Employee Import process

Note: This section applies to only the new Employee Import process introduced in Workbrain version 5.0.5.0. If your version of Workforce Management is older than 5.0.5.0, see HR Refresh - The Employee Import Interface.

The Employee Import process is used to import employee-related data to the Workforce Management application. The Employee Import process allows you to update existing employee information and add new employees to the Workforce Management application.

The Employee Import process uses a CSV (comma-separated values) file to import employee-related information into the system. Though much simplified from previous versions, the CSV file’s layout must conform to the specified interface layout definition configured in the system. In addition, interface layouts must be configured to match the layout of the CSV file. Related Job Scheduler tasks must also be created.

The new Employee Interface uses standard import interfaces and a two step process:

  1. Importing data to the staging table WBINT_IMPORT (multi-row).
  2. Processing data from the staging table into database tables.

Features for customizing the interface layout

The Employee Import process allows you to customize the interface layout to suit the layout of the CSV file used for importing the information into the system.

The Employee Import provides:

  • Customizable multi-row interface layout that removes the field size limitation of the staging table. CSV data field values no longer need to comply to the production database schema.
  • Repeatable fields that remove the limitation of the number of fields that a user can use. For example, Emp_Udf fields.
  • Improved batch processing logic.
  • Improved error handling that allows failing records to be easily identified.
  • Enable the processing of these additional fields:

    DEFAULT_TIMEZONE, DEFAULT_TIMESHEET, EMP_FULLTIME, USER_STATUS, USER_ROLE, TEAM_DESC, EMP_READER_GROUP, EMP_SKILL, EMP_SKILL_TYPE, EMP_SKILL_WEIGHT

Main elements

The Employee Import process relies on specific system elements to correctly import, process, and save employee information. These elements, though predefined in the Workforce Management application, might need to be customized to suit your organization’s needs.

There are three main elements that combine to form the Employee Import process:

  1. Interface layout

    The interface layout organizes the employee information before the information is stored in the database. The information must be configured to match the layout of the CSV file used to import employee information into the system. See Defining the interface layout.

    Before you define your interface layout, verify that these elements are already defined:

    • Interface fields: Allow you to store the information that define your employees. For example, employment start date, position, department, etc.
    • Interface processors: Process selected employee data elements before the Interface Task can store them in the application database. See Configuring the interface task for the Employee Import process.

      Two types of processors are provided to process the default employee data fields:

      • Core Processor: Processes all core employee data, with the exception of Schedule Optimization data.
      • SO Processor: Processes Schedule Optimization related employee data, mainly the SO_Employee data element.

  2. CSV file

    The CSV file is the main file type used to import employee information into the Workforce Management application. The success of the Employee Import process relies on a precise mapping of the employee information contained in the CSV file to the interface layout defined in the application. See Configuring the CSV file.

  3. Employee Import and Interface (Job Scheduler) tasks

    Job Scheduler tasks that carry out the work of the Employee Import process are predefined in the Workforce Management application. The Import and Interface tasks are designed to process the Employee Import process. See these tasks for more information: