What is the Job Info Power Import?
The Job Info Power Import is used to manage employee Job Info assignments in bulk. This process can encompass adding new Job Info assignments and/or updating existing ones.
Import Types
| Description | Notes | |
| Update Job Info | Adds new Job Info assignments for employees on the import file, using the entered Start Date. Ends existing records and keeps them as history. | Can be used for adding new assignments for both new and existing employees. |
| Edit Existing Employee Job Info | Updates Job Info for employees with existing assignments. Keeps the same effective date. | Use when correcting or replacing current assignments. |
New employees constitute as employees with no previously assigned Job Info assignments, whereas existing employees are employees who have Job Info assignments already assigned.
Step 1 - Employee Job Info Live Report
The Employee Job Info Live Report is often a good starting point, depending on the update that needs to be made. If the update is only for adding Job Info records to new employees without existing setups, this report may not be necessary since it only shows employees who have Job Info assignments. In this case, a blank import template can be downloaded where employees can be added manually to it. If this is the case, please proceed to Step 4 - Run Power Import.
However, if the import involves adding or updating records for existing employees, this report is a useful starting point since it lists all employees with Job Info assignments. With some configuration, it can be downloaded in a format matching the Job Info Power Import template, with employee data pre-populated, making it easier to update existing records and add new employees if needed.
To run the report:
- Go to the Reports tabs and then click + Live report.
- Next, select the Employee Category.
- Then for the Report Type, select Employee Job Info, and then click Preview.
Step 2 - Report Configuration
The configuration of the Employee Job Info Live Report may differ based on the Import Type that will be used for the Power Import. Please note the steps below to configure this report based on the Import Type.
Update Job Info
- Click the settings gear in the top-right corner of the report and select Column Chooser.
- Remove the Full Name column away from the Selected Columns by dragging it to the Available Columns.
- Remove the Job Info Mail Stop column away from the Selected Columns by dragging it to the Available Columns.
- Remove the Reason column away from the Selected Columns by dragging it to the Available Columns.
- Add the Staffing Agency column by dragging it from the Available Columns to the Selected Columns.
- Reorder the Selected Columns in the following order: ID, Start Date, End Date, Department, Position, Division, Location, Floor Unit, Benefit Class, Team, Manager, Staffing Agency.
Edit Existing Employee Job Info
- Click the settings gear in the top-right corner of the report and select Column Chooser.
- Remove the Full Name column away from the Selected Columns by dragging it to the Available Columns.
- Remove the Job Info Mail Stop column away from the Selected Columns by dragging it to the Available Columns.
- Remove the Reason column away from the Selected Columns by dragging it to the Available Columns.
- Add the Job Info ID column by dragging it from the Available Columns to the Selected Columns.
- Add the Staffing Agency column by dragging it from the Available Columns to the Selected Columns
- Reorder the Selected Columns in the following order: ID, Job Info ID, Start Date, End Date, Department, Position, Division, Location, Floor Unit, Benefit Class, Team, Manager, Staffing Agency.
Step 3 - Prepare the Import File
After the Employee Job Info Live Report has been configured appropriately, it may require additional employee filtering before it is exported in order to ensure that only the necessary employees are included on the file.
Additionally, it's important to note that employees with duplicate lines (historical records of Job Info assignments) can remain included in the report, since both import options are only looking at the current record and applying the update accordingly, whether that is end dating the existing record (Update Job Info) or overwriting the existing record with the same effective date (Edit Existing Employee Job Info).
Once any filtering is complete, click the "Export" button and select CSV. This will generate a file formatted for the Job Info Power Import, containing all employees included in the report. Once the file has been downloaded, edits to existing employees can be made.
When making updates to existing employees, please note that blanks in any Job Info category will import as no assignment. If an update is needed for only one Job Info category, while there are other existing Job Info assignments, make sure to leave the other existing assignments as is and only update the category that requires changes. Therefore, if the update involves removing a Job Info assignment, simply make the field blank for the employee on the file.
