Import Processing & New Employee Import

This file is a combined export of PrismHR help topics in Import Processing & New Employee Import. Source help system: https://tech-docs.prismhr.com/SP_help/Default.htm Each topic is separated by a heading and includes its original URL.

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Fields Included in Each Import

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Import%20Fields/Included_Fields.htm Path: PD/Import Fields/Included_Fields.htm

Fields Included in Each Import

The following table details all fields included in each import.

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Adding New Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Adding-New-Codes.htm Path: PD/New-Employee-Import/Adding-New-Codes.htm

Adding New Codes

You can add new codes for a client by clicking look-ups that are directly linked to the PrismHR form for that category.

Note: Note: This form does not use Client Access Group Security.

To add a code (using Position as an example):

1. From Import Corrections on the Review form, click into a table cell with an error and press Control+Enter to launch the Select Position selector. [Image: screenshot]

2. Click Create New Position to access the Select Position form for creating position codes. When new codes are created and saved, the system returns to the Review form. The table cell that triggered the code selector is updated with the new code.

Code Categories

Code categories you can add with a Create New… link include:

• Department Code - See Maintaining Departments.

• Division - See Maintaining Divisions.

• Position Code - See Defining Positions.

• Project - See Maintaining Projects.

• Shift Code - See Setting Company Shift Parameters.

• Work Group - See Defining Work Groups.

• Worksite Location - See Maintaining Worksite Locations.

Code Validation

When you select a file to import, the system displays an error message if there are newly added codes that cause errors. You can then correct them and specify whether to include these new codes in the import. Codes can be added in the following ways:

• If a code was added from within the workflow import and it matches the imported or translated code, the system checks all rows for other instances of the same code. For all matching codes in the import, it clears the error highlighting on the table cell, updates the row icon and import dashboard to reflect the changes, and displays a message similar to this:

6 error(s) fixed with the addition of Position Code [BAR]

• If a code was added from within the workflow import, it may differ from the imported or translated code because you changed the imported code while fixing an error. For example, you may have incorrectly entered BAT on the spreadsheet instead of BAR. In this case, the system checks all rows for other instances and if it finds any, it prompts you to specify whether to update all instances or only the highlighted cell. Based on your response, it clears the error highlighting on the relevant table cells, updates the row icon and import dashboard to reflect the changes, and displays a message similar to this:

6 error(s) fixed with the addition of Position Code [BAR]

• If one or more codes are added outside of the workflow, you can correct them on the Review form.

• If new errors are introduced, error counts on the table filter and dashboard are updated.

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Using the New Employee Import Dashboard (Batch Management)

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Batch-Management.htm Path: PD/New-Employee-Import/Batch-Management.htm

Using the New Employee Import Dashboard (Batch Management)

This form is the starting page for the New Employee Import feature. Batch management lets you view past import statistics, download reports or the original import file, and verify what was imported and perform troubleshooting (if required). You launch the New Employee Import wizard from this form. When you initially access this dashboard, it automatically filters imports in progress by your login ID.

Note: Note: This form does not use Client Access Group Security.

To access the import dashboard:

1. Click [Image: screenshot] .

2. From Operations|Action, click New Employee Import to access batch management. Options include:

• Imports in Progress: Provides information on multiple import files that have started the import process.

• New Import: Click to launch the New Employee Import wizard and access the Setting Up the New Employee Import form.

• Past Imports: Provides details on an import, such as the person who initiated the import. Also allows downloads of the original import file.

