New export - Set up an export configuration

Before getting started

If you have the Lucca Core HR solution, the export feature lets you use a flat file (.xlsx, .csv or .txt) to sync the data entered in Core HR with your different software packages (payroll, intranet, ATS, Social and Economic Committee, etc.).

This article explains how to create and edit an export configuration, to find out how to generate the export, please refer to the dedicated help sheet.

What is an export configuration?

An export configuration groups together a set of files enabling you to meet the needs of the software that you want to integrate.

For example: your software may require two files, one file containing all of the employees to create (in other words, those that have never been exported) and a second file only containing modified employees. In this case, you’ll need to set up two file templates within your export configuration.

As a configuration has the role of ensuring synchronization with a defined software, generating an export involves the generation of all of the files for this configuration at the same time. If two file templates need to be generated at different times, you’ll need to create two separate export configurations.

If your company uses a single software program but each establishment is managed by a different manager, we recommend creating one configuration per establishment so that each one is autonomous and independent.

Creating an export configuration

When creating a new export configuration, you’ll need to define the establishments concerned by this synchronization; this is an initial filter for the population that may be refined in the following settings.

The name of the configuration will allow you to distinguish between the different synchronizations set up for your interface.

Once this information has been filled in, you can refine the settings of your configuration with the following options:

• Generate a file for each establishment. This feature will be relevant if all your establishments are managed by the same manager and each establishment needs its own file. In concrete terms, if you have two file templates and three establishments, an export may generate up to six files (two files per establishment).
• Export generation. By default, an export is generated manually via the interface, but you can automate this generation in order for it to be done automatically at a set recurrence.

Uploading files to an FTP

The sending policy lets you automate the sending of export files generated to an FTP server.

To do this, you’ll need to create a FTP server by following the procedure explained in this help sheet. Once the FTP has been created, you’ll need to enable it in the export settings interface.

Duplicating an export configuration

Duplicating a configuration lets you create a compliant copy of the configuration. You’ll then need to adjust the settings of this copy, namely the establishments concerned and filters applied, before using this new configuration.

Deleting an export configuration

This is only possible if the configuration has never been used or if all of the exports that have been generated from this configuration have been canceled.

Going further by creating an export configuration

Creating a configuration from a template

By selecting the option "Create a configuration from a template", you can make a pre-filled configuration with pre-defined settings and structure, designed to meet the generic needs of the selected template.

The list of available templates will be expanded over time.

Creating a configuration from a configuration code

When creating an export configuration, you can generate a file by using a configuration code. This code, now available in the settings of each export, allows you to reuse an existing configuration easily.

Entering this code when you create a new configuration will mean that all the original's settings and its file structure will automatically be copied over.

Setting up a file template

General settings

• File name

The first step consists of entering essential information for the creation of a file template. In the file name, it's possible to use dynamic tags which will automatically be completed at the time of export.

There is a tag that lets you integrate the name of the establishment, but this tag is only available if the "Generate a file for each establishment" option is activated.

• File format

The format field allows you to define whether the file generated should be in Excel, CSV or text format. If the file is in CSV or text format, you'll be able to define the encoding and separators for the file's fields.

• File language

By default, the language of the file is that of the user who created the file template, but this can be changed. The language allows for the following settings to be entered by default:

• • Date format;
  • Decimal separators (comma or semicolon);
  • Field separators.

These settings can be manually edited if the software to be synchronized with has specific requirements.

• Content of the export

By default, only employees edited since the last export will be integrated into the files generated. If you select the "All employees" option, the files generated will contain all employees, including those who have not been edited since the last export.
If you automate the export with the "All employees" option, the file will not be generated if none of the information has been edited.

File structure

This step lets you define the data to be synchronized and the file structure required by your external software.

Creating the file

When you create the template, you have the chance to select whether you want to start with a blank page, a section of the HR file, or all the exportable data from the HR file.

Header and body lines

You can set up as many header lines as needed. A header line may contain constants and empty cells.

The body line is the line that lists employee data. When an export file is generated, the body line is repeated once for each employee to be exported. It's possible to add multiple body lines.

A line with no cells corresponds to an empty line in the file generated.

Cell settings

Each cell can only refer to one data element.

When a cell refers to data from the HR file, you can control the number of characters in the cell by using the Define the number of characters in the cell setting.

By defining a limited number of characters, when a value from the HR file exceeds this value, it will be truncated in the export file. The Truncation or completion by ... setting defines whether the characters are deleted from the right or from the left.

If you select the Fixed option, the values in the HR file will be completed in the export file with the defined character until the cell contains the required number of characters.

You can also force the case of the cell. In other words, this option lets you define whether the value needs to be all in upper case or all in lower case. When this setting is disabled, the exported value will be identical to the value entered in the employee's HR file.

This setting lets you delete special characters contained in employees' HR files.

Exportable data

A file template may refer to:

• Constants;
• All employee data except multi-occurrence, non-time-sensitive data (children, training, etc.);
• Multi-occurrence, time-sensitive data: contract, job title, qualification, and manager. In this case, the data that will be exported will be the data valid at the time of export.
• work cycles: Name, Start date and End date

Data settings

Which settings are available depends on the data type.

• For any data from the HR file, the Define the value to export when the value is not filled in setting lets you fill in the cell with a defined value when the data is not filled in for the employee’s HR file.
• For data such as “List of values”, the matching codesmake it possible to define the value to export according to the value found in the employee’s HR file. For example, if the value is “France”, this setting lets you replace “France” with “FR” in the export file.

File population

The Population tab lets you refine the employees targeted by the file template. These filters can be combined and are added to the filter for establishments.

The employee statuses filter lets you define whether you want to export employees who have an ongoing contract (present), future employees, and/or former employees (past).

The filter for jobs lets you filter using the qualification sub-data, so that you will only export sales agents or consultants, for example: