Importing Employee Data

Background information

The import module allows you to import new employees with their data and/or to update current employees’ data.

Preparing your file

The import file must be in semicolon delimited CSV format. Lucca login information must be included in the first column(s):

  • either the legal entity/employee number pair
  • or the employee’s login name

Some data are mandatory. For the list and corresponding import codes, visit this help page (Mandatory Fields section).

For more information on creating the import file, please refer to the How to create the import file section at the end of this help page.

Import process

Accessing the import module

Access the import module by clicking on the settings cogwheel at the top right of the screen (1), then selecting Import (2). To update Poplee’s data, you must then click on Users import (3).

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Selecting the file

Click on the “Upload a file” link to select the CSV file containing the Poplee data

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Testing file content

After selecting the file (important: you can only select files in the correct semicolon delimited CSV format mentioned above), the content is analysed to highlight potential errors.

The test results then appear: blocking errors are red (the corresponding rows are ignored during import) and warnings are blue (points that do not block the import but which require special attention).

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Some examples of errors and their explanations:

C5 ""- The pair (employee number, legal entity) entered cannot be assigned to a user because another user already has the same pair (employee number, legal entity).

Explanation: the employee number is a piece of data that must be unique to each legal entity. There may be multiple lines for the same employee in your file.

D6 - "alibert.chloé@lucca.fr" - user not found in the database. (property: Manager, login: bart.maurice@lucca.fr)

Explanation: the employee’s manager was not created in Lucca and does not appear in the list of employees to create via the import. You must enter it into the file so that the two employees can be created.

H8 - “Part-Time France” - Figgo profile not found in the database. (property: profile_figgo, login: dbresnier)

Explanation: the ‘Part-time France’ profile was not found in Figgo. This means it was not created or the spelling is different. Lucca is case sensitive and a space could cause an error.

K19 - "Figgo Intern" - object not found in the database. (property: roleprincipal, login: marcher)

Explanation: the ‘Figgo Intern’ main role was not created in Lucca or the spelling does not match. Pay attention to the case.

If errors or warnings appear during the test step, you should edit the CSV file, save it again and restart the procedure.

Importing the file

After the file has been analysed, start the import by clicking on the Import button (chrome_FoOlTPXlj8.png)

Automatic import

You can schedule automatic data imports in this module using the link at the top right: ‘Schedule automatic import’. From here, you can:

  • set up the type of server and enter the information associated with this server
  • send a notification for each automatic import, for creation or for errors with certain users
  • send a notification email for each user created 

You can also manage a correlation table between the import files’ data names and what they correspond to in Lucca (see the link at the top right: ‘Correlation tables’). For more information, please visit our help page on this topic.

How to create the import file

Whatever the data you are updating, the first column in the file must be the login name only or the legal entity + employee number combination. These data allow the import module to identify what users are to be updated.

Next, create as many columns as data that need to be updated, and name the column headers using Poplee’s data codes (these codes can be found by clicking on the ‘Questions or concerns about file formats’ link in the Users import module).

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However, the format of headers is different depending on the type of data being imported. For more information on the types of Poplee data, please refer to the help page: Different Types of Data in the HR File

The import module expects files in CSV (Comma-Separated Values) format. To get a CSV file from an Excel sheet, simply go to ‘Save As’ and choose the ‘CSV (separator: semicolon)’ type.

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Simple data

This is the simplest case: each piece of data being imported has its own column in the import file. The order of columns is not important. So, in the example below, the import file includes updates for the following simple data: Email/Date of Birth/Department/SPC/Calendar/Language.

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Composite data

Composite data cannot be directly imported (there is no individual code for them). You must import the various composite data with one column per component. The codes for data comprising composite data are colour coded for identification in ‘Questions or concerns about file formats’.

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In the example below, the import file has an update for ‘Emergency contact’ data, which includes the ‘Name’ (e_emergencycontact_name) and ‘Telephone’ (e_emergencycontact_number) components.

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Multiple-occurrence data

For multiple-occurrence data, the import module adds occurrences in the file to occurrences that already exist in Poplee by default.

If the multiple-occurrence data are also composite, you must add the suffix _N (where N is a number) to the header of each column corresponding to a component in order to create a ‘group’ of columns for all components from the same occurrence. The example below shows a file created to update ‘Wage’ data, which is both composite (4 components: Year/Effective date/Type/Amount) and multiple-occurrence.

- Adding new occurrences: if you want to add new occurrences, simply add the new occurrences to your import file, being careful not to include occurrences that already exist.

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- Updating occurrences: if you are updating occurrences (and adding them as needed), you must make sure to use all the existing occurrences in your files (including those you do not want to change). During the import, you must enable the following setting:

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Note: To make explanations easier, the steps for updating the 3 types of Poplee data were tackled separately. However, it is entirely possible to create an import file containing simple, composite and multiple-occurrence data at the same time for a full update in a single import. What is important is making sure to respect the column header formats based on the type of data and always using the users’ login names in the first column.

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