• Import Format Management: Manages code translations and accesses Import Field mappings. See Managing Code Translations and Import Field Mappings

Viewing Imports in Progress

You can view existing imports that are in progress but not completed. This allows you to continue working on an import from where you last left off. The system supports multiple file imports in progress at a time. The Imports in Progress table includes these columns:

1. File Upload
2. Data Mapping
3. Review & Fix Data

• First time through the import, you click Next. The status for the import is updated to reflect the screen that the Next button directs you to. For example, if you go to Data Mapping, this results in a saved step of 2-Data Mapping.
• If you return to a previous screen but do not make any changes, your currently saved step will not change.
• If you return to the Setup screen and upload a new file or change the field mapping selection and then click Next, the step count resets.
• If you return to Data Mapping and change the Code Set selection and then click Next, the system warns you that changes to the translation code set reverts all previously fixed errors. Clicking Yes dismisses the dialog, resets the import using the newly selected code set, and directs you to the Review screen. Clicking No dismisses the dialog and keeps you on Data Mapping. The step is set to 3 - Review and Fix Data.
• The Close button has no impact on the status step for the import. Clicking Close on any screen returns you to Batch Management. | Last Modified Date | Date an import file was last modified. | | Last Modified User | User that modified the import file. | | Actions | Click the trash can icon to delete an import in progress. (Note: This action cannot be reversed.) | ## Viewing Past Imports

Past imports provides a status on import files that have successfully completed the import process. Fields include:

Field — Description

Date From / To — Specifies the date range for past imports. Select a start and end date from the calendar selector. This range defaults to the last 30 days, including the current date. If the date range is invalid, the system displays an error message.

Name — Name of the report. Click the link to download the report.

Date Completed — The date when the import was successfully completed.

Processed by User — Name of the user that submitted the import.

Number of Employees — Number of employees successfully imported and converted. This value does not include employees that were manually or automatically removed from the import. Note: If an employee is hired into a worksite location that has an override work geocode setting in place, that setting will flow through to the Tax Geocode Override Option field on the employee record.

Employees Not Included — Employees that were excluded from the import because of file errors or because they are still in onboarding.

Original Import File — Click the link to download the original import file.

Note: You must have permission to access specific clients in past imports, or you will not be able to import data into these client import files.

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Understanding Company Import Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Companies-Importing-Into.htm Path: PD/New-Employee-Import/Companies-Importing-Into.htm

Understanding Company Import Information

This panel displays Company ID, Company Name, and Import Options. This is data extracted from the import file and is read-only.

The Import Options drop-down includes:

• Auto-enroll employees in PTO and group benefits (default)

• Do not auto-enroll

Note: Note: PTO auto-enroll rules need to be set up and group benefit plans must be set to auto-enroll.

Employees are automatically added to the next payroll batch if one is available. Employees that are still in onboarding are not added to a payroll batch until they have completed onboarding.

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Using Employee Exclusion Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Employee%20Exclusion.htm Path: PD/New-Employee-Import/Employee Exclusion.htm

Using Employee Exclusion Report

Use this report to download a spreadsheet or report that includes all employees not imported to more easily review and address the issues that prevented importing and then upload them in a new import. The report lists excluded employees that were not imported (because either you or the application excluded the user), and creates a CSV file that includes all the columns for each employee. Data is not translated and edits made on the Review form are not included.

An asterisk precedes each cell that contains an error and each row provides an additional column at the end that includes each error message. Tables on the Batch Management and Setup screens contain an Employees Not Included column and each row under the header includes a link to the file.

To exclude an employee:

1. From the Review & Fix Data form, click on the employee name, and in the pop-up, disable the Import Employee toggle. This is helpful when specific employee data cannot be addressed right away and is holding up an import. [Image: screenshot]

2. Uncheck the Import Employee box.

Note: Note: If an employee is excluded, this appears as a filtering option in the Show drop-down. Employees in onboarding are automatically excluded from the import.

If an employee is excluded, the status icon changes to a Ban icon

[Image: screenshot]

and the row’s background color changes to light gray. After the import is submitted and converted, the system retains a record of excluded employees that you can download as a report.

You can flip an employee’s status back to included, which returns any errors or warnings associated with that employee before they were excluded.

[Image: screenshot]

Download an Employees Excluded Report

To download this report:

1. From the Past Imports table on the New Employee Import dashboard, click a report link under the Employees Not Included column. The system downloads the file to your local drive.

2. Open the file for further analysis.

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Creating and Editing Import Mappings

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Import-Field-Mapping.htm Path: PD/New-Employee-Import/Import-Field-Mapping.htm

Creating and Editing Import Mappings

Use the Import Field Mapping form to create or edit import mappings and map codes from your spreadsheet to PrismHR codes.

