WFM UK | HR UK: Data Imports - Flexible Holiday Yearly Increments

Overview

The Flexible Holiday Yearly Increments import allows administrators to configure holiday increment rules against job titles in bulk using a CSV file upload. Rather than updating each job title individually, this import enables years of service thresholds, holiday allowance values, and maximum allowance caps to be assigned or updated across multiple job titles in a single operation.

Each record requires a Job Title Code and Job Title Name, which can be obtained by running the Structure export from HR > Reports > Exports. Once processed, the import will update the Flexible Holiday Increment settings found within each applicable job title's holiday configuration.

Any validations that apply when configuring flexible holiday increments 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
• Downloading & Populating the CSV Template
• Uploading the Data
• Appendix
  • Structure Export
  • 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 Flexible Holiday Yearly Increments 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 Flexible Holiday Yearly Increments
• Select Download CSV Template

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

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
  • Important: To support users with populating this template, users can run the Structure export from the HR module. More information is available in the appendix on how to utilise this export

Uploading the Data

• Using the side menu, go to HR > Administration > Data Imports
• Select an Upload Type, which in this case is 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, 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 > Company Admin > Job Titles > Select Job Title > Edit Default Holidays 
• Under the Holiday Settings for Flexible Staff, the flexible holiday increments will be visible

Appendix

Structure Export

To locate the Job Title Code, 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

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

Upload Validations

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

File & Job Title Validations

• Missing Job Title ID: Job Title ID is required on every row and cannot be left blank
• Duplicate Record: The same combination of Job Title ID, Job Title Name, and Years of Service appears more than once in the file. Each combination should only appear once per import
• Job Title ID Not Found: The Job Title ID provided does not match an existing or active job title record. Ensure the Job Title ID is correct and the job title is active before retrying
• Missing Job Title Name: Job Title Name is required when a Job Title ID is provided and cannot be left blank
• Job Title Name Mismatch or Not Found: The Job Title Name provided does not match the name associated with the given Job Title ID in the system, or the job title is not active. Ensure the Job Title Code and Name are taken directly from the Structure export

Years of Service & Allowance Validations

• Missing Years of Service: Years of Service is required on every row and cannot be left blank
• Invalid Years of Service: Years of Service must be a positive number greater than zero
• Missing Holiday Allowance: Holiday Allowance is required on every row and cannot be left blank
• Holiday Allowance Decimal Places: The Holiday Allowance value must not exceed two decimal places
• Maximum Allowance Decimal Places: Where a Maximum Allowance value is provided, it must not exceed two decimal places

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: