Export/Import Overview
Export and Import provide another way to provide answers. Both the chat interface and Import can be used on the same domain — your answers are combined regardless of how they were entered. This section explains how to use Export or Import and where to find the buttons.
When to Use CSV
The CSV approach is useful when:
- You need to collect answers from colleagues or subject matter experts who do not have PolicyPro™ access.
- You already have answers documented elsewhere and want to upload them in bulk.
- You want an offline snapshot of your questionnaire state.
- You are updating a large number of answers at once.
Button Locations and Scope
Changes are never applied automatically
Uploading a CSV does not immediately overwrite your data. PolicyPro™ always shows a Review Extracted Answers dialog first so you can inspect every proposed change and decide which to apply.
| Location | Buttons | Scope |
|---|---|---|
| Main Screen — CMMC Domains section (top right) | Export and Import | All 14 domains — single file covers the entire questionnaire. |
| Policy Screen — bottom of chat panel | Export and Import | Current domain only. |
Export Data
Export your questionnaire as a CSV file to review offline, share with colleagues, or give to a subject matter expert to complete.
Export Full Questionnaire
To export the full questionnaire:
1. On the Main Screen, locate the Export button in the upper-right of the CMMC Domains section.
2. Click Export to download a CSV file containing all questions across all 14 domains.
NOTE: The Valid Response column is auto-populated with format guidance (e.g. TRUE/FALSE, NUMBER, TEXT ENTRY). The file is named PolicyPro_AllQuestions_YYYYMMDD_HHMMSS.csv.
3. Open the file in Microsoft Excel or a similar application from your browser’s downloads folder.
Export Single Domain
To export a single domain:
1. From the Main Screen, click the domain you want to export. The Policy Screen opens.
2. At the bottom of the chat panel, click Export to download a CSV file containing only the questions and current answers for this domain.
NOTE: The file is named PolicyPro_{DomainName}_Questions_YYYYMMDD_HHMMSS.csv (e.g. PolicyPro_AccessControl_Questions_20260327_143000.csv). After downloading, your file will contain four columns: Category/Domain, Question, Valid Response, and Answer.
Row ordering matches the Main Screen
Rows in the exported file follow the same domain sequence shown on the Main Screen (Access Control first, then Awareness and Training, and so on). Within each domain, questions appear in the same order they are asked in the chat interface.
Consistent format across all export locations
Whether you export from the Main Screen or from the Policy Screen, the file format is identical: the same four columns in the same order, with rows sorted by domain sequence.
Import Data
Import a completed CSV file to update answers in bulk — for all domains at once from the Main Screen, or for a single domain from the Policy Screen.
Import from Main Screen
To import data from the Main Screen:
1. On the Main Screen, click Import in the upper-right of the CMMC Domains section.
2. The Import dialog opens. Drag your CSV file into the upload area or click Browse files to select it.
3. PolicyPro™ validates the file. If it cannot be read or the format is incorrect, an error message is displayed. Correct the file and try again.
NOTE: If valid, PolicyPro™ opens the Review Extracted Answers dialog. Please see the Review and Apply Changes section below for more information.
Import into Single Domain
To import data into a single domain:
1. From the Main Screen, click the domain you want to update. The Policy Screen opens.
2. At the bottom of the chat panel, click the blue Import button.
3. The Import dialog opens. Drag your CSV file into the upload area or click Browse files.
4. PolicyPro™ validates the file and, if valid, opens the Review Extracted Answers dialog. Please see the Review and Apply Changes section below for more information.
File Requirements
| Requirement | Detail |
|---|---|
| File format | CSV (.csv) or Excel (.xlsx) — no conversion required. |
| Column headers | Row 1 must contain exactly: Category/Domain, Question, Valid Response, Answer — in that order. |
| Question text | Must exactly match the questions in PolicyPro™. Do not edit this column. |
| Answer column | The only column you should modify. Leave blank if no answer is available. |
Unrecognized Questions
If the CSV contains a question that PolicyPro™ does not recognize — for example because the question text was accidentally edited — that row is skipped and a warning is shown on the Review Extracted Answers dialog. Only rows that exactly match a known question are processed.
Review and Apply Changes
After uploading a CSV or Excel file, PolicyPro™ displays the Review Extracted Answers dialog. This screen shows every answer found in the file alongside the current value so you can decide which changes to apply before committing them.
Read Table
The dialog contains five columns:
| Column | What it shows |
|---|---|
| Category/Domain | The CMMC domain the question belongs to (e.g., Access Control). |
| Question | The full questionnaire question text. |
| Current Answer | The answer already stored in PolicyPro™ before the import. This value comes directly from your saved answers — it is not taken from the import file. |
| New Answer | The answer found in the uploaded file. |
| Status | What will happen if the row is selected: WILL UPDATE (existing answer changes), WILL SET (blank answer filled in), or NO CHANGE (answers identical — cannot be selected). |
Select Changes to Apply
- Only checked rows are applied when you click Import (#) Answers. The number in parentheses reflects your current selection count (e.g., Import (3) Answers).
- Individual checkbox — check or uncheck each row independently.
- Select All Changes (Quick Actions) — checks all rows with WILL UPDATE or WILL SET status.
- Deselect All (Quick Actions) — unchecks all rows.
- Rows showing NO CHANGE cannot be selected — their current and new answers are identical.
Applying Changes
To apply changes:
1. Review the table and check the rows you want to apply.
2. Use Select All Changes to quickly select every pending update, then uncheck any rows you want to skip.
3. Click Import (#) Answers to apply the selected answers.
Cancel Without Applying
Click Cancel (top right of the dialog) to close without making any changes.
Unchecked rows are never modified
Only checked rows will be updated when you click Import. You can safely review the full list and apply only the answers you want.