To access this form:

From the Batch Management form, click Import Field Mapping (under Import Format Management). Or, from the Back Office menu, navigate to Operations|Action and click Import Field Mapping.

Autodetect From File

File auto-detection provides a way to upload a sample file in the desired format (.csv or .txt) so the system can automatically detect how the file is set up.

Note: Note: PrismHR recommends uploading a file and letting the auto-detect function assist with mapping.

When you upload the file, the system attempts to match up the incoming field names with PrismHR fields or pre-defined alternative field descriptions. This auto detection occurs during file upload and the system displays a process window that details the upload progress. Parameter values in File Settings are automatically selected based on the contents of the uploaded file. You can adjust these parameters and apply changes.

The system flags these errors:

• Duplicate column headers: You must change the duplicate header name and save changes.

• No column headers: You must update column headers with names.

Once the file is uploaded and interpreted by the system, Column Mapping is updated to reflect how incoming field names match up with PrismHR fields. You can edit Imported Column Header and Prism Field to refine the field mapping.

File Settings

Auto-detect parameters become active after a file is upload and includes these options:

• Number of header lines to skip: This value controls how many rows in an uploaded spreadsheet are skipped before parsing it for values. Values range from 1-10, with a default of 1.

• Delimiter: Available options are comma (default) and tab-delimited.

Import Field Mapping Section

The Import Field Mapping section configures your settings to import field mappings into the system.

To set up the import field mapping:

1. Select a Type. Currently, the only available option is Employee; this field will be expanded to other types of imports in the future.

2. Select a Field Mapping ID (required) from the Select Field Mapping look-up table. Field mappings have been created that align with import spreadsheets:

• Prism-Standard

• Prism-Expanded (default)

• HRP-Expanded

These are based on the Expanded and Standard HRP import formats. They vary slightly from the originals in that they do not include blank or discontinued columns. The standard field mappings include PAY.GROUP, AUTO.PAY, and I9.FROM.OB in addition to the fields found in the HRP version of the import.

Note: Note: Only spreadsheets that match the HRP-Expanded-TXT file can be imported without headers.

3. Enter a known field mapping ID or description in the Search Box. You can also filter results by status (All, Active, Obsolete).

4. Select an item from the results that display. The Import Field Mapping form displays with populated fields. For example: [Image: screenshot]

Field/Control/Button — Description

Show Only Errors and Warnings — Filters the status column so only errors and warnings are displayed.

Filter by Required — Filters the fields by their Required status. Options are: All, Yes, No, Conditional. Conditional fields are optional entries, such as Gender or Personal Email.

Filter by Category — Filters the field mappings by Category. Options are: All, Personal, Employment, Contact, Work Authorization, Pay, Tax, Benefits, Custom, I-9, Pay Allocations, HR.

Status — A green check mark indicates that a field match was found with the system. A red exclamation point indicates that the field was not recognized. A gold triangle means the autodetect function was not able to match the field with 100% accuracy and you need to check these fields to ensure they map to the correct PrismHR field.

Imported Column Headers — The headers (field names) in the import spreadsheet that are being mapped to the equivalent PrismHR fields.

Prism Field — You can enter PrismHR field codes manually, or click Prism Field to open the Select Field selector. This information should be checked against the list of existing PrismHR fields. After a field is validated, a Required? column is filled with Yes, No, or Conditional, which depends on Prism’s standard requirement for a field. These labels are conditional, which indicates they are required under certain conditions: GENDER, HOME.STATE STATUS, EMAIL.ADDRESS, and AUTO.PAY.HOURS. If an added field is already in use, the system instructs you to remove the existing field if you want to associate it with a different column. If there is no matching Prism field against what is entered, the system says that no matching field is found. Blank cells with a value in the corresponding cell are validated when saving. The system warns there are one or more fields with no values in corresponding fields and to review and fix these errors before attempting to save again.

Required — Indicates whether a field is required (Yes) or not (No). Global and Client field overrides are not displayed.

