Importing Data into an Object

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{{page.name: Core Human Resources: Importing Data into an Object - Subscribe-HR Wiki}}
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{{page.name: Core Human Resources: Importing Data into an Object: Data Upload - Subscribe-HR Wiki}}
 
{{page.head: Importing Data into an Object}}
 
{{page.head: Importing Data into an Object}}
  
 
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__TOC__
  
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==Importing Data into a Single Object==
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==Data Import Tool - Data Upload Tool==
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While it is preferred that data is entered through the Subscribe-HR Interface, importing of data
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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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===Knowing what fields I can import data into===
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The Data Import Tool allows you to import a .csv file to create new records, or update existing records. The tool can be accessed via the List All app.
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There are 2x types of data import available in the Subscribe-HR system.
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<br>
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# Single Object Import
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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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===Importing New Records===
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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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To create new records using the Data Import Tool:
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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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=====Import Data Page=====
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# Navigate to the Import Page.
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# Select the '''File''' you wish to import. This file must be a '.csv' file. '.csv' cn be saved from Excel.
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# Select the '''Delimiter''' you chose when saving the excel file. This will most commonly be 'Comma Delimited'.
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# Select the '''Text Qualifier'''. This will most commonly be '"'.
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# Check the '''First Row Contains Column Names''' if the '.csv' file has the names of each column in it's first row.
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# Do '''not''' check the '''Perform Update''' box. This is for updating existing records.
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# If you are importing into the parent object, and also wish to import into the children objects with the same file, check the '''Advanced Import(Multi-Layered Data)''' checkbox.  
  
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====Formatting of Date Fields====
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=====Map Fields Page=====
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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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On this page, you will need to scroll through and find each of the fields you will be importing into. Next to them will be the first row entry of each column. You will be able to select which column will populate into each field for each record.
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# After logging into Subscribe-HR select '''My Profile'''
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If the '''First Row Contains Column Names''' was selected, the system will try to auto-match fields with columns of the same name.
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[[File:my_profile.gif]]
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If the '''Advanced Import(Multi-Layered Data)''' has been checked, all children objects of the chosen object will be visible beneath the parent objects fields. You can include a child object by selecting the checkbox on the right of that object. All fields for this object will now appear, and have to be mapped.
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'''Note''': All fields with a red asterisk(*) must be mapped.
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Selecting the Excel format for the field
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=====Preview First Record=====
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[[File:formatcell_date.gif]]
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This page will allow you to preview the first record before you import the file. It is an opportunity to review the data mapping that has been selected.
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Once you have confirmed the preview is correct, press the Import button to import the data.
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===Updating Existing Records Records===
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To update existing records using the Data Import Tool:
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=====Import Data Page=====
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# Navigate to the Import Page.
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# Select the '''File''' you wish to import. This file must be a '.csv' file. '.csv' cn be saved from Excel.
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# Select the '''Delimiter''' you chose when saving the excel file. This will most commonly be 'Comma Delimited'.
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# Select the '''Text Qualifier'''. This will most commonly be '"'.
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# Check the '''First Row Contains Column Names''' if the '.csv' file has the names of each column in it's first row.
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# Check the '''Perform Update''' box. This is for updating existing records.
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# If you are importing into the parent object, and also wish to import into the children objects with the same file, check the '''Advanced Import(Multi-Layered Data)''' checkbox.
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=====Map Fields Page=====
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On this page, you will need to scroll through and find each of the fields you will be importing into. Next to them will be the first row entry of each column. You will be able to select which column will populate into each field for each record. '''You must have the IDs of the parent records in the '.csv' file, and they must be mapped'''.
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If the '''First Row Contains Column Names''' was selected, the system will try to auto-match fields with columns of the same name.
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If the '''Advanced Import(Multi-Layered Data)''' has been checked, all children objects of the chosen object will be visible beneath the parent objects fields. You can include a child object by selecting the checkbox on the right of that object. All fields for this object will now appear, and have to be mapped.
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'''Note''': All fields with a red asterisk(*) must be mapped.  
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=====Preview First Record=====
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This page will allow you to preview the first record before you import the file. It is an opportunity to review the data mapping that has been selected.
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Once you have confirmed the preview is correct, press the Import button to import the data.
  
