HRIS Imports: General Import

This article provides tips and instructions on how to successfully mass import data into custom HRIS fields.

OVERVIEW

The General Import is used to add or modify data in Custom Fields in HRIS. Let's say you've decided to track T-shirt size in HRIS to easily share company swag with your employees. You could add data to that field en masse by using the General Import. 

IMPORT TEMPLATE

  • Template: General Import Template

    • Fields available for import: Any custom fields you've created.

    • You must also include one Unique Identifier on your template: EmployeeID, Social Security Number or Employee Email (recommended)

  • Reports: The Profile report type in HRIS contains the unique ID needed to complete this import, and also allows you to add any custom fields.

 

SAVE A COPY

It's always best practice to save a copy of your data prior to processing an import, in case anything goes awry.

 

PREPARING AND UPLOADING THE IMPORT TEMPLATE

Prepare the Import template

  1. Download the Profile report to collect the employees’ data. 

  • In Namely HRIS, click Reporting under Admin Tools > New Report > select Profile as the Report Type > select Profile Default as the Report Template > Create Report. Add the fields you want to add or modify to your report.

  • Refer to HRIS Reports for more information.

  1. Use the unique ID information provided from the report and insert it into the import template. You should only include data on employees that need custom field information added on your template. 

  2. Once the employee information has been added to the corresponding fields, review your fields to confirm they match the fields in HRIS, and save the file as a .csv format.

Import the template

Tip:

Test the import first by importing a single row of data and confirming that the import is successful on an employee's profile prior to proceeding with the full import. If you need additional support with the import, refer to HRIS Imports.

 

  1. When the import file is complete, go to Company Settings in Namely HRIS.

  2. Click Settings > Import Data under the General tab..

  3. Scroll down to the General Import section.

  4. Click Choose File > upload the completed import template > Upload CSV file.

  5. Under Assign Fields, select the unique employee identifier you used in your .CSV file.

  6. Use the dropdown selection to map the fields in your import file to their corresponding Namely Field. 

  1. Click Continue > Import Data.

 

TROUBLESHOOTING

If an error occurs during the import process, an error report will automatically be generated in a .CSV format. Download the file and refer to Common HRIS Import Error Messages to resolve the errors. Once the errors have been resolved, re-import only the rows of data that had issues.

If you're still encountering issues or unresolved errors, submit a case in the Help Community and include the import file and any screenshots of the errors as an attachment.

Product Name: HRIS Settings

Feature: Company Settings

Function: Imports 

TIPS

  • Your .csv file cannot exceed 5 MB.

  • The first row of each column should be treated as a header row.

  • Each employee must be listed on a separate row.

  • Each row must have Unique ID to match your records to Namely records. Employee email is used as the primary unique identifier within Namely.

  • Dates should be formatted: MM/DD/YYYY

  • Drop-down fields in the file must match exactly to how they are listed in HRIS (ex. Gender, Ethnicity, Dob, etc.).