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    WFM UK: HR: Data Imports in the HR Module

    Overview

    This article offers comprehensive guidance on managing data imports within the HR module, detailing the steps for compiling CSV files for each specific import type, using Microsoft Excel.

    Batch CSV Uploads were previously available via the 'Employee Batch Update' page. Batch CSV Uploads are now available in a single and easier-to-navigate place, as explained in this release note.

     

    Contents

    User Access Permissions

    To allow access to the 'Data Imports' page and control which type of upload a certain user can perform, user access permissions must be applied.

    • Using the side menu, go to HR > Users > Assign User Access > search for and select the required Employee
    • Select User Profile from the top-right corner
    • Locate the new 'Data Imports' permission group
    • To allow access to the new menu option in the HR module, tick Data Imports
    • Then, tick the box(es) for any import type that the user is to have


    Fig.1 - New Data Imports Permission Group

    Users with the Data Imports permission enabled can then navigate to the new menu option: 

    • Using the side menu, go to HR > Administration > Data Imports

    This will open the 'Employee Batch Upload from CSV' page.

    • From here, select an Upload Type (available options will depend on the assigned user access permissions), select a prepared CSV file and upload it


    Fig.2 - Batch CSV Upload page, accessed via the new menu option

     

    Multiple Employment Pay Rate Batch Upload

    • From the side menu, go to HR > Administration > Data Imports
    • Use the Upload Type drop-down and select Multiple Employment Pay Rate
    • Then select Download CSV Template and open the template in Microsoft Excel

    Finger01.png Please note: A message will appear to clarify that this upload will only affect the pay rate for multiple employment. Other aspects of multiple employment records, such as changes, starts, or stops, cannot be modified through this upload.


    Fig.3 - Multiple Employment Pay Rate Batch CSV Upload

    • The template will look like this, with the following column headers (A-K in Excel):


    Fig.4 - Multiple Employment Pay Rate Upload Template

    1. MultipleEmploymentID - the system ID of the employee's multiple employment(s)
    2. EmployeeNumber -  the employee number of the employee
    3. FullName - the full name of the employee
    4. MELocation - the location of the employee's multiple employment
    5. MEDivision - the division of the employee's multiple employment
    6. MEJobTitle - the job title of the employee's multiple employment
    7. MEStartDate - the start date of this multiple employment for the employee
    8. MEEndDate -  the end date of this multiple employment for the employee
    9. CurrentHourlyRate - the hourly rate, as it is before the change of the employee's multiple employment
    10. NewHourlyRate - what the user wants the hourly rate to be updated to in the employee's multiple employment This is the only field that will change anything regarding a Multiple Employment
    11. EffectiveDate - the date that the hourly rate change will take effect

    To aid with compiling and adding the data to this template, users can run the 'ME Report' from the HR module. 'MultipleEmploymentID' was recently added to this in preparation for this new Batch CSV Upload option.

    • This export can be located by going to HR > Reports > Exports
    • Select ME Report, configure the export criteria, and then Run Export


    Fig.5 - ME Report in HR

    The ME Report will look like this when opened in Excel:


    Fig.6 - ME Report in Excel

    Populating the Template

    • Copy the data from each column and paste it into the 'Multiple Employment Batch CSV Upload template' column headers of the same name (data in 'Employee Name' and 'ME Pay Rate' columns in the export is used for 'FullName' and 'CurrentHourlyRate' respectively in the template)

      Or, alternatively,

    • In the downloaded ME Report, delete columns 'Main Location' (G), 'Main Division' (H), 'Main Job Title' (I) and 'Current Hourly Pay/Shift Pay/Salary' (M) and then copy and paste the remaining columns (excluding the headers) to the Multiple Employment Batch CSV Upload template

    Whichever method is followed, and data has been transferred, the template will look like this (using columns A-K):


    Fig.7 - ME Pay Rate Batch CSV Upload Template after copying data from ME Report

    • Enter New Hourly Rate figures in column J and Effective Dates in column K


    Fig.8 - Completed ME Pay Rate Batch CSV Upload Template

    • Save the template, ensuring it remains as a CSV file type
    • Return to HR > Employees > Employee Batch Update and select New Batch Upload From CSV 
    • Load in the template saved earlier, and select an If Validation Errors Occur option:
      • Cancel Upload - even if just one error, the entire file will not upload and be cancelled
      • Continue with Upload - all successful records in the template will load into the system and update the ME Pay Rate, whilst all unsuccessful ones will not
    • Select Upload


    Fig.9 - Template loaded, ready to upload

    Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.


