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Import Staff Credentials and Supervisor Assignment

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Note: Based on your import needs, these settings might vary. This can be discussed with your myEvolv consultant

myEvolv’s import system supports staff and credentials import, and supervisor assignment. Two separate templates are required, one for staff and credentials import and the other for supervisor assignment import. For each template, you must complete the following steps:

  1. Configuration
  2. Template fields setup
  3. Run the import

Release Consideration:

This feature is available with myEvolv version 9.0.8100 or higher.

Menu Paths

  • Agency Setup > Other Setups > Import File Template > Import File Template
  • Agency Setup > Other Setups > Import File Template > Fields Layout
  • Finance > Files Processing/Generation > Import File Processing > Import File Processing

Staff and Credentials Configuration

  1. Navigate to Agency Setup > Other Setups > Import File Template > Import File Template. Click Select Template. Search for a template, and then click New to create a new template.
  2. Complete the fields as follows: 
  • Template Name – Enter, "HR Staff and Credentials" as the name of the template.
  • Import File Type – Select the HR Staff and Credentials Import file type which will allow you to successfully import the Staff and Credentials data.
  • Staff to Notify – Select the staff that will receive alert notifications after the system has processed the job. This is generally the staff member who is running the import. 
  • Type Notes – Enter any text in this field to provide notes on the purpose of the template.
  • First Row Contains Headers – Check this option if first row of the template file you are importing contains headers. 
  • Field Delimiter – Enter a comma (,) to provide a break between values. 
  • New Line Terminates a Row? – Select this option. 
  • Allow To Combine and Copy Fields? – Do not use this here.

Note: You can select Is Automated. For more information on this feature, refer to the release notes for ticket ECS-6986 for version 9.0.6990.012.

Staff and Credentials Fields Setup

  1. Navigate to Agency Setup > Other Setups > Import File Template > Fields Layout to view the fields based on the typical HR file layout from the system setup.
  2. For fields with Lookup-Up Tables setup, you must select a matching field.
  3. For Agency ID field enter the default ID that matches your Agency ID. 
  4. This field is not in a file and the not in a file checkbox should be selected.
  5. The Supervisor ID field is a place holder and the checkbox should be selected. 
  6. Click Save.

Run the Staff and Credentials Processing Import

  1. Navigate to Finance > Files Processing/Generation > Import File Processing > Import File Processing. Select the template you just created.
  2. Click New > Import File Log.
  3. Click Browse and locate the file you are importing. Note that the system may require a few seconds to a couple of minutes depending on the size of the file and imported to display validated data on the screen.
  4. Optional. The default view is problematic data. To also view validated records, select the Show Valid & w/o Warnings? checkbox.
  5. The Save option becomes available. Before you can process, you must click Save. 

System Result: After successful save which can take anywhere from few seconds to minutes based on the size of the file, an alert is displayed.

System Result: The listing will display a break down the import. 

  1. To process data, click Edit.
  1. In Edit mode, click the Process button, which now is enabled.

For processing, you can either stay on the screen and wait for the message, or you can exit the screen and you will be notified via an alert.

System Result: The following message displays on the screen.

System Result: After processing, the system displays more information on the listing about the status of the processing. 

  1. Optional. Click Edit to check the records.

Import Supervisor Assignment Configuration

  1. Navigate to Agency Setup > Other Setups > Import File Template >Import File Template. Click Select Template. Search for a template, and then click New to create a new template. Name this template, for example, HR Staff Supervisor Assignment Import.
  2. Complete the fields as follows: 
  • Template Name – Enter, "HR Staff Supervisor Assignment Import" as the name of the template.
  • Import File Type – Select the HR Staff Supervisor Assignment Import file type which will allow you to successfully import the supervisor assignment data.
  • Staff to Notify – Select the staff that will receive alert notifications after the system has processed the job. This is generally the staff member who is running the import. 
  • Type Notes – Enter any text in this field to provide notes on the purpose of the template.
  • First Row Contains Headers – Check this option if first row of the template file you are importing contains headers. 
  • Field Delimiter – Enter a comma (,) to provide a break between values. 
  • New Line Terminates a Row? – Select this option. 
  • Allow To Combine and Copy Fields? – Do not use this here.

Note: You can select Is Automated. For more information on this feature, refer to the release notes for ticket ECS-6986 for version 9.0.6990.012.

Supervisor Assignment Fields Setup

  1. Navigate to Agency Setup > Other Setups >Import File Template > Fields Layout and you will see fields based on the typical HR file layout from the system setup.
  2. Notice fields that have Lookup-Up Tables setup, you will need to select a matching field.
  3. Click Save.

Run the Staff Supervisor Assignment Import

  1. Navigate to Finance > Files Processing/Generation > Import File Processing > Import File Processing. Select the template you just created.
  2. Click New > Import File Log.
  3. Click Browse and locate the file you are importing.

System Result: They system may require a few seconds, to a couple of minutes depending on the size of the file and imported to display validated data on the screen. The default view is problematic data. To also see view records that validated, select the Show Valid & w/o Warnings? checkbox. The Save option becomes available.

  1. Before you can process, you must click Save. After successful save which can take anywhere from few seconds to minutes based on the size of the file, an alert is displayed.
  2. To process data, click Edit.
  3. Click the Process button, which now is enabled.

For processing, you can either stay on the screen and wait for the message, or you can exit the screen and you will be notified via an alert.

 

 

 

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