Prism Field Description — Friendly text description of the PrismHR field. For example, the code Client ID translates to Company ID.

Category — Field category, such as Personal, Employment, Contact, and so on.

Sample Data — Displays a sample from the imported spreadsheet to assist in confirming the correct matching of fields. For example, First Name will display an employee name, such as John.

Download Field Mapping Spreadsheet — Download an imported spreadsheet in a format that can be either TXT or CSV, depending on the file used to create the mapping via auto-detect. If a field mapping is created manually (not using auto-detect), the download file will be CSV.

Save — You can save a new field mapping or save changes to a field mapping. The system flags any missing required fields, or it verifies that the definition was saved successfully.

Clone — You can clone (copy) a field mapping, and then give the cloned field mapping a new ID and description (both fields are required). The system warns you if the ID already exists. If you make changes to a mapping before clicking Clone, the system asks whether you want to include any unsaved changes.

Make Obsolete — Click to make a field mapping obsolete. The system asks you to confirm that you want to perform this action. If you click Yes, the fields become read-only and the Make Obsolete button changes to Reactivate. If you click No, the system returns to the Import Field Mapping form. If you try to make a mapping obsolete while imports are in progress, the system warns you and does not perform this action.

Reactivate — You can take an obsolete field mapping and reactivate it. The field mapping is then active and fields become editable once again

Cancel — Click to clear the form.

Note: Note: There is a PrismHR default field mapping that uses the current expanded employee import spreadsheet called HRP-Expanded-CSV.

5. Enter a Description (required).

6. Click Save.

Editing Data in the Grid

When working with data in the grid:

• Click + to add a row at the bottom of the grid to add new field data.

• Click > on any line in the grid to insert a row above that item.

If you enter a value in Imported Column Header that matches a value in either UI LABEL, ORIGINAL EXP IMPORT CODE, or alternatives to the field name that the auto-detect routine recognizes, and then click or tab out of that cell, the system auto-fills the PrismHR Code field with the corresponding code.

Downloading a Spreadsheet

The Download Field Mapping Spreadsheet button displays below the Field Mapping table, which lets you download a spreadsheet based on the saved field mapping that the system automatically generates. The imported column headers display in the first row, and in the second row, if a field is required, ‘Req.’ displays below the column header. For example:

[Image: screenshot]

To download a spreadsheet:

1. Set up your field mapping file as instructed in Import Field Mapping Section.

2. Click Download Field Mapping Spreadsheet and save to a local drive.

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Managing Code Translations and Import Field Mappings

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Import-Format-Management.htm Path: PD/New-Employee-Import/Import-Format-Management.htm

Managing Code Translations and Import Field Mappings

You can use the Employee Import Code Translation Tables form to manage code translations and Import Field mappings.

Note: Note: This form does not use Client Access Group Security.

Code Translation Tables

Code set selections are made with Code Translation Tables. You can create, modify, or clone translation code sets; you can also make code sets obsolete. Code translation sets convert existing code values in the file to the codes that are created for the client within PrismHR.

Note: Note: You do not have to enter translated codes if they exactly match the codes within PrismHR.

To create a new code set:

1. From the New Employee Import form, select Code Translation Tables to open the Employee Import Code Translation Tables form.

2. Select a Table. These are the code translation tables used by this process:

• Client Master

• Division

• Department

• Employee Status Codes

• Employee Term Reasons

• Employee Type Codes

• Employer Master

• Ethnic Codes

• Position Codes

• Location Codes

• Project Codes

• Shift

• Pay Group

• Citizenship Status

• I9 Identification Document

• I9 Eligibility Document

• 2nd Form I-9 ID Document

• 3rd Form I-9 ID Document

3. Enter a title for the new code set.

4. Enter an imported code and a PrismHR code.

5. Click Save for each table you add codes to (before switching to a different table). If you try to close the window without saving, the system warns you about unsaved changes.

Note: Note: You do not need to set up any code translations for a client as the values can be edited on Screen 3. You would need a code translation set created only for values on the file that cannot be selected from existing records in PrismHR.