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====Formatting of Drop Downs====
 
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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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A good example of this:
 
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[[File:title_drop_down.gif]]
 
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[[File:title_ui.gif]]
 
  
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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.<br><br>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<br>[[File:import_csv.gif]]
 
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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.<br>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.<br>[[File:csv_heading_example.gif]]
 
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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<br>[[File:import_screen.gif]]
 
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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<br>[[File:first_record.gif]]
 
  
 
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[[File:subscribehr_logo.gif]]
 
[[File:subscribehr_logo.gif]]

Latest revision as of 04:41, 29 October 2021

Data Import Tool - Data Upload Tool

The Data Import Tool allows you to import a .csv file to create new records, or update existing records. The tool can be accessed via the List All app.

Importing New Records

To create new records using the Data Import Tool:

Import Data Page
  1. Navigate to the Import Page.
  2. Select the File you wish to import. This file must be a '.csv' file. '.csv' cn be saved from Excel.
  3. Select the Delimiter you chose when saving the excel file. This will most commonly be 'Comma Delimited'.
  4. Select the Text Qualifier. This will most commonly be '"'.
  5. Check the First Row Contains Column Names if the '.csv' file has the names of each column in it's first row.
  6. Do not check the Perform Update box. This is for updating existing records.
  7. If you are importing into the parent object, and also wish to import into the children objects with the same file, check the Advanced Import(Multi-Layered Data) checkbox.
Map Fields Page

On this page, you will need to scroll through and find each of the fields you will be importing into. Next to them will be the first row entry of each column. You will be able to select which column will populate into each field for each record.

If the First Row Contains Column Names was selected, the system will try to auto-match fields with columns of the same name.

If the Advanced Import(Multi-Layered Data) has been checked, all children objects of the chosen object will be visible beneath the parent objects fields. You can include a child object by selecting the checkbox on the right of that object. All fields for this object will now appear, and have to be mapped.

Note: All fields with a red asterisk(*) must be mapped.

Preview First Record

This page will allow you to preview the first record before you import the file. It is an opportunity to review the data mapping that has been selected.

Once you have confirmed the preview is correct, press the Import button to import the data.


Updating Existing Records Records

To update existing records using the Data Import Tool:

Import Data Page
  1. Navigate to the Import Page.
  2. Select the File you wish to import. This file must be a '.csv' file. '.csv' cn be saved from Excel.
  3. Select the Delimiter you chose when saving the excel file. This will most commonly be 'Comma Delimited'.
  4. Select the Text Qualifier. This will most commonly be '"'.
  5. Check the First Row Contains Column Names if the '.csv' file has the names of each column in it's first row.
  6. Check the Perform Update box. This is for updating existing records.
  7. If you are importing into the parent object, and also wish to import into the children objects with the same file, check the Advanced Import(Multi-Layered Data) checkbox.
Map Fields Page

On this page, you will need to scroll through and find each of the fields you will be importing into. Next to them will be the first row entry of each column. You will be able to select which column will populate into each field for each record. You must have the IDs of the parent records in the '.csv' file, and they must be mapped.

If the First Row Contains Column Names was selected, the system will try to auto-match fields with columns of the same name.

If the Advanced Import(Multi-Layered Data) has been checked, all children objects of the chosen object will be visible beneath the parent objects fields. You can include a child object by selecting the checkbox on the right of that object. All fields for this object will now appear, and have to be mapped.

Note: All fields with a red asterisk(*) must be mapped.

Preview First Record

This page will allow you to preview the first record before you import the file. It is an opportunity to review the data mapping that has been selected.

Once you have confirmed the preview is correct, press the Import button to import the data.



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