Create multiple employee profiles by importing a data file

You can import data to create or update multiple employee profiles. Use the employee import data file template to create the data file to import.

For each employee created through the importing process:

The system assumes that each data item has effective dates equal to the start and end date for the employee.
Only the current start date of an employee is retained by the import process. All other effective start dates are replaced by the current start date specified in the employee import file. For example, assume an employee has worked for two organizations: Org1 and Org2. The employee has a start date of Wed 20/11/2019 and an end date of Wed 15/09/2022 for Org1. The employee has a start date of 16/09/2022 for Org2 and no end date is specified for Org2. In this scenario, when the import completes, the effective dates for the employee will show a start date of Wed 20/11/2019 for Org2. No effectivity dates related to Org1 are displayed in the Effective Dates user interface for the employee.
The user names are imported, and a default password is assigned to each user. Each user account is in Reset Mode; users must change their passwords after they sign in for the first time with the default password.

To avoid errors or time out requests, import or update employees in batches of 500.

Before you begin

Use the system employee import data file template to create a data file that includes the employee information to import. The data file you import must be a delimited text file with the column names that match the field names used in the system. The column names used by the system are listed in the Import page when you select Import.

Procedure

Go to User Management Module that an administrator uses to create a profile for each employee in their organization.. Under Employees, select Profiles.
Click Import at the bottom of the right pane.

By default, the Import page has the Last Name, First Name and Organization check boxes selected. These options cannot be cleared.

Next to Mode, select the Create option.
To find and select the file to import, select Browse next to File to import.
Select the Delimiter to be used when importing the file. Tab is the most common delimiter.

Do not use the Comma delimiter when importing users with a Supervisor assignment, Team Lead assignment, or those who have multiple email addresses.
Do not use Comma or Semicolon as the delimiter when importing users with a Data Source assignment.

In the Number of lines to ignore at start of file, enter the number of lines.
Do one of the following:

To import information related to only some of the fields in the Import page, select the check boxes beside the appropriate fields, and provide the column number corresponding to the field in the import file.
To import information related to all the fields in the Import page, select Select All to include all fields.

In the Import page, you can select the User Name check box to import names from the file for each person imported.

If you select this check box, note the following:

A user account is created for each imported person.
The user name for the account is the user name requested in the import file, if it is not already in use. If it is in use by some other user, the requested name is modified to make it unique.
The period (.) character is not allowed in name fields such as First Name, Last Name, Middle Initial, and Suffix.
A default password is provided for each account created. The default password is identical to the user name.
Users created in this way are asked to reset the account password when they log on for the first time, once they successfully identify themselves.
An information message is displayed on the import page every time a user name is modified to make it unique, or if a default password is provided for a person.

To import information related to only some of the fields in the Import page, select the check boxes beside the appropriate fields, and provide the column number corresponding to the field in the import file.
To import information related to all the fields in the Import page, select Select All to include all fields.

In the Import page, you can select the User Name check box to import names from the file for each person imported.

If you select this check box, note the following:

A user account is created for each imported person.
The user name for the account is the user name requested in the import file, if it is not already in use. If it is in use by some other user, the requested name is modified to make it unique.
The period (.) character is not allowed in name fields such as First Name, Last Name, Middle Initial, and Suffix.
A default password is provided for each account created. The default password is identical to the user name.
Users created in this way are asked to reset the account password when they log on for the first time, once they successfully identify themselves.
An information message is displayed on the import page every time a user name is modified to make it unique, or if a default password is provided for a person.

Select Save.

If there are no errors in the upload, the users are now saved in the system and appear, in alphabetic order, under Names in the left panel of the Profiles page.
If there are fewer than 50 validation errors, error messages appear on the page. Once you correct the errors, run the import again.
If there are 50 or more validation errors, the Import page refreshes and displays Download Validation Errors. Use this option to generate an error report in a *.txt file showing the first 50 errors.

Once you fix the first 50 errors, run the import again. If there are still 50 or more errors, another file is generated.