To manage existing code sets:

1. Select Code Translation Tables to open the Employee Import Code Translation Tables form.

2. Select a Table.

3. Click the Code Set link to open the Select Translation Table Code Set list and select a code set. Available code sets display in the form (the STD code set is always available). You can narrow the search by entering a keyword or filter by code set status (that is, All, Active, Obsolete). Reset the search field and filters if needed to start a new search. Note that code sets can specify translation values across all available tables.

4. Optional: Add an Imported Code and PrismHR code to the list.

5. After a code set and table are selected, the system displays Imported Codes on the left and equivalent PrismHR Codes on the right. You have these options:

• Save: You can save a new code set, or save changes made to an existing code set.

• Clone: Save changes to an existing code set and create a new code set. Name the new code set in the Code Set field. If a code already exists with that name, the system warns you with an error message.

• Make Obsolete: Click to make the existing code set obsolete. You cannot perform this action on the STD code set. Imports in progress are able to use an obsolete code set if this code set was selected before it was made obsolete. If a code set is marked Obsolete, you cannot choose this value on the Apply Translation Code Set field on the Data Mapping screen.

• Reactivate: This icon displays when you load an obsolete code set and you want to reactivate the code set.

• Close: If changes are unsaved when you click Close, the system asks if you still want to close the window. Click Yes to delete unsaved changes and return to Batch Management, or click No to stay on the Employee Import Code Translation Tables form.

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Confirming New Employee Import

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/New-Employee-Import-Complete.htm Path: PD/New-Employee-Import/New-Employee-Import-Complete.htm

Confirming New Employee Import

Use this form to confirm information for imports that have completed successfully (Step 4 in Employee Import Wizard). This form is not available using Search. You can also generate a report for the import and for the original import file so you can audit issues that arise post-import. Click Done once all information is checked and the import is finished; you are returned to the Batch Management screen.

Note: Note: This form does not use Client Access Group Security.

The table that appears upon import completion displays:

• Name - Name of the import file. Click the import file link to view a spreadsheet of imported employee data. Each successfully imported employee includes:

• Client Name [ID]

• Employer Name [ID]

• Employee ID

• Last Name

• First Name

• Job Title

• Location

• Department

• Division

• Project

• Work Group

• Shift

• Original Hire Date

• Pay Rate

• Date Completed - Date the import was successfully submitted.

• Processed by User - The person who submitted the import.

• Number of Employees Imported - Number of employees successfully imported and converted. Does not include employees manually or automatically removed from the import.

• Employees Not Imported - Text link displaying the number of employees manually or automatically removed from the import file. You can export this data as a report that helps review and fix issues that prevented importation and can later upload these employees in a new import file.

• Original Import File - Name of the .txt or .csv file that was originally imported into Prism. Click the file link to view the unmodified, original file.

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Working with New Employee Import Data Mapping

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/New-Employee-Import-Data-Mapping.htm Path: PD/New-Employee-Import/New-Employee-Import-Data-Mapping.htm

Working with New Employee Import Data Mapping

New Employee Import: Data Mapping is step 2 of the Import Wizard. This form displays the results of the import definition that you selected from imported data. It helps validate that the correct information was uploaded and the right settings were applied in Step 1 of the Import Wizard.

This form has three panels:

• Import Wizard Steps Indicator - Data Mapping is step 2 in the Import Wizard and the steps indicator highlights Step 2 Data Mapping to indicate where you are in the process.

• Field Mapping - Determines the columns that appear in an import file and in what order.

• Code Translations - Indicates the code set used for this import.

Understanding Field Mappings

Field mappings determine what columns appear in your import file and in what order. If you are using a file downloaded from a third party, you might need to create a new field mapping to ensure that data is imported correctly.

Note: All columns in this form are read-only, displayed for validation only. If the information looks incorrect, you may need to start over and select a different field mapping.

Mapping columns include:

• Column Letter - Corresponds to the column letter in the import file.

• Imported Column Header - Title of the header specified in the import file.

• Prism Field - Prism field code. For example, FIRST.NAME for First Name.

