Overview
This article covers how to create and run an Employee Qualification Import file through the Integration Central tool within Humanforce.
- Creating an Employee Qualification Import
- Mapping the file fields for import
- Running/scheduling the import
- Further assistance
For more general information on Integration Central and the guide on enabling this tool, you can refer to the below Help articles:
Creating an Employee Qualification Import
Employee Qualification Imports can be performed on a one-off basis by uploading a file from your computer, or on an ongoing basis by targeting files uploaded to your Humanforce sFTP folder.
If you wish to enable the sFTP file import process, please log a ticket on Humanforce Help so that our Support Team can enable this functionality for you.
Using the File Import tool, you assign new qualifications to employees, or update existing assignments against employees from data in your .csv file.
The tool also provides a downloadable template when creating a new import which you can use to create an employee qualification import file from scratch to meet your needs.
Within Integration Central, click the New button and select the File Import integration type.
Enter a Name for the integration, then select Employee Qualification as the Data type.
If you require a template file as a reference for structuring your own import file, you can click the Download template button to generate an example.
This will provide a .csv file which contains all column headers in the first row that are available for use within your import file. The second row contains placeholder text which defines the character limit of each column or the data values it accepts, and this row should be overwritten with rows containing the data you wish to import when building the file.
The headers in this auto-generated template file should all automatically map during the next stage, but any adjusted header values can be manually remapped if required.
If you are performing a one-off import, you can drag-and-drop your desired file into the File section, or alternatively you can click Browse and use the file explorer to navigate and choose your desired file. Click Next once you have selected your file to proceed to the field mapping stage.
If you are setting up an ongoing import with files in your sFTP folder, click the Humanforce sFTP Import option, then select your desired file from the dropdown menu. Click Next once the file is selected to proceed to the field mapping stage.
Mapping the file fields for import
A Pay Company must be selected to filter the employees you wish to target in the import file.
Integration Central will detect the header columns in your provided .csv file, and will then attempt to automatically map each column to the required field within Humanforce.
If any columns do not automatically map, you can manually specify the Target Field which they should utilise within Humanforce. You can use any values that you wish for the column headers in your file, as long as they are mapped to a target field.
Format Specifiers can be defined for the Issue Date, Expiry Date and Requested Date fields to specify the date format you are providing in the import file.
A Lookup Type will be provided for the Qualification field to allow matching on Name and GuidKey.
You can also provide Default Values for the fields to decide the import behaviour if a row is missing data.
NOTE: If you are performing a one-off file import, please be aware that clicking the
Next button in this step will instantly execute your file import.
An Employee Code or Payroll Code should be provided for each row to define the employee in Humanforce you wish to match the qualification data against.
Existing mappings can be removed from employees by setting the value of your Deleted column to true/yes/1. If you are only adding new assignments to employees, you can omit this column or set the value to false/no/0.
Running/scheduling the import
If you are performing a one-off import, clicking the Next button after finishing the field mapping step will instantly execute the import process and show you the results of your import.
If you are setting up an ongoing import, clicking the Next button after finishing the field mapping step will take you to the scheduling step.
Within the scheduler, you can choose the below parameters to define your desired frequency:
-
Execution frequency
- Run once
- Run daily
- Run weekly
-
Start date
- Defines the date that your schedule will start executing
-
Start time
- Defines the time of day that your schedule will be executed
Once your schedule parameters have been defined, click the Schedule button to engage this automated import.
You can additionally choose to Skip defining a schedule if you wish to run this on-demand from the Integration Central main menu when required.
If the file is on a schedule, you can still run it on-demand from the main menu provided that your file is available in your Humanforce sFTP folder.
Clicking the menu icon against each import will also allow you options to edit/delete the task, as well as checking the logs from the last execution & viewing the history of multiple previous executions:
Further assistance
If you experience any issues while creating, scheduling, or executing a File Import through Integration Central, please log a ticket on Humanforce Help so that a member of our Support Team can assist you with the problem.