Upload employee LDR to WFM using Integration Central

Follow this guide to upload employee Location–Department–Role (LDR) records in bulk to Humanforce WFM using the Integration Central file import tool. This ensures accurate assignment of employees to valid locations, departments and roles, especially when employees work across multiple combinations.

This task supports bulk workforce changes and is best suited to organisations managing large teams or multi-site deployments.

If you're not yet familiar with Integration Central file imports, start by reviewing Configure and run file import tasks in Integration Central.

Part 1: Prepare the employee LDR file

1. Go to Management > Advanced > Integration Central - Add New > File Import.
2. Download the Employee LDR import template.
3. Enter your LDR data into the template, following these rules:
   • Each LDR assignment must be a separate row.
   • All reference values (PayCompany, Location, Department, Role) must already exist in WFM.
   • The LDR combination must be valid in WFM. Invalid LDRs are rejected.
   • Supported lookup types include: GuidKey, Short Name, Name, or Export Code.
   • If a field is not mapped, the current value is retained.
   • If a field is mapped but left blank:
     • If a default value is set, it is applied.
     • If no default exists, the field is cleared (null).
4. Save the file in .CSV format.

Once saved and correctly structured, the file is ready for upload.

Part 2: Upload the employee LDR file

1. Return to Management > Advanced > Integration Central - Add New > File Import.
2. Select Employee LDR as the import type.
3. Choose the employee matching identifier (e.g. External ID, Employee Code, or other supported ID).
   • This step is mandatory.
4. Choose your upload method:
   • Scheduled upload, or
   • Ad-hoc upload
5. After upload, review the results in View Logs or History:
   • Standard logs show upload status and validation checks.
   • The upload results log includes:
     • Row-level validation results
     • A downloadable copy of the processed file

Save the upload results log to keep a record of processed rows and any errors for future troubleshooting.

When the upload completes successfully, a confirmation appears in Integration Central. New or updated LDR records display at Management > Employee > Employee Management - Employee Profile > Locations, Departments, Roles.

Additional information

• Recommended upload order:
  1. First, upload Employee Basic records with a default location, department, and role.
  2. Then, use Employee LDR to add all additional LDR combinations.

  3. Finally, use Employee Role Revisions to load full revision history or future-dated changes.

     This order helps minimise upload errors by ensuring that employee and LDR records exist before any role revisions are applied.

• Default roles:
  • The LDR import does not assign or update an employee’s default role. To update a default, re-run the Employee Basic import.
• LDR validation:
  • Role revisions can only be added where an LDR already exists.
  • If the file references a missing LDR, those rows will fail validation.
    • Use the Employee LDR import to add any missing records before retrying.
• File size limits:
  • No enforced row limit, but the file must be under 15 MB.
  • For large datasets, split files to simplify error handling or for SFTP use.
• Duplicate rows:
  • If any exact duplicate rows exist (all values identical), the entire file will be rejected. Duplicate rows are flagged in the results log for correction.
• Lookup behaviour:
  • If lookup values (e.g. Name) are not unique, the row fails with an error.
  • Use GuidKey or Export Code where possible to avoid conflicts.
• Employee change tracking:
  • If an LDR is updated via this import, the Employee.LastEdit and Employee.LastEditById fields are updated.
  • If there are no changes, these fields remain unchanged.
• Validation results:
  • All invalid rows are logged with:
    • Success/failure status
    • Error reason
• Unsupported actions:
  • Employee LDR deletions are not supported via file import.
    Use the UI or relevant APIs for deletions.
• Tip for large imports:
  • For imports over 50,000 rows, test in a lower-risk or non-production environment first to avoid system load or data issues.

Reference: Employee LDR file field definitions