How to Import Staff/TPP into ionMy database

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Step 1: Open up the Staff/ TPP excel spreadsheet

Step 2: Check that columns have not been amended by the client. Columns have been set in this workbook to align with available import fields. They can not be altered or additional ones added. If they are altered, we may need to review custom labels to have the fields align to the clients terminology and/or turn off for specific community types. Eg, we usually don't have marital status and gender showing on Contractor personal details screen

It is also a good idea to put the default field name in the header along with the custom name. This will help when setting the mapping fields.

Step 3: Check all fields look correct, such as;

• There are no ' in Surname, eg if there is an O'Malley we need to remove the '

• Date fields are dd/mm/yyyy, 

• Facilities are existing facilities in ionmy def fields for this

• Phone number fields have no text in them - just the phone number

• Email address fields to only have one email address - no additional text or 2nd email address

• Same for NOK and Doctor phone and email/fax

• fields such as ATSI, County of Birth, marital Status, Religion, Languages to only have the one value entered (these are drop down fields in the system so sentences/additional text will make the list messy)

• and most importantly, check that there is an ACTIVE STATUS and EXTERNAL (TPP)or PAYROLL (Staff) ID column with data for each person. These fields can not be empty.

Step 4: Once all above is checked and updated, if need be, Save the file as your excel FINAL. eg. Import Staff FINAL.xlxs

Step 5: You will need to fill in the excel with all the staff/TPP details
eg.If importing staff records then check that  payroll id, names, org unit name, position name, staff last name, staff first name, staff preferred name, D.O.B, email address, employment status (NB. Active will be 1 and inactive to be 0), commencement date

The excel should have the unique identifier (payroll/ External ID) so that every time you import it does not update the correct employee/client

Notes
Org Unit Name and the Position name MUST match what is in ionMy otherwise they will be placed in a 'rogue' org unit/position that reports to nobody.

Step 6: Also save as a .csv file with the same name

Step 7: Now open Notepad++

Step 8: Drag /Open up the csv file you just saved on to the Notepad++

Here we are looking for any abnormalities such as extra 'rubbish' content at the end of the list (eg if there lots of ,,,,,,,, at line 10 such as image below:

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If that is so it means the import would create a rogue 3rd person with muddled information. We need to look at Adrians address in the file and remove the spaces at the beginning and end of the data

Step 9: If all is good, write down all of the columns to be imported. Also write down the number of people you will be importing.

Step 10: Go to My settings> Data Import/ export

Step 11:  Click on Data Import tab

Step 12: > Click on choose file and select the CSV file for import

Step 13: Select Employee (If importing Staff records)

Step 14: Click on Proceed to step 2 of 5 which will take you to the Create Mapping from CSV to Database Columns page

Step 15: Click on Clear Mapping to remove any previous/existing mappings.

Step 16: Click on Set Mapping to set up new mappings. And then click on the drop down next to each column to link it to the exact columns that you have in your CSV file e.g. Date of Birth is linked to the D.O.B as in the CSV file

 Step 17: Once the correct columns from the CSV file is linked to the database column then click on Save mapping. You will get a pop, click on OK

Step 18: Click o Proceed to step 3 of 5: Transaction options

Step 19: Set the positions to related security group and update all other fields in this step.

Step 20: Once done, click on Proceed to step 4 of 5 transaction options. Review the details and click on Proceed to step 5 of 5: complete transaction>