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Importing CompliSpace Incident Report Templates

Import CompliSpace templates into Clipboard to ensure accuracy

Clipboard's CompliSpace template import feature allows you to directly import Incident Report Templates from your CompliSpace Assurance account into Clipboard. This automated process replaces the previous manual configuration method, significantly reducing setup time and eliminating integration errors.

Overview

The Import CompliSpace Template feature automatically converts your CompliSpace Assurance incident form structure into a compatible Clipboard Incident Report Template.

Instead of manually recreating each field, you can now import the template configuration using your CompliSpace template ID and a JSON export file.

This integration ensures that Incidents recorded in Clipboard are automatically pushed to CompliSpace Assurance with correct field mapping, maintaining data accuracy between both systems without double-handling.

What Gets Imported

Supported CompliSpace Field Types

The import process successfully converts the following CompliSpace field types:

Selection Fields:

  • Single select (radio buttons or dropdown)

  • Multi-select (checkboxes or hierarchy)

  • Dependent fields (fields that appear based on previous selections)

Text Fields:

  • Short text fields (with character limits)

  • Long text fields

Date and Time:

  • Date fields

  • Time fields

Field Types That Cannot Be Imported

Some CompliSpace field types cannot currently be mapped to Clipboard:

  • Attachments - File upload fields

  • Scale fields - Rating scales

  • Instructions - Display-only text sections

  • Group/Table fields - Repeating field groups

  • Numeric fields

If one of the above is particularly important to your School's workflow, be sure to let our Support team know so they can lodge a feature request

If your CompliSpace template contains these field types, they will be skipped during import. You'll need to work with your CompliSpace administrator to determine if these fields are essential for your workflow.

Field Visibility and Stages

The import process respects CompliSpace's field visibility settings:

  • Only mandatory and optional fields are imported

  • Hidden and read-only fields are excluded

  • Fields are imported regardless of their CompliSpace stage (Management, Investigation, Reporting, etc.)

  • If all stages of a given field are 'hidden' then that field will be hidden in Clipboard. In any other circumstance, Clipboard will show it.

Template Structure Limitations

  • Sections within your CompliSpace template are partially supported. Since Clipboard doesn't currently have a "Section" concept here, we will preface your field name with the Section name from CompliSpace

  • Conditional/dependent fields are fully supported

Prerequisites

Before importing a CompliSpace template, ensure you have:

  • An active CompliSpace Assurance integration configured in your Clipboard Environment

  • Your CompliSpace template ID (a unique number identifying your form)

  • The JSON export file of your CompliSpace template

How to Obtain Your CompliSpace Template Details

  1. Log into your CompliSpace Assurance account

  2. Navigate to your Incident form configuration

  3. Locate the template ID (usually displayed in the form settings or URL)

  4. Export the template as a JSON file

Contact your CompliSpace administrator if you need assistance accessing these items.

How to Import a CompliSpace Template

Access Incident Report Templates

  1. Open Settings (bottom left sidebar)

  2. Navigate to Incidents (in the Settings menu)

  3. Locate the Incident Report Templates section

  4. Click the Create button (top right)

  5. Select Import CompliSpace Template from the dropdown menu

A modal titled "Import CompliSpace Template" will appear with three required fields:

Incident template name*

  • Enter a clear, descriptive name for this template in Clipboard

  • This name is for your internal use and doesn't need to match CompliSpace exactly

  • Choose something your staff will recognise when reporting Incidents

  • Example: "Sport Injury Report" or "General Incident Form"

CompliSpace template ID*

  • Enter the unique numeric identifier from your CompliSpace template

  • This must match exactly - even one digit wrong will cause the import to fail

Import CompliSpace template*

  • Click to browse or drag and drop your JSON file into the upload area

  • Only JSON format files are accepted

Import and Verify

  1. Review all three fields carefully for accuracy

  2. Click Import (bottom right of modal)

  3. Clipboard will process the template (this may take a few moments)

  4. Upon success, your new template will appear in the Incident Report Templates list

  5. The template will show which Departments it's assigned to

Understanding What Happens During Import

When you import a CompliSpace template, Clipboard:

  1. Validates the template structure - Ensures the JSON file matches expected CompliSpace format

  2. Converts field types - Maps CompliSpace field types to equivalent Clipboard field types

  3. Preserves field properties - Maintains field names, hints, options, and dependencies

  4. Creates integration mappings - Establishes links between Clipboard and CompliSpace fields

  5. Assigns to Departments - Makes the template available for selected Departments

The conversion process automatically handles:

  • Field validation requirements (mandatory vs optional)