    Fig.10 - File Upload Record Status

    A successful row will show 'Record Processed Successfully' under 'Status', and an unsuccessful row will show 'Record Validated with Errors', with the reason detailed under 'Error Description'.

    • Correct any erroneous data and reattempt the upload
      • If Continue With Upload was selected, successful records will update the pay rate in an employee's multiple employment. When re-completing the upload, exclude successful records
      • If Cancel Upload was selected, no records will process, and all records, including successful ones, should be included in the re-completed upload

    When an upload has been done, and the results table presented, there are filtering options in the column headers on certain employees, used to filter out successful or unsuccessful records as well as filters on each error description:


    Fig.11 - Results Table Filtering

     

    Line Manager Notifications Batch Upload

    To complete a Line Manager Notifications batch upload:

    • From the side menu, go to HR > Administration > Data Imports
    • Use the Upload Type drop-down and select Line Manager Notifications
    • Then select Download CSV Template and open the template in Microsoft Excel


    Fig.12 - Line Manager Notifications Batch CSV Upload

    • The template will look like this, with the following column headers:


    Fig.13 - Line Manager Notifications Upload Template

    1. Employee Number - the employee number of the employee
    2. (Absences)Employee Number of First Manager To Be Notified - the employee number of the first manager to be notified for absences
    3. (Absences) Employee Number of Second Manager To Be Notified - the employee number of the second manager to be notified for absences
    4. (Absences) Confirm Notification (Yes/No) - Yes or No, to confirm if notification is sent to the line manager
    5. (Holidays) Employee Number of First Manager To Be Notified- the employee number of the first manager to be notified for holidays
    6. (Holidays) Employee Number of Second Manager To Be Notified - the employee number of the second manager to be notified for holidays
    7. (Holidays) Confirm Notification (Yes/No) - Yes or No, to confirm if notification is sent to the line manager
    8. (Expenses) Employee Number of First Manager To Be Notified - the employee number of the first manager to be notified for expenses
    9. (Expenses) Employee Number of Second Manager To Be Notified - the employee number of the second manager to be notified for expenses
    10. (Expenses) Confirm Notification (Yes/No) - Yes or No, to confirm if notification is sent to the line manager
    • Complete the upload template with the required information, noting that a second manager is not required and can be left blank, whereas the upload requires a first manager


    Fig.14 - Completed, example, Line Manager Notifications Template

    • Save the template, ensuring it remains as a CSV file type
    • Return to HR > Employees > Employee Batch Update and select New Batch Upload From CSV 
    • Load in the template saved earlier, and select an If Validation Errors Occur option:
      • Cancel Upload - even if just one error, the entire file will not upload and be cancelled
      • Continue with Upload - all successful records in the template will load into the system and update the line manager notification settings, whilst all unsuccessful ones will not
    • Select Upload


    Fig.15 - Template loaded, ready to upload

    Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.


    Fig.16 - File Upload Record Status

    A successful row will show 'Record Processed Successfully' under 'Status', and an unsuccessful row will show 'Record Validated with Errors', with the reason detailed under 'Error Description'.

    • Correct any erroneous data and reattempt the upload
      • If Continue With Upload was selected, successful records will update the line manager notification settings. When re-completing the upload, exclude successful records
      • If Cancel Upload was selected, no records will process, and all records, including successful ones, should be included in the re-completed upload

    When an upload has been done, and the results table presented, there are filtering options in the column headers on certain employees, used to filter out successful or unsuccessful records as well as filters on each error description:


    Fig.17 - Results Table Filtering

    Once the upload has been completed, then this will update the fields in this location:

    • HR > Employees > Employee List > search for and select an Employee
    • From the employee side menu, go to HR > Employee Access > Line Manager Notification


    Fig.18 - Line Manager Notification Page (Employee Record)

     

    'Reports To' Batch Upload

    To complete a 'Reports To' batch upload:

    • From the side menu, go to HR > Administration > Data Imports
    • Use the Upload Type drop-down and select Reports To
    • Then select Download CSV Template and open the template in Microsoft Excel


    Fig.19 - Batch Upload From CSV page

    The template will present two fields to complete:

    - Employee Number - the employee whose 'Reports To' field is being updated
    - Reports To Employee Number - the employee who is being 'Reported To'

    • Enter the employee numbers as required and save the CSV file


    Fig.20 - Completed Reports To CSV Template

    • Return to the 'Employee Batch Upload from CSV' screen and select the CSV file to upload

    There are two options for If Validation Errors Occur:

    - Cancel Upload - cancels the entire upload if any row errors
    - Continue With Upload - all rows that do not error are uploaded

    • Select Upload, and then OK on the confirmation message


    Fig.21 - CSV File ready to be uploaded


    Fig.22 - Confirmation Message of CSV upload

    Once complete, the upload status and notice of success or any errors will be displayed.


