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Import, Export or Delete Organizational Data

 

    

 

The Organization toolbox group in the side panel will allow you to import or export employee details to or from an Excel file, or to delete all employees and related information in the current employee list.

 

Part 12 delete menu Import employee details with optional demographic data and/or business unit affiliations from an Excel file

 

To import employee data via an Excel file, the Excel file must be prepared and formatted as outlined below:

  • Excel file extention – the import file must be a native Excel file with a *.xlsx file extension. Note: you can create a sample Excel import file using the Export Organization toolbox function, or you can download a template via the Import Organization dialogue window.

  • Column headings – the data can be structured with any column headings – the columns will be mapped to the appropriate fields when the file is imported. However, using field names for column headings will simplify the importing process (see the previous point on how to generate a sample Excel import file).

  • Importing a flat list of employees – the Excel file must have as a minimum the following columns: (1) employee name, and (2) unique email address OR unique employee number (columns C and D or E in the example below).

  • Importing business units with hierarchy – to import the level-based hierarchy of business units, the Excel import file must have at least the following columns: (1) business unit index, and (2) business unit name (columns A and B in the example below). Please see Flat Lists vs Level-based Hierarchies for more on the business unit index numbering conventions.

 

  • Importing employees and business units – employee details with their business unit affiliations can be imported in one go; business units with the level-based hierarchy as defined in the Excel file will be created on the fly, and employees will be added to the appropriate business units. To import employee data as well as business unit information, the Excel import file must have at least the following columns: (1) business unit index, (2) business unit name, (3) employee name, and (4) email address OR employee number (columns A, B, C and D or E in the example above). The Excel columns will be loaded and displayed as shown below.

 

 

  • Importing demographic data – demographic data can be imported at the same time, together with the employee and business unit data. In the example below, the Age Group and Tenure data of all the employees will be imported. Demographic data can be mapped to existing demographic categories if they have been defined before the time, or demographic categories can be created during the import exercise, on the fly (see the next section). However, the Role, as defined in the example below (Business Unit Admin, Manager) is specific to EngageSURVEY and will be used to assign system-related functions to select individuals.

 

 

Once the Excel file has been prepared with the necessary columns, the data can now be imported. To get started with the process, click on the Import organization toolbox function in the side panel. Select the Excel file to be imported by clicking in the square box to open a File Open dialogue window and to select the Excel file to be imported, or drag and drop the file into the square box.

  

 

Note: you can download an empty Excel import template file with the required column headings by clicking on the Download template button. The Excel file will be opened and the following information and options will be displayed in the dialogue window:

1. Excel column headings & data – the column headings of the Excel file will be displayed, and beneath them the first 6 rows of data. If required, use the scroll bar to scroll to the right to view the rest of the Excel columns.
2. Excel file name – the name of the Excel file that is to be imported will be displayed in the box. Click on the box to select and load a different Excel file, or drag the Excel file into the box.
3. Select the Excel tab – click on the dropdown to select the Excel tab that should be loaded (if the Excel file has more than one tab with data).
4. Overwrite existing content – select this option if you have already captured some employee data and you want to update or overwrite the existing data with new content. This would be particularly useful if you want to add new employees to the employee list, update existing employees’ demographic data (e.g. age group), update the business unit affiliations of employees who have been transferred to different business units, or if you want to add new business units and their employees.
5. Add demographic data – select this option if you intend to import demographic data with the employee data. You can use this function to either update the demographic attributes of one or more employees, or to create and add new demographic categories and/or attributes. The system will compare the selected column headings to the existing demographic categories if any, and if it finds a match, will update the demographic attributes of the related employee records. If it doesn’t find a match, it will create a new demographic category, using the column heading as the demographic category name.

  

Part 9 import1

 

6. Content type – indicate the type of content you want to import: employees, business units, or both. Important: each of the content types have mandatory fields that must be mapped, otherwise the import function will not work (see the next point).
7. Map fields for importing – map the Excel columns to corresponding fields by selecting a data field from the dropdown for each of the Excel columns. The system will automatically match the Excel column headings to data fields if certain predetermined column headings were used, e.g. a column with the heading ‘Full Name’ will automatically be mapped to the Full Name field.
8. Selecting fields – fields that have already been selected for mapping will be marked with a green tick mark. Mandatory fields for each of the content types will be marked with an Asterisk – see the table below. To ignore a field, simply select the <Ignore> option, and to import a column as demographic data, select the > Demographic field type; the system will automatically map the data to the appropriate demographic category (if it exists) – see point (5) above.

  

Content to import Mandatory fields
Employees

Full name
Email address OR Employee number (or both)

Business units

Business unit index
Business unit name

Employees & business units

Business unit index
Business unit name
Full name
Email address OR Employee number (or both)

 

9. Status message – the number of Excel columns containing data that will not be imported will be displayed here, i.e. all columns for which you have selected the field.
10. Import data into a specific business unit – Excel data with no business unit index column or where no column has been mapped for importing to the Business unit index field, can be imported into any business unit by selecting one from the dropdown list.

 

The Import button will only become active once you have selected a valid Excel file and mapped the mandatory fields. Click on the Import button to start with the import – the status and progress of the import process will be shown by means of a status bar.

 

 

If the importer encountered any errors in the import file, the import process will be suspended and an error message will be displayed.

 

 

To see a list of all the errors, click on the Download error file button to download an updated version of the Excel file you tried to import. The cells with actual errors will be highlighted in red – see the duplicate emails in the example below.

 

 

A tab with the name ‘Errors’ and a description of all the errors will be added to the Excel file – the Excel sheet, cell reference, and a short description of the error will be included.

  

 

The errors as described in the error tab must first be fixed or removed before the file can be successfully imported. Records with missing data for a mandatory field (e.g. email address) will be ignored and will not be imported. A successful import will result in a status screen with a summary of the data that was imported (see below).

 

 

 

Part 12 delete menu Export the current employee list with demographic data and business unit affiliations to an Excel file

 

The Export organization function will export all the current employee records, inclusive of their business unit affiliation and demographic data (if any), to an Excel file. The columns in the Excel file will have the associated data field names as headings, which will make the reimporting of the Excel data a breeze. This will allow you, for instance, to export the current employee list in Excel, edit the Excel file to reflect all the changes in your current organizational structure, and then to reimport the Excel file after having deleted the current content (see the next function).

 

Part 12 delete menu Delete the current employee list with all the employee, demographic and business unit affiliation data

 

Use this function to delete all the employee records and business units, leaving you with an empty organizational structure so you can start to capture or import data again from scratch. Important: deleting the organizational data is a drastic step that cannot be undone, so use with caution!

Deleting the organizational employee list is final and cannot be restored. Please note the following:

  • Previous surveys that have already been completed will not be impacted.

  • While there is an active survey running, it will not be possible to delete the organization or any business units; new business units and individual employees can however be added and individual employees deleted.

  • Deleting the employee list will result in access that was granted to employees via their roles as managers or administrators being removed.

 

« Edit Employee Details Edit Business Unit Data »