This article is relevant for users with the right “Manage users” or administrators.
Data import can be performed in two ways. On the one hand, it is possible to import the necessary data automatically via the interface. On the other hand, there is a possibility to perform the import manually.
To import the data into the tool, you need to have the necessary permissions. If you have the rights to import the data, navigate to “Users” in the menu on the left side of your dashboard.
If you import attributes and countries, you must create them first. You can do this in the “User attributes”/”Manage countries” tab.
Roles and rights of users can also not be imported and must be created after the import. However, if the LOP is updated, these are not reset but remain.
A new page will open where you will find the “Import” button in the lower right corner of the tool.
Here you can upload both your LOS (List of Structure=organizational data) and your LOP (List of Participants=employee data) file, in the “Upload” area.
After you have already imported the data at least once, you will be forwarded to the “Importing Data” area. Click the “Back” button to get to “Upload files”.
Please note that both LOS and LOP must be uploaded in csv format. We recommend the csv UTF-8 format. If you choose a different format, you can select it from the drop-down menu next to “Encoding”.
After you have uploaded both files, clicking “Next” will take you to the next step.
For an employee or pulse survey, both a LOS and a LOP file are required. For all other feedback formats, the LOP file is sufficient – an LOS file is only optional.
The next step is the column check. The columns of your CSV-UTF 8 file must be identical to data fields.
In case of a partial import, i.e. the import of only one characteristic, it is sufficient to assign only the ID, e-mail address, the department and the new characteristic. The columns for the partial imports can be configured by the admin users under the menu “User synchronisation”.
Attributes can also be assigned to the columns here.
You will then be prompted to select the root department, to which you want to import the data. You can import the data only to the departments for which you are authorized.
When you click “Next” again, the tool will automatically check for errors.
If there are any errors, a notification appears with an error message. Click the “OK” button. You will then receive a list of errors, with the information, in which file the errors occur (users – LOP or departments – LOS).
Click the error type to see in which line of the data file the error occurs.
Correct the errors in the file and upload it again.
If there are no errors in the data, click Next.
The next step is configuring the data import.
The imported users can be informed via email that they have an HRinstruments account. You can edit the email templates in customer account settings.
The users that are not being imported or updated with the import can either be deactivated or deleted. In “User synchronisation” can be defined when will an account be deleted after deactivation (including all the reports this user had).
You can delete the existing attributes of the imported users.
You can retain the department and team associations of the imported users.
If there are no relevant configuration options for the data import, launch the import by clicking the “Next” button.
Your data import will then be performed!
If the LOS is updated during an ongoing survey, this will have a direct effect on the survey and changes in the department structure will be transferred immediately.
However, if the LOP is updated during an ongoing survey, this will affect the tool environment, but not directly the survey – it will still be completed with the “old” LOP.
Exception: If users who have not yet participated in the current survey are deactivated or deleted in the course of the LOP update, they will also be directly deactivated for the current survey and deleted from the system.