the correct case and removed white space
=TRIM(PROPER(rawdata!A2))

Cleaning up email addresses

Email addresses can be entered in all kinds of formats and contents, for example:

Emails are checked and if part of a long string extracted, for example ‘Bob Smith (bob.smith@ethixbase.com)’ becomes just bob.smith@ethixbase.com.
Remove fields with multiple emails in favor of the first
Remove name (email) and replace with just email
Trim left and right white space
Check the case and make all lower
Check for valid email (I.E. has @ )

This needs to be done on another sheet, for example the Raw Data sheet if you have added it, then pass the emails through two more cells w (in subsequent columns with the following formulas:

//First formula, switching out A1 for your email cell
=LOWER(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE( IFERROR(LEFT(A1,(FIND("&",A1,1)-1)), IFERROR(LEFT(A1,(FIND(",",A1,1)-1)), A1))," ", ""), " ",""), "(","<"), ")",">"))
//Second cell, replace A2 with the output of the first formula
=IF(ISNUMBER(SEARCH("@",SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(IFERROR(MID(P8,SEARCH("<",A2)+1,SEARCH(">",A2)-SEARCH("<",A2)-1),A2)," ", ""), " ",""), "<",""), ">",""))), IF(ISNUMBER(SEARCH(".", SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(IFERROR(MID(P8,SEARCH("<",A2)+1,SEARCH(">",A2)-SEARCH("<",A2)-1),A2)," ", ""), " ",""), "<",""), ">",""))), SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(IFERROR(MID(A2,SEARCH("<",A2)+1,SEARCH(">",A2)-SEARCH("<",A2)-1),A2)," ", ""), " ",""), "<",""), ">",""),""),"")

What happens when Ethixbase360 Support team assist with bulk onboarding, and will every record be manually reviewed?

When the Ethixbase360 Support team assists with the bulk onboarding of Third Parties, each record is expected to be processed through the automated due diligence workflow, where applicable. To maintain efficiency, the team will conduct spot checks on approximately 10–15% of the records to confirm that all required workflows have triggered correctly.

The client retains ultimate responsibility for reviewing all workflow results and confirming that the outputs satisfy their organization’s due diligence requirements.