  • Character limits on text fields

  • Dropdown and multi-select options

  • Conditional field dependencies

  • Field instructions and hints

After Import: Using Your Template

Once your CompliSpace template is imported:

For Staff reporting Incidents:

  • The template appears as an option when reporting new Incidents

  • All fields from CompliSpace are available to complete

  • Conditional fields appear/hide based on responses

  • Required fields must be completed before submission

For data synchronisation:

  • So long as the integration is configured, Incidents reported using this template automatically push to CompliSpace

  • Field mappings ensure data appears in the correct CompliSpace fields

  • Integration status is visible in the Incidents list

  • Failed syncs can be retried or investigated via Integration logs

Managing Multiple Templates

You can import multiple CompliSpace templates if your organisation uses different Incident forms:

Each template:

  • Must have a unique CompliSpace template ID

  • Can be assigned to different Departments

  • Will appear as a separate reporting option

  • Maintains its own field structure and mappings

To manage templates:

  • View all templates in Settings > Incidents > Incident Report Templates

  • Edit Department assignments as needed

  • Archive templates that are no longer current

  • Import updated versions if your CompliSpace template changes

Important Limitations and Considerations

Field Name Consistency

For successful integration, avoid changing field options in CompliSpace after import. Changing field options breaks the mapping link and may cause integration failures.

Historical Incidents

Incidents recorded with previous template versions cannot be retroactively pushed to CompliSpace if template mappings change. The integration mappings are established at the time of template creation.

Troubleshooting Common Issues

"Import failed" or validation error appears

Causes:

  • Incorrect CompliSpace template ID (typos, extra spaces, wrong number)

  • Corrupted or incomplete JSON file

  • JSON file doesn't match the template ID provided

  • CompliSpace integration not properly configured

Solution:

  1. Verify your CompliSpace template ID is exactly correct

  2. Re-export the JSON file from CompliSpace

  3. Ensure you're uploading the complete, unmodified JSON file

  4. Check that your CompliSpace integration shows as active in Settings > Integration

  5. Verify you have Admin permissions in Clipboard

"Template already exists" message

Cause: Each CompliSpace template ID can only be imported once per Clipboard Environment.

Solution:

  • If updating an existing template, you'll need to either:

    • Create a new template in CompliSpace with a new template ID, or

    • Contact Clipboard support at [email protected] to remove the existing template first

JSON file won't upload

Causes:

  • Incorrect file format (not JSON)

  • File size too large

  • Browser compatibility issue

  • File corruption

Solution:

  1. Verify the file extension is .json

  2. Ensure file size is under 5MB

  3. Re-export the file from CompliSpace

  4. Check the JSON file opens correctly in a text editor

Template imported but Incidents won't sync to CompliSpace

Causes:

  • CompliSpace integration not properly configured

  • Field mapping errors during import

  • Network connectivity issues

  • CompliSpace API credentials expired

Solution:

  1. Navigate to Settings > Integration > Logs

  2. Search for recent Incident sync attempts

  3. Review error messages for specific field mapping issues

  4. Verify your CompliSpace integration credentials are current

  5. Test the integration with a simple Incident report

  6. Contact [email protected] if errors persist

Fields appear differently in Clipboard than CompliSpace

Explanation: Some CompliSpace field types cannot be perfectly replicated in Clipboard. The import process converts fields to the closest equivalent Clipboard field type:

  • CompliSpace numeric fields → Clipboard text fields (with numeric validation)

  • CompliSpace hierarchy multi-select → Clipboard checkbox multi-select

  • CompliSpace dependent fields → Clipboard conditional fields

If critical fields aren't displaying correctly, contact support to review the field mapping.

Incidents push to CompliSpace but data is missing

Causes:

  • Optional fields left blank in Clipboard

  • Field type conversion limitations

  • Conditional fields not triggered properly

Solution:

  1. Verify all required CompliSpace fields are marked as mandatory in your Clipboard template

  2. Check that conditional field logic is working correctly in Clipboard

  3. Review the specific Incident in CompliSpace to see which fields are missing

  4. Check Integration logs for any field-specific errors

Integration Management

Viewing Integration Status

To monitor how your imported template is performing:

  1. Navigate to Settings > Integration > Logs

  2. Filter by Incident-related events

  3. Review successful and failed push attempts

  4. Identify any recurring issues with specific fields

Need Help?

If you're experiencing issues with:

  • Template import errors - Contact support with your JSON file and template ID

  • Integration sync failures - Review Integration logs first, then contact support with error details

  • CompliSpace-specific questions - Contact your CompliSpace administrator or Ideagen support

  • Field mapping concerns - Email Clipboard support with specific field examples

For additional support, contact [email protected]

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