    Fig.23 - Upload Confirmation

    Once complete, the employees' 'Reports To' will be updated as per the CSV file.

    Validation

    The CSV upload will fail on any rows where (including any combination of): 

    • The 'Employee Number' column includes an employee number that does not exist
    • The 'Reports To Employee Number' column includes an employee number that does not exist
    • There is a duplicate employee number in the 'Employee Number' column
    • The employee number entered in the 'Reports To Employee Number' column is a former employee
    • The employee number entered in the 'Reports To Employee Number' column is lower in the access hierarchy than the employee number in the 'Employee Number' column
    • The employee number entered in the 'Reports To Employee Number' column is on the same level in the access hierarchy as the employee number in the 'Employee Number' column

     

    Carry Over Holiday - Last and Current Year Batch Upload

    Finger01.png Please note: Further Carry Over Holiday Guidance can be found here.

    To complete a Carry Over Holiday batch upload:

    • From the side menu, go to HR > Administration > Data Imports
    • Use the Upload Type drop-down and select:
      • Carry Over - Last Year - this will add the carry-over holiday from the previous year, and add to the current year’s allowance
      • Carry Over - Current Year - this will add the carry-over holiday from the current year and add to the next year’s allowance
    • Then select Download CSV Template and open the template in Microsoft Excel


    Fig.24 - Carry Over Holiday Batch CSV Upload

    • The template will look like this, with the following column headers:


    Fig.25 - Carry Over Holiday Upload Template

    1. Employee Number - the employee number of the employee

    2. Holiday Value - the number of holidays to carry over to the next holiday year

    • Save the template, ensuring it remains as a CSV file type
    • Return to HR Module > Administration > Data Imports > Carry Over Holidays (Current or Last Tax Year)
    • Load in the template saved earlier, and select an If Validation Errors Occur option:
      • Cancel Upload - even if just one error, the entire file will not upload and be cancelled
      • Continue with Upload - all successful records in the template will load into the system and update the Carry Over Holiday value, whilst all unsuccessful ones will not
    • Select Upload


    Fig.26 - Template loaded, ready to upload

    Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.


    Fig.27 - File Upload Record Status

    A successful row will show 'Record Processed Successfully' under 'Status', and an unsuccessful row will show 'Record Validated with Errors', with the reason detailed under 'Error Description'.

    • Correct any erroneous data and reattempt the upload
      • If Continue With Upload was selected, successful records will update the carry-over holiday figures. When re-completing the upload, exclude successful records
      • If Cancel Upload was selected, no records will process, and all records, including successful ones, should be included in the re-completed upload

    When an upload has been done, and the results table presented, there are filtering options in the column headers on certain employees, used to filter out successful or unsuccessful records as well as filters on each error description:


    Fig.28 - Results Table Filtering

     

    Flexible Holiday Yearly Increments Batch Upload

    To complete a Flexible Holiday Increments Batch CSV Upload:

    • From the side menu, go to HR > Administration > Data Imports
    • Use the Upload Type drop-down and select Flexible Holiday Yearly Increments
    • Then select Download CSV Template and open the template in Microsoft Excel

    Fig.29 - Flexible Holiday Increments Batch CSV Upload

    • The template will look like this, with the following column headers:

    Fig.30 - Flexible Holiday Increments Upload Template

    1. Job Title ID - The ID/Code for the Job Title where the Flexible Holiday Increment(s) will be applied
    2. Job Title Name - The name of the Job Title where the Flexible Holiday Increment(s) will be applied
    3. Years of Service (Years) - The number of years service the employee must have before this increment is triggered
    4. Holiday Allowance (Weeks) - The number of holiday allowance applied, once the years of service are accumulated
    5. Maximum Allowance - The cap on the total Holiday Allowance an employee can have

    To locate the Job Title ID, users will need to run the Structure export in the HR Module.

    • This export can be located by going to HR > Reports > Exports
    • Select Structure, configure the export criteria, and then Run Export


    Fig.31 - Structure Export in HR

    The Structure export will look like this when opened in Excel. Locate the Jobtitle_code and Jobtitle and use this information in the upload:

    Fig.32 - Structure Export in Excel

    • Complete the Flexible Holiday Yearly Increment upload template and ensure it is saved as a .csv file type
    • Return to HR Module > Administration > Data Imports > Flexible Holiday Yearly Increments
    • Load in the template saved earlier, and select an If Validation Errors Occur option:
      • Cancel Upload - even if just one error, the entire file will not upload and will be cancelled
      • Continue with Upload - all successful records in the template will load into the system and update the Flexible Holiday Increment value(s) for each job title included, whilst all unsuccessful ones will not
    • Select Upload


    Fig.33 - Template loaded, ready to upload

    Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.


