WFM UK | HR UK: Data Imports - Carry Over Holiday

Overview

The Carry Over Holiday import allows administrators to apply carry-over holiday values for employees in bulk using a CSV file upload. Two import types are available depending on the holiday year being processed: Carry Over - Last Year, which applies carry-over holiday from the previous year and adds it to the current year's allowance, and Carry Over - Current Year, which applies carry-over holiday from the current year and adds it to the next year's allowance.

The template requires just two fields per record: the employee number and the holiday value to be carried over. Once processed, the import will update the carry-over holiday figures on each applicable employee record accordingly.

Any validations that apply when managing carry-over holiday 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.

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

Contents

• User Access Permissions
• Downloading & Populating the CSV Template
• Uploading the Data
• Appendix
  • Upload Validations
  • Filtering the Results Table

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 Carry Over - Current Year batch upload and/or Carry Over - Last Year batch upload

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

• 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

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

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 Carry Over - Current Year batch upload or Carry Over - Last Year batch upload
• Select Download CSV Template

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

Please note: This template is the same for both the Current and Last Year iterations of the import.

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 Carry Over - Current Year batch upload or Carry Over - Last Year batch upload
• 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

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'.

• 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 HR Info > Holidays

The Carried Over field will now be populated with the uploaded value

Appendix

Upload Validations

The following validation rules are applied when processing a Carry Over Holiday import. Any records that fail validation will return an error and will not be processed.

These rules apply equally to both the Carry Over - Current Year and Carry Over - Last Year import types.

• 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
• Invalid Holiday Value: A holiday value is required on every row and cannot be left blank

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: