If you need to create new records or amend existing ones for one or more employees, ensure that you only perform a data import if you are an experienced SelectHR user.
You may wish to process an import to create or edit training records, absence records, post records etc.
Please note that if further assistance is required after following this article, you will require the services of our consultancy team, who can process the import for you. If you are interested, please raise a case with a description of what you require. Alternatively, you can contact your account manager directly to discuss further.
Get column headers and format the import spreadsheet
Before starting to create the import, so that you can back up the data in the system and get the names of the fields as columns in your import spreadsheet, create a data export first.
Alternatively, you can find out which table or view holds the data for the data import without creating a data export.
Perform the import
Before the data import is created, the Excel spreadsheet must have a plain format. It should not contain the following: formulas, images, commas, text aligned differently, charts, or conditional formatting.
🤓 Tip: Always perform the import in the test system first. Once happy with your results, make the changes in the live system.
To complete a data import, register for our webinar or follow the below steps.
In the Admin Tool, click Create an import definition.
Enter a relevant import name.
Browse for the spreadsheet location.
Select whether the first row contains data or headings.
Click Next, then click Next.
Select the table where the data is to be imported.
To specify which data to import, for each field, click Map field.
📌 Notes:
Foreign keys include a look up to the parent table.
If updating existing records and this field is the Primary Key, click Use this field as part of the key to identify existing records.
If this field is not the primary key, click Use this field in new and existing records.
The primary key is highlighted. You can also check the primary key in the table within Tables & Views.
If you map only a foreign key, you get this message: Dynamic SQL generation is not support against multiple base tables.
For example, you've mapped Person Number in the Career History table. This way, you set the system to update all career records relating to this person number. To avoid this, export all relevant Career History Number keys for the employee and map the import on the primary key Career Number.
Once you have mapped all the fields, click Next.
If you haven't specified a primary key, you get a message. Click Yes.
Review the data to be imported.
Click Next.
To view the records you updated with your import, use the Notes field.
Click Next.
Click Finish to complete the export.