    Fig.34 - File Upload Record Status

    A successful row will show 'Record Processed Successfully' under 'Status', and an unsuccessful row will show 'Record Validated with Errors', with the reason detailed under 'Error Description'.

    • Correct any erroneous data and reattempt the upload
      • If Continue With Upload was selected, successful records will update the line manager notification settings. When re-completing the upload, exclude successful records
      • If Cancel Upload was selected, no records will be processed, and all records, including successful ones, should be included in the re-completed upload

    When an upload has been done, and the results table presented, there are filtering options in the column headers on certain employees, used to filter out successful or unsuccessful records as well as filters on each error description:


    Fig.35 - Results Table Filtering

    Once the upload has been completed, this will update the fields in this location:

    • HR > Company Admin > Job Titles > Select Job Title > Edit Default Holidays 
    • Under the Holiday Settings for Flexible Staff, the flexible holiday increments will be visible

    Fig.36 - Flexible Holiday Increments for Flexible Staff Location

    Validation

    The CSV upload will fail on any rows where (including any combination of): 

    • The Job Title ID does not exist
    • The Job Title Name does not exist
    • The combination of the Job Title ID and Job Title Name does not match
    • Years of Service is left blank
    • Holiday Allowance is left blank
    • Years of Service, Holiday Allowance or Maximum Allowance contain anything but a numerical value

     

    Non-Calculated Holiday Values Batch Upload

    To complete a Flexible Holiday Increments Batch CSV Upload:

    • From the side menu, go to HR > Administration > Data Imports
    • Use the Upload Type drop-down and select Non-Calculated Holiday Values
    • Then select Download CSV Template and open the template in Microsoft Excel

    Fig.37 - Non-Calculated Holiday Values Batch CSV Upload

    • The template will look like this, with the following column headers:

    Fig.38 - Non-Calculated Holiday Values Upload Template

    1. Employee Number - The employee number of the employee whose Non-Calculated Holiday Value will be updated
    2. Days Allowed - The value that the employee's Non-Calculated Holiday Value will be updated to
    • Complete the Non-Calculated Holiday Values upload template and ensure it is saved as a .csv file type
    • Return to HR Module > Administration > Data Imports > Non-Calculated Holiday Values
    • Load in the template saved earlier, and select an If Validation Errors Occur option:
      • Cancel Upload - even if just one error, the entire file will not upload and be cancelled
      • Continue with Upload - all successful records in the template will load into the system and update the Flexible Holiday Increment value(s) for each job title included, whilst all unsuccessful ones will not
    • Select Upload


    Fig.39 - Template loaded, ready to upload

    Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.


    Fig.40 - File Upload Record Status

    A successful row will show 'Record Processed Successfully' under 'Status', and an unsuccessful row will show 'Record Validated with Errors', with the reason detailed under 'Error Description'.

    • Correct any erroneous data and reattempt the upload
      • If Continue With Upload was selected, successful records will update the line manager notification settings. When re-completing the upload, exclude successful records
      • If Cancel Upload was selected, no records will be processed, and all records, including successful ones, should be included in the re-completed upload

    When an upload has been done, and the results table presented, there are filtering options in the column headers on certain employees, used to filter out successful or unsuccessful records as well as filters on each error description:


    Fig.41 - Results Table Filtering

    Once the upload has been completed, then this will update the fields in this location:

    • HR > Employees > Employee List > Select Employee
    • From the employee side menu, select Employee Info > Employment Details 
    • Under the Employment Status section, the Days Allowed field will be populated with the uploaded value

    Fig.42 - Flexible Holiday Increments for Flexible Staff Location

    Validation

    Finger01.png Please note: Holiday Values uploaded will be rounded UP to the nearest half decimal (.5) or whole number. For example, uploading 16.43 would round to 16.5. Uploading 16.58 would round to 17.

    The CSV upload will fail on any rows where (including any combination of): 

    • The employee number does not exist, or is missing
    • Duplicate employee numbers on the upload
    • No value, or a non-numerical value has been added to Days Allowed
    • If the Is Holiday Allowance Calculated global setting is set to Yes
    • If the Is Holiday Allowance Calculated setting in Employment Details (for the employees) is set to Yes
    • If the employee's employment type is set to Flexible or Casual

     

     

     

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