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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==Importing Data using the Excel Uploader "Add-In"==
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==Data Import Tool - Data Upload Tool==
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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".
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===Data Upload Process Excel "Add-In" - New Data===
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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 three Steps to follow when using the Excel Data Uploader.
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* Obtain the Set-up File to utilise the Excel Data Uploader.  
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===Importing New Records===
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* Select the Set-up Option in the File to start the set-up. File is only for Windows environment. No Mac. Please ask us for the Mac Version.
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* Once the file is set-up Successfully, there should be an option in Excel --> Add-Ins.
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To create new records using the Data Import Tool:
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* User needs 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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=====Import Data Page=====
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* 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.
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# Navigate to the Import Page.
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* 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.  
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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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* IMPORTANT: If you wish to add data, insert rows at the bottom of what already exists. Don't insert in between existing rows.
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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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* 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.
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# Select the '''Text Qualifier'''. This will most commonly be '"'.
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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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# 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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* 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.
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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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=====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.
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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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===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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===Import or Update Data From Excel Spreadsheet===
 
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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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* 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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* 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.
 
  
 
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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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