Importing People and Business Structure Via CSV

Prerequisites:
  • Read About Importing and Exporting Data and Access Import and Export Files
  • Obtain a sample person import data file (import-person-sample.csv) available in KB:000161552 UKG TeleStaff Sample Import Files or from the distribution in the /integration/samples folder.
  • You must have the Authority permission Import Manager: Full Access to process imports in the /integration/import folder.
  • To start the Import Manager, set the field Run Import Manager as to <self> located in Setup System > Import Manager > Initial Import.

Real-Time Update
Before running an import, be sure to back up the application’s database. Importing data can overwrite existing application data. Before you import review and set Import Manager settings as desired in System > Import Manager> People Data Settings.

- - - Institution Focus and Timezones - - -
All institutions and shifts must exist prior to subsequent imports. This means if you are using the Import Manager to update the database, any new Institution or Shift must exist and have a shift or institution association in the database prior to import.

Important Import Information
  • CSV is the required format. If the file format is changed to facilitate populating the data, the end result must be in the formatted CSV file provided - otherwise the import manager will not process the file.
  • Do not rename columns. Column titles are case sensitive.
  • Do not change the format. Columns must be formatted correctly.
  • Do not add alternate data formats. Alternate data formats are not supported.
  • Data entry and labels must be consistent to prevent the creation of duplicate items. For example, if you inadvertently import a shift labeled ‘S1:Shift1’ and ‘S1:Shift 1’ two distinct shifts will be created. If you label the same region ‘R1:Region 1’ and then somewhere else in the file you have ‘R1:Reg1’ then you will create two entirely distinct regions which could result in a re-import.
  • Use concise labels when possible. For example, use TTh instead of Tuesday and Thursday.
  • When labeling items in the application be sure that labels make sense in a staffing environment and fit staffing configuration requirements.
  • When feeding application data to a third-party system use the same naming conventions for the required fields only; for example, if the third-party system requires a shift labeled ‘E123’, and end-users know this shift as ‘Evenings’, use the shift abbreviation field to hold the ‘E123’ requirement and use the shift long name field to hold the name ‘Evenings’; for example: E123:Evenings.

To stage and import personnel, profiles, assignments and the business structure:

  1. Populate the Person-In file with your data.

    The default application configuration is set for performing initial imports.

  2. .
  3. Navigate to the following directory: integration/import
  4. Place your file in the integration/import/person.in folder.
  5. The application looks for a new file on a periodic basis and will begin to process the file. When the process begins, the file is automatically moved to the /person.processing folder. Once complete, the file is moved to either the /person.processed folder when successful, or the /person.error folder if there was a problem processing the data. See the Activity Log in the System area in Setup for additional information.
Result:  Data from the spreadsheet is imported into the application; mapped data elements from the file have been created or updated.