• Prism Field Description - Friendly text description of the PrismHR field. For example, the code CLIENT.ID translates to Company ID.

• Required - Indicates whether a field is required (Yes) or not (No). Global and Client field overrides are not displayed.

• Sample Data - Displays a sample of what a field mapping generates for a specific code. For example, FIRST.NAME will display an employee name, such as John.

[Image: screenshot]

• Next - Opens the Enhanced Employee Import dialog and displays a list of import errors. Click Close to display Screen 3, Review and Fix Data (New Employee Import: Review). Click Report to view, download, or print a report of the import errors.

• Previous - Returns to Step 1 in the Import Wizard. This lets you change a parameter or fix issues in the original import file by uploading a revised import file.

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New Employee Import Overview

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/New-Employee-Import-Overview.htm Path: PD/New-Employee-Import/New-Employee-Import-Overview.htm

New Employee Import Overview

The New Employee (New Hire) Import feature provides a bulk import process that loads new employee data from a third party source into PrismHR. You are guided through the import process with an Import Wizard that leads you through the steps required to bring in your data.

Employee Import Workflow

The new hire workflow operates like this:

1. The Service Provider (SP) receives new hire data from one of their clients.

2. The SP creates an import batch for a specific client. Data translation and file settings required for the import are assigned to the batch.

3. The SP uploads an import file (CSV or tab-delimited) with column headers. The only format you can import without column headers is one that matches the HRP-Expanded-TXT field mapping.

4. The SP confirms that data is mapped correctly between their data and PrismHR data. This data is mainly used for user-defined import templates.

5. Employee data is staged in a temporary work directory.

6. The SP is directed to the Review & Fix Data (Screen 3) form where they can make changes on the fly, which eliminates the need to adjust and re-import the file.

7. Employee data is converted and brought into the system.

New Employee Import Screens

The forms used for New Employee Import include:

• New Employee Import Dashboard - The entry point for the New Employee Import wizard. You can view import batches in progress as well as past imports that were completed successfully. Data Translations translate third-party codes into PrismHR codes set up in the system. Import Field Mapping creates custom templates for commonly imported file types.

Note: Note: You do not need to use Data Translations unless the codes contained in the import file do not match the current codes set up for the client. The STD set is selected by default, but it does not contain any custom translations unless it is added by you (the SP).

• Import Setup - On Screen 1, you create the batch import name, apply the import field mapping, and upload the file you are importing. You can then see whether there are errors associated with the imported file. The application will let you know if the selected field mapping does not match the uploaded file, and if a field mapping exists that does match, the system will alert you.

• Data Mapping - Screen 2 displays results of the import field mapping selected from imported data. It helps validate that the correct information was uploaded and the right settings were applied in Screen 1 of the Import Wizard. If required, select a Translation Code Set to translate any codes in the imported file to codes set up in the system.

• Review & Fix Data - Screen 3 displays imported and translated employee data that you can edit directly in each cell of the data mapping table. Only the columns that contain errors are displayed. You can add new codes for: Department, Division, Position, Project, Shift Code, Work Group, and Worksite Location.

• Import Complete - Screen 4 shows a summary of the employees loaded into the system and assigned either Employee IDs or prehire records that are created for OB.

Import Wizard Steps Indicator

The Import Wizard Steps indicator helps you understand where you are in the import process. You can view how many more steps are required and also displays where you are when returning to a saved step.

There are four steps in the wizard that appear across the top of the New Import dashboard. The active step in the import process is highlighted and the text is bold. For example, Data Mapping is the active step.

[Image: screenshot]

You can return to the previous step from Data Mapping and Review & Fix Data steps by clicking Previous. For example, you may need to go back to a previous step in the import process to change a parameter or to correct issues in the original import file by uploading a revised file. For convenience, the name of the import you are working with is shown on each screen of the process (Screens 2, 3, and 4).

[Image: screenshot]

When returning to the Import Setup step, the Import Name is read-only. You can change the Field Mapping selection or upload a new file. When you click Upload File you are notified that this action cannot be undone and are prompted for confirmation. Uploading a new file wipes all data associated with the import and restarts the import process.

