Before you get started
The attached file import module enables you to import numerous files such as photos of your employees, contracts, bank details, etc., which you may find useful to have in your users' HR files. To do this, go to the settings wheel in the top right-hand corner.
To access this menu, you must have permission to import data. If you don't, please ask your administrator to do it for you or contact our help desk.
Importing files
Preparing the import file
Naming files:
The file import module enables you to analyze file names to make it easier to link them to users.
There are three types of user-association keys:
- Search for the login at the beginning of file name
- Search for the First name then the Last name at the beginning of file name
- Search for the Last name then the First name at the beginning of file name
We recommend you use a separator character when naming files in order to make it easier to detect the user-association key and dissociate the key from the rest of the file name.
The separator must be specified at the time of import (below) and must be the same for all files contained in the ZIP file.
Examples of separators: “-” “_” “|” “ ”
Examples of files that have been named well (key type, separators):
Creating the ZIP file:
- Put all the files that are to be imported into a single folder
- Right-click on your folder 7-Zip Add to “filename.zip” or “Compress to ZIP file”.
- The compressed file can contain a maximum of 150 files and can be up to 60 MB.
Importing the ZIP file in the “Files” section
Once you are in the import module (settings wheel > Import), click on “Files”
In your file import module:
- Choose the type of user-association key that is to be detected in the naming of files. Four possible choices:
- Search for the login at the beginning of file name (default)
- Search for “first name last name” at the beginning of file name
- Search for “last name first name” at beginning of file name
- Do not analyze file names: the import process will not try to identify users to match with the files.
- Set the separator. This separates the user-association key from the rest of the file name.
- Enable or disable the option to rename the file.
This option enables you to remove the user-association key and separator from the final file name.
For example:- Initial file name: MDupont_Reviews2000-2001.pdf
- User-association key searched for: login at the beginning of file name
- Separator: "_"
- After importing the final files, the file will appear in Marie Dupont's file under the name Reviews2000-2001.pdf
- Click on “Upload a file”
- Import
- Retrieve the CSV file with the three columns: login, name and ID
- If the import process was unable to identify an employee for a file, the “login” column will be set to “not recognized”.
- Remove the “name” column from the file.
- If some logins have not been found, fill in the login column as required or delete the rows.
- Rename the “Id” column with the code of the data that you wish to integrate your files into: for example, “picture” for the photo (or any other custom data)
- Your file should look like the following image
Importing the CSV file into the “User” section
- Import your CSV file as usual into the import user module; please refer to the following help page Importing employee data.