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    WFM UK | HR UK: Data Imports - Line Manager Notifications

    Overview

    The Line Manager Notifications import allows administrators to configure line manager notification settings for employees in bulk using a CSV file upload. Rather than updating each employee record individually, this import enables notification preferences for absences, holidays, and expenses to be assigned or updated across multiple employees in a single operation.

    For each notification category, up to two managers can be assigned using their employee numbers, along with a confirmation of whether notifications should be sent. A second manager is optional and can be left blank; however, a first manager is required for each category included in the upload. Once processed, the import will update the Line Manager Notification settings found within each employee's record.

    Any validations that apply when configuring line manager notifications directly within the system are also enforced during the import process. Full details of these validations, along with file formatting requirements and field guidance, are covered in this article.

     

    Contents

     

    User Access Permissions

    Before a user can have access to this specific import, they must also have access to the 'Data Imports' page itself. To allow access and control which type of upload a certain user can perform:

    • 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 for the user to have access to. In this case, select Line Manager Notifications
    Fig.1 - New Data Imports Permission Group - Individuals

    These individual permissions can also be applied to User Access Templates:

    • Using the side menu, go to HR > Users >Templates
    • Create A New Template or select an existing one
    • Select Assign Permissions
    Fig.2 - Assign Permissions to Access Templates
    • Within the pop-up, select Data Imports
    • Select the permissions required to be added for the template and Save
      • Note: As above, the Data Imports permission is required for users to access the imports page
    Fig.3 - New Data Imports Permission Group - Templates

    These templates can then be assigned to each user to update multiple permissions at once, rather than individually:

    • 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
    • Select the Access Template, and then Apply
    Fig.4 - Applying an Access Template

     

    Downloading & Populating the CSV Template

    With permissions now applied, users can access the Data Imports page and the individual imports where access is applied.

    • Using the side menu, go to HR > Administration > Data Imports
    • Select an Upload Type, which in this case is Line Manager Notifications
    • Select Download CSV Template
    Fig.5 - Data Import CSV Upload & Template

    The CSV Template will look like this, with the following column headers and the individual field validations:

    Fig.6 - Data Import CSV Upload & Template

    Column Header

    Description

    Validations

    Employee Number

    The employee number of the employee, where line manager notifications are being updated
    • Employee must exist
    • Cannot be duplicated in the import

    (Absences)Employee Number of First Manager To Be Notified

    The employee number of the first manager to be notified for absences
    • Employee must exist
    • Must be completed

    (Absences) Employee Number of Second Manager To Be Notified

    The employee number of the second manager to be notified for absences
    • Employee must exist
    • Can be left blank

    (Absences) Confirm Notification (Yes/No)

    Yes or No, to confirm if notification is sent to the line manager
    • Yes or No only

    (Holidays) Employee Number of First Manager To Be Notified

    The employee number of the first manager to be notified for holidays
    • Employee must exist
    • Must be completed

    (Holidays) Employee Number of Second Manager To Be Notified

    The employee number of the second manager to be notified for holidays
    • Employee must exist
    • Can be left blank

    (Holidays) Confirm Notification (Yes/No)

    Yes or No, to confirm if notification is sent to the line manager
    • Yes or No only

    (Expenses) Employee Number of First Manager To Be Notified

    The employee number of the first manager to be notified for expenses
    • Employee must exist
    • Must be completed

    (Expenses) Employee Number of Second Manager To Be Notified

    The employee number of the second manager to be notified for expenses
    • Employee must exist
    • Can be left blank

    (Expenses) Confirm Notification (Yes/No)

    Yes or No, to confirm if notification is sent to the line manager
    • Yes or No only

    Please note: More information on wider upload validations is available in the appendix.

    • Populate and save the template, ensuring it remains as a CSV file type

     

    Uploading the Data

    • Using the side menu, go to HR > Administration > Data Imports
    • Select an Upload Type, which in this case is Line Manager Notifications
    • 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, whilst the rejected ones will not
    • Select Upload
    Fig.7 - Uploading the Data

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

    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'.

    Fig.8 - File Upload Record Status
    • Correct any erroneous data and reattempt the upload, noting that;
      • If Continue With Upload was selected, successful records will update the data in an employee's record. When re-completing the upload, exclude successful records
      • If Cancel Upload was selected, then no records will be processed, and all records, including successful ones, should be included in the re-completed upload

    Please note: More information is available in the appendix around filtering the results table, especially helpful if the import features a lot of data.

    Once the upload has been completed, the following data will be updated:

    • HR > Employees > Employee List > find & select Employee > Employee Access > Line Manager Notification

    The different line manager notification fields will now be populated with the uploaded values:

    Fig.9 - Line Manager Notifications (Employee Access)

     

    Appendix

    Upload Validations

    The following validation rules are applied when processing a Line Manager Notifications import. Any records that fail validation will return an error and will not be processed.

    File & Employee Validations

    • Missing Employee Number: Employee number is required on every row and cannot be left blank
    • Duplicate Employee Number: The same employee number appears more than once in the file. Each employee should only have one record per import
    • Employee Not Found: The employee number provided does not match an existing or current employee record. Ensure the employee is active before retrying

    Absences Validations

    • Invalid Notification Value: The Confirm Notification field must contain either Yes or No
    • First Manager Required: Where Confirm Notification is set to Yes, a first manager employee number must be provided
    • First Manager Not Found: The employee number provided for the first manager does not match an existing or current employee record
    • Second Manager Not Found: The employee number provided for the second manager does not match an existing or current employee record

    Holidays Validations

    • Invalid Notification Value: The Confirm Notification field must contain either Yes or No
    • First Manager Required: Where Confirm Notification is set to Yes, a first manager employee number must be provided
    • First Manager Not Found: The employee number provided for the first manager does not match an existing or current employee record
    • Second Manager Not Found: The employee number provided for the second manager does not match an existing or current employee record

    Expenses Validations

    • Invalid Notification Value: The Confirm Notification field must contain either Yes or No
    • First Manager Required: Where Confirm Notification is set to Yes, a first manager employee number must be provided
    • First Manager Not Found: The employee number provided for the first manager does not match an existing or current employee record
    • Second Manager Not Found: The employee number provided for the second manager does not match an existing or current employee record

     

    Filtering the Results Table

    Once an import has been processed, the results table provides filtering options within the column headers, allowing records to be narrowed down by success or failure status, as well as by specific error descriptions. The full results table can also be exported to Excel or CSV if required:

    Fig.10 - Results Table Filtering

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