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Reviewing New Employee Import

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/New-Employee-Import-Review.htm Path: PD/New-Employee-Import/New-Employee-Import-Review.htm

Reviewing New Employee Import

The New Employee Import: Review form displays imported employee data that you can edit directly in each cell of the data mapping table. Only the columns that contain errors are displayed. This is Screen 3 of the New Employee Import Wizard and is not accessible through Search.

The Import Overview dashboard displays:

• Employees - Total number of employees in the import file

• Companies - Total number of companies represented

• Errors - Total of all errors (not rows with errors)

• Warnings - Total of all warnings (not rows with warnings)

• Fixed - Total of all warnings and errors fixed by the user

• Not Importing - The total of all employees either in the onboard process or selectively excluded from the import

These totals are filters for the import file. As edits are made to the file, totals can change, such as the number of fixed items.

[Image: screenshot]

Note: Note: This form does not use Client Access Group Security.

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Setting Up the New Employee Import

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/New-Employee-Import-Setup.htm Path: PD/New-Employee-Import/New-Employee-Import-Setup.htm

Setting Up the New Employee Import

Use the New Employee Import page to indicate parameters that are used when importing new employees. This ensures that your imports are uploaded and fields are mapped correctly and enables you to see whether there are specific errors associated with the imported file.

• When you either click or tab out of the import name field, the field mapping template is not changed to the first one in the drop down list.

• If the data mapping template is selected before the import batch name is entered, the selection on the data mapping field is retained.

• If you click Previous to return from Screen 2, the data mapping field retains the selected option.

Note: Note: This form does not use Client Access Group Security.

To set up a new import:

1. Click Back Office [Image: screenshot] .

2. From Operations|Action, click New Employee Import. The New Employee Import starting page appears.

3. Click New Import. The New Employee Import: Setup form opens.

4. Complete these fields:

• If the batch name contains a special character, the system displays the following warning: The Import Batch name cannot contain any special characters.
• If the batch name contains one or more trailing spaces the system automatically removes them and saves the batch name. | Field Mapping | Select a field mapping for this import. The number of header rows to be skipped is also displayed. Click to select other import field mappings that align with the spreadsheet being imported. Active field mappings are listed in alphabetical order. Obsolete mappings do not appear in the drop-down. Field mappings have been created that align with the import spreadsheet: - Prism-Standard - Prism-Expanded (default) - HRP-Expanded > Note: Note: Only spreadsheets that match the HRP-Expanded file can be imported without headers. |
• Prism-Standard
• Prism-Expanded (default)
• HRP-Expanded | Header rows to be skipped: | Indicates the number of headers rows to be skipped during the import. Your import file needs to match this. This is read-only and the information is extracted from the settings on the selected field mapping field. | | Import File | Click Upload File and select a file (.TXT or .CSV) from your local system to upload to PrismHR. After a file is uploaded, the file name appears next to the Upload File button as read-only text. If a new file is uploaded after one has already been uploaded, it replaces the existing file with the newer file. The file must contain headers and must match the field mapping format. If an incompatible format is uploaded, the system warns that the file is not .txt or .csv. Convert to the required format and try the upload again. If the uploaded file does not match the selected field mapping, the system will attempt to match it to an existing field mapping and confirm the selection. |

5. Click Next. You are directed to Working with New Employee Import Data Mapping, Screen 2 in the Import Wizard.

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Reviewing and Fixing Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/New-Employee-Import/Review-Fix-Data.htm Path: PD/New-Employee-Import/Review-Fix-Data.htm

Reviewing and Fixing Data

Imported data is translated into PrismHR codes. The data includes all columns that contain errors or warnings, which are highlighted in pink. These columns appear for all rows, even if those rows are free of errors.

The columns that appear, regardless of spreadsheet order:

• Status indicator (icons) - Hover over an icon for an employee to view a summary of errors or warnings.

• First Name

• Last Name

• Company ID

• Employee ID

These columns do not horizontally scroll.

