Importing Data into an Object

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(→‎Importing Data into a Single Object)
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==Importing Data into a Single Object==
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==Importing Data==
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While it is preferred that data is entered through the Subscribe-HR Interface, importing of data
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The Excel data uploader allows clients to up-load data to the Subscribe-HR System. It is an extremely convenient and fast way to import data from excel to the Subscribe-HR system. Validation is available so that, prior to import, if there is an error made, such as incorrect date time format, empty mandatory fields, incorrect email format, you can go back to the spread sheet to perform and update rather than having to execute this process in the Subscribe-HR system. The validation occurs in the Excel Spreadsheet. Please as your account manager or SupportZone for access to the Excel Plugin file so you can download it to set-up the "Add-In".
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especially while getting setup can save time and helps make the experience of getting up and running a whole lot more smoother if done right.
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'''There are a few very important steps that should be taken before even considering clicking the import button:'''
 
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# Know what area of data you wish to import into, and pay attention to mandatory fields in the Subscribe-HR System.
 
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# Ensure that the data you are importing is clean.<br>By this we mean that each record that is imported should be the correct information. The formatting of date fields, drop down fields, and text fields need to be correct. Mandatory fields must have data available. By taking extra time now to ensure what you are importing is clean will save you time later on.
 
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# Backup your database.
 
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# Check your data again before import
 
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# Import your data
 
  
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===Data files that are supported for import===
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===Data Upload Process Excel "Add-In" - New Data===
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The files that are supported for import are
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There are three Steps to follow when using the Excel Data Uploader.
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* CSV Files (Comma Separate Values)
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* Clients need to login using their normal Subscribe-HR system account user name and password. To access the login area, locate the "Ädd-Ins" option at the top of the Spreadsheet, after you have installed the "Ädd-In" using the relevant file.
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* Text (Tab separated values)
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* Click the Export button (located on the top left of screen" to select which Objects or Related Objects you want to use in the import. Once you have selected Parent Objects and Related Objects, you can select the fields you would like to add into the Excel Spreadsheet so that these fields can be used / populated so that the final import can take place. Please note, the spreadsheet will validate the Subscribe-HR Fields to ensure that data integrity is maintained. You can select Multiple Related Objects and the fields that relate to them.
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* Text (Space separated value)
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* After inserting or updating data in spread sheet, click the "Import and Update" button to import the data to Subscribe-HR.
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* Text (Semicolon separated values)
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* IMPORTANT: You can Leave the ID Column in the Spreadsheet blank. Subscribe-HR will generate them for you. If you try and type and ID in here manually, no entry will be saved
  
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Spreadsheet software is generally capable of saving data in these formats. You may need to check this with the spreadsheet software provider. Data that is currently in another format or database may need to be exported to a CSV format.
 
  
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===Knowing what fields I can import data into===
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===Import or Update Data From Excel Spreadsheet===
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There are 2x types of data import available in the Subscribe-HR system.
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Import or Update is used if there is already data that exists in the Parent Object / Related Object. Please ensure you have installed the Excel "Add-In" Uploader.
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* In the Excel Spreadsheet, click export, the data that exists in Parent Object/s - Related Object/s will be export out into the Spreadsheet, including the ID's.
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# Single Object Import
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* To perform an Update simply type over the data in the row/s that you would like to update and Click "Import / Update"
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# Multiple Object Import
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In this article we are focusing on single object imports. Any field that appears on a screen in Subscribe-HR that you could normally enter data and save through the Interface can have data imported.
 
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There is an exception for Photos and Document Uploads where these will need to be performed on an adhoc basis.
 
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For Example: If you select the Object '''Employee''' you will be able to import data such as the Title, First Name, Middle Name. But Photo and Attachments will need to be added after the import.
 
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===The correct formatting of fields===
 
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It is extremely important that the fields in your import data file are of the correct formatting, if this is not done correctly your data may fail to be imported, or worse it may be imported and cause errors in the Subscribe-HR System.
 
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====Formatting of Date Fields====
 
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The format of the date field should match the Default Date Format of the logged in person. This is found in '''My Profile Details'''
 
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# After logging into Subscribe-HR select '''My Profile''' select the Excel format for the field.
 
