Importing Data into an Object

Revision as of 00:19, 19 June 2017

Importing Data using the Excel Uploader "Add-In"

The Excel Data Uploader allows clients to up-load data directly into 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 ask your Account Manager or send a request through the SupportZone to access the Excel Plugin file so you can download it and 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.

• Obtain the Set-up File to utilise the Excel Data Uploader.
• Select the Set-up Option in the File to start the set-up. File is only for Windows environment. Please ask us for the Mac Version.
• Once the file is set-up Successfully, there should be an option in Excel --> Add-Ins.
• User needs to login using their normal Subscribe-HR system account user name and password. To access the login area, locate the "Add-Ins" option at the top of the Spreadsheet, after you have installed the "Add-In" using the relevant file.
• Once Logged-in, decide which Objects / Fields your require to be imported. For example, if you wish to Import Employee fields and Employee Jobs, select Export "Employee". Don't select any Related Objects. Just click "Select"on the right hand side. This will then display all the Employee Masterfile Fields. Then in the "Jobs" from Related Objects. Click "Select at the Top, on the Right. This will then populate Employee Jobs Fields into the Fields section at the bottom. Select the Employee Jobs Fields you wish to export. Then Click Select on the Right at the bottom. This will export all the Employee Fields into the Excel Spreadsheet. Please note, any mandatory fields that exists in the Object will be automatically ticked and exported into the Spreadsheet. Please do not un-tick them.
• When the data is exported into the Spreadsheet, the Jobs Field will have a selection option so you can select which has which Job. The Excel Upload Tool works in this way for each Related Object and Fields like, Employee Salary, Employee Training etc. If there is any data that currently exists in the Subscribe-HR system based on these fields, it will be exported into the Spreadsheet. If this data requires a change, update this in the Spreadsheet.
• IMPORTANT: If you wish to add data, insert rows at the bottom of what already exists. Don't insert in between existing rows.
• After inserting or updating data in spread sheet, user needs to highlight all Data including Row Headers, then click the "Import and Update" button to import the data to Subscribe-HR. Highlighting must be done for the import to work.
• 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.
• If you wish to start a new Import / Update, Select Export and then re-select the Objects and Fields. Or Click Reset and do the same.

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"
• IMPORTANT: * After inserting or updating data in Spreadsheet, user NEEDS TO HIGHLIGHT ALL DATA INCLUDING ROW HEADERS, then click the "Import and Update" button to import the data to Subscribe-HR. Highlighting must be done for the import to work. You must highlight all data and headers in the Spreadsheet.