In many windows in the software, there is an Import button you can use to import data directly into the system. In most cases, the data is in the form of a code and a description, but some windows enable you to import a greater, more complex set of data. The steps you follow to prepare and import the data depend on the complexity of the data.
Importing codes and descriptions
For example, in Personnel > Employment, there is a range of reference data you can import, such as contract types, employment types, employment status, and leaving reason. All the data is in the form of a code and a description.
To import data, you follow these two steps:
- Create the comma-separated (CSV) files for the data.
- Import the data into the system.
To create the CSV files:
- Open a file for the data. This is a plain text file you can create by using third-party applications, such as NotePad or Microsoft Excel.
- On the first and subsequent lines in the file, enter the codes and descriptions, separating the codes from the descriptions on each line by using a comma (ensure that the number of characters in the code does not exceed the maximum number of characters allowed for the code). For example:A1,description1
- Save the file. If you use Microsoft Excel to create the CSV file, select the CSV (Comma delimited) file type in the Save as type field.
To import the data:
- Click Import on the window. The Data Transfer Utility window is displayed.
- In File Location, click … to select the CSV file. The Open window is displayed.
- Browse to the location of the CSV file, select the filename, and click Open. The location and filename of the CSV file is displayed in File Location.
- Click Import to import the data. A message is displayed that asks you if you want to continue — click OK to continue.
Importing more complex data
In some windows in the software, you can import multiple fields, rather than just a code and a description. For example, in Personnel > Your Organisation > Activity, you can import data for activities.
If you need to import more complex sets of data, contact the software’s Support Team for information and advice about what you can import and how to prepare the CSV files for import.