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====Formatting of Look-ups====
 
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When importing data related to drop downs the data should either match the code or the code name that appears in the drop down. The values are not case sensitive so in the example of Title, where the code is '''mr''' and the code name is '''Mr''' it would not really matter if we entered '''MR'''
 
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There are some drop downs that exist in the system where the code may not necessarily match the code name and this is worth checking if you are unsure.
 
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====Dealing with formatted text and using the text qualifier====
 
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At some point there is a possibility that we may come across a name with an apostrophe or an address written with a comma (such as Unit 52, Brougham Street)
 
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If we were to import Address Line 1 as Unit 52, Brougham Street the comma tells the system that anything after the comma belongs in the next field which is not our desired outcome.
 
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To combat such an issue when importing we should set the Text Qualifier.
 
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The Text Qualifier has available options of ' " and '''none''' If we select the Text Qualifier as " and then import the data "Unit 52, Brougham Street" We will safely import the text as is as long as it is between the qualifier " "
 
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===Importing your data===
 
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# Select the Object that you wish to import your data into<br>'''Example:''' If you are importing into the Employee File then select the Employee Object. If you are importing into the Employee Bank Details file Select the Employee Object, select the Employee that you importing data for and then select the Employee Bank Details object.
 
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# Select the '''import''' button.
 
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# Select the data file you wish to import, by selecting the '''Choose File''' button.
 
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# Select the Delimiter. If you importing a csv file this is comma delimited<br>There are other format options such as Space delimited and TAB delimited that are available at the time of saving your data file. The format that you save your data file in must match the delimiter you select before import.
 
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# Select the Text Qualifier, if any.<br>If you have specifically used " to wrap text such as "Unit 52, Brougham Street" then this is where you need to select the text qualifier.
 
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# Check '''First row contains column names''' if the first column in your data file contains headings.
 
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# Select the Import button.
 
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# You will be greeted with a screen with all the available fields under this object and a drop down adjacent to the field, in which you have to map the correct field from your data import file. Check this very carefully and pay attention to mandatory fields. These are marked in bold.
 
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# Select the Preview button<br>The preview screen will display the first record, if this looks correct press the import button.
 
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# You will be greeted by screen confirming the successful import of records, you should check that the amount of successful imports is the same as the amount of records in the data file.
 
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# Last of all check through the actual records now in the system to see if the data matches up as expected.
 
 
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[[File:subscribehr_logo.gif]]
 
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Revision as of 05:33, 13 October 2014

Importing Data

The Excel data uploader allows clients to up-load data to the Subscribe-HR System. It is an extremely convenient and fast way to import data from excel to the Subscribe-HR system. Validation is available so that, prior to import, if there is an error made, such as incorrect date time format, empty mandatory fields, incorrect email format, you can go back to the spread sheet to perform and update rather than having to execute this process in the Subscribe-HR system. The validation occurs in the Excel Spreadsheet. Please as your account manager or SupportZone for access to the Excel Plugin file so you can download it to set-up the "Add-In".

Data Upload Process Excel "Add-In" - New Data

There are three Steps to follow when using the Excel Data Uploader.

  • Clients need to login using their normal Subscribe-HR system account user name and password. To access the login area, locate the "Ädd-Ins" option at the top of the Spreadsheet, after you have installed the "Ädd-In" using the relevant file.
  • Click the Export button (located on the top left of screen" to select which Objects or Related Objects you want to use in the import. Once you have selected Parent Objects and Related Objects, you can select the fields you would like to add into the Excel Spreadsheet so that these fields can be used / populated so that the final import can take place. Please note, the spreadsheet will validate the Subscribe-HR Fields to ensure that data integrity is maintained. You can select Multiple Related Objects and the fields that relate to them.
  • After inserting or updating data in spread sheet, click the "Import and Update" button to import the data to Subscribe-HR.
  • IMPORTANT: You can Leave the ID Column in the Spreadsheet blank. Subscribe-HR will generate them for you. If you try and type and ID in here manually, no entry will be saved


Import or Update Data From Excel Spreadsheet

Import or Update is used if there is already data that exists in the Parent Object / Related Object. Please ensure you have installed the Excel "Add-In" Uploader.

  • In the Excel Spreadsheet, click export, the data that exists in Parent Object/s - Related Object/s will be export out into the Spreadsheet, including the ID's.
  • To perform an Update simply type over the data in the row/s that you would like to update and Click "Import / Update"


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