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.