As always, with any changes made to the file, be sure to save the file. For guidance on how each field should be handled, please reference the tables below for each import type.
Update Job Info
| Column | Field (as shown on the exported file) | Notes |
| A | id | Employee ID |
| B | startDate | Effective Date for the Start Date of this update. The end date for any existing records will be one day before the date entered here. |
| C | endDate | Effective Date for the End Date of this update. To indicate an "ongoing" end date, enter "12/31/2100". |
| D | department | If updating this field, it is the appropriate Job Info Department code that should be entered. |
| E | position | If updating this field, it is the appropriate Job Info Position code that should be entered. |
| F | division | If updating this field, it is the appropriate Job Info Division code that should be entered. |
| G | location | If updating this field, it is the appropriate Job Info Location code that should be entered. |
| H | floorUnit | If updating this field, it is the appropriate Job Info Floor/Unit code that should be entered. |
| I | BenefitClass Please note: This column header needs to be renamed to "benefitClass". |
If updating this field, it is the appropriate Job Info Benefit Class code that should be entered. |
| J | team | If updating this field, it is the appropriate Job Info Team code that should be entered. |
| K | manager | If updating this field, it is the employee ID of the Manager that should be entered. |
| L | staffingAgency | If updating this field, it is the appropriate Job Info Staffing Agency code that should be entered. |
Edit Existing Employee Job Info
| Column | Field (as shown on the exported file) | Notes |
| A | id | Employee ID |
| B | JobInfoId Please note: This column header needs to be renamed to "organizationId". |
The data in this column for each employee should remain unchanged as this is a system-generated unique identifier for the employee’s Job Info criteria. |
| C | startDate | Effective Date for the Start Date of this update. This should not be edited unless the effective date of the record needs to be changed. If the date is being updated, ensure it does not overlap with duplicate lines (historical records) for the same employee. |
| D | endDate | Effective Date for the End Date of this update. This should not be edited unless the effective date of the record needs to be changed. If the date is being updated, ensure it does not overlap with duplicate lines (historical records) for the same employee. |
| E | department | If updating this field, it is the appropriate Job Info Department code that should be entered. |
| F | position | If updating this field, it is the appropriate Job Info Position code that should be entered. |
| G | division | If updating this field, it is the appropriate Job Info Division code that should be entered. |
| H | location | If updating this field, it is the appropriate Job Info Location code that should be entered. |
| I | floorUnit | If updating this field, it is the appropriate Job Info Floor/Unit code that should be entered. |
| J | BenefitClass Please note: This column header needs to be renamed to "benefitClass". |
If updating this field, it is the appropriate Job Info Benefit Class code that should be entered. |
| K | team | If updating this field, it is the appropriate Job Info Team code that should be entered. |
| L | manager | If updating this field, it is the appropriate Job Info Manager code that should be entered. |
| M | staffingAgency | If updating this field, it is the appropriate Job Info Staffing Agency code that should be entered. |
Step 4 - Run Power Import
To initiate the Job Info Power Import, navigate to the Power Tools section within the Actions tab, and select the Job Info Card.
On the screen that follows, it will prompt for the selection of one of the two Import Types. Be sure to select the appropriate option based on how the updates should be applied, then click "Next".
From here, upload the prepared CSV file using "Select a file".
- For new employees only, you can download a blank CSV using Download Template and fill it out manually.
- For new and existing employees, use the file exported from the Employee Job Info Live Report.
Once the file is showing as "Ready to import" click the blue "Import" button. A window will then appear prompting for the company code to confirm this action. Once the code is entered, click on the green "Import" button to process the import. The system will indicate once the import has been successfully completed.
If any errors occur during this process, the system will flag them here and indicate the line number in the import file where each error appears. For assistance with errors relating to your Job Info Power Import, please contact Empeon Customer Support.