Understanding Import Corrections

Erroneous data appears in the Import Corrections table, which is an editable inline grid. A red icon appears in rows containing erroneous data. For example, a zip code is highlighted because it does not contain 5 digits.

Editing Data

You can correct data by entering it directly in the cell. If there is a code associated with the cell, a selector can be opened to select from a list of codes either by clicking on the look-up icon (magnifying glass) to the right of the data or by pressing Control+Enter in the highlighted cell. You can edit the text in all other fields, even those that do not contain errors. Use these keyboard shortcuts to navigate through the table:

• Tab - Move right

• Shift+Tab - Move left

• Up/Down Arrows - Move vertically.

Note: Note: When you correct data and exit the field cell, the system automatically sends the entire Employee record back through the import engine to confirm if there are any additional errors.

Dates: You can either use the calendar date picker or enter the date manually. Quick date functions such as t for today’s date, or t-1 for yesterday’s date are supported.

A horizontal scroll bar appears if the total width of all columns exceeds the overall table width. You can scroll by clicking the scroll arrows, or hold the Shift key while scrolling the mouse wheel. Note that the first four columns are frozen and do not scroll horizontally.

Click the look-up icon (magnifying glass) to open the look-table associated with that field. The magnifying glass icon turns blue when you hover over it.

[Image: screenshot]

Hover over an error or warning icon to see this message:

[Image: screenshot]

Note: Note the following:

• If a row contains both a warning and an error, the error icon displays first. Once the error is cleared, the warning icon appears. Data with a warning flag can be edited. It is also possible to submit an import file with warnings.

• A table cell with look-up icon indicates that a selector for that code type can be opened to make different selections. You can click on the icon or press Control+Enter to open the selector. Available selectors include:

• Benefit Group

• Cross Company EID

• Department Code

• Division

• Employer ID

• Employment Status/Type

• Ethnic Code

• Pay Group/Period

• Position Code

• Project

• Shift Code

• Work Group

• Worksite Location

• If inline help is displayed, you can still edit values in the table.

• If the new value is correct, the pink background color is removed.

• If you enter a non-existent code, the system tells you it does not exist.

• If you remove a required code, the system tells you this code is required.

• Filter counts displayed in the Import Overview Dashboard are updated when changes are made to the table.

• You can assign selected employers to a particular worksite location for clients. If this occurs, you can only select that particular employer. If you are not assigning employers on the worksite location form, then the primary and alternate employers are shown on the lookup.

• If an attribute value is an error for more than one employee, and the error is fixed either by entering it manually or selecting the value from a lookup table, the system asks whether you want to fix the other instances of this value. Similarly, if a value is cleared from a cell, and it appears in other cells, the system asks whether those other values should also be removed. If you correct errors by creating a new code, all cells with the same attribute are automatically corrected as well.

Note: Note: All changes are automatically saved and a Changes Saved indicator displays.

Filtering Data

One way to filter data is selecting options from the Show drop-down. You can show All employees, only errors or warnings, only employees in onboarding, or only employees not being imported. The number of employees filtered for an option appears in parentheses.

[Image: screenshot]

Sort Order

Take note of the following for sorting information in the Import Corrections table:

• The default sort order is first by employee last name, and second by employee first name. Sub-sorting within groups of identical fields is also employee last name with a secondary sort on employee first name.

• Sorting is case-insensitive.

• Status: First action is rows with errors, warnings, fixed, and then rows with no import errors (clear). Second action is the reverse of the first action.

• Employee Fields: First action is an alphanumeric sort of 0-9, A-Z. The second action is a reverse alphanumeric sort of Z-A 9-0.

• Date: First action is reverse chronological order, and the second action is the reverse of the first action.

Revalidation of Data

When you click Submit on the Review screen, the system re-runs the import validation to determine whether any edits outside of the import workflow affect the data within the import. The Final Evaluation of Import Data screen opens with a system message saying it is evaluating the import data to ensure no associated data changes were made outside of the import. If no errors are found, the system proceeds with conversion. If errors are found, the system displays a message saying changes to client setup or codes were detected and that you need to review the data and fix any errors.