Before you can import a file with new hire information, you must set up a template that maps the XML tags or columns in the import file to the fields in the ExponentHR New Hire Enrollment Employee Action Notice (EAN).
Note: There is a maximum number of charactersmaximum number of characters for each importable text field that is not in date format or a drop-down list.
Field |
Type of Field/Character Limit |
Date of Hire |
Date |
Alternate Seniority Date |
Date |
Employee # |
Text (20 characters) |
First Name |
Text (19 characters) |
Middle Initial |
Text (1 character) |
Last Name |
Text (19 characters) |
Nickname |
Text (20 characters) |
Birth Date |
Date |
Ethnicity |
Drop-down |
Gender |
Drop-down |
Marital Status |
Drop-down |
ADA Disabled Employee? |
Drop-down |
Home Address Line 1 |
Text (40 characters) |
Home Address Line 2 |
Text (20 characters) |
Home Address City |
Text (50 characters) |
Home Address State |
Text (2 characters) |
Home Address Zip Code |
Text (10 characters) |
Mailing Address Line 1 |
Text (50 characters) |
Mailing Address Line 2 |
Text (50 characters) |
Mailing Address City |
Text (50 characters) |
Mailing Address State |
Text (2 characters) |
Mailing Address Zip Code |
Text (10 characters) |
Home Telephone # |
Text (15 characters) |
Mobile Telephone # |
Text (15 characters) |
Personal Email Address |
Text (50 characters) |
Drivers License # |
Text (20 characters) |
Drivers License State of Issue |
Text (2 characters) |
Emergency Contact Home Phone # |
Text (15 characters) |
Emergency Contact Name |
Text (40 characters) |
Emergency Contact Work/Cell # |
Text (15 characters) |
Relationship to Employee |
Text (20 characters) |
Dept Code |
Drop-down |
Division Code |
Drop-down |
Subdivn Code |
Drop-down |
Region Code |
Drop-down |
Work Location |
Drop-down |
Employement Type |
Drop-down |
Pay Group |
Drop-down |
Pay Method |
Drop-down |
Pay Rate |
Text (15 characters) |
Standard Hours (per pay period) |
Text (10 characters) |
Original Date of Hire |
Date |
Name of Recruiter |
Text (50 characters) |
Recruiting Source |
Drop-down |
Pay Rate per Type |
Drop-down |
Social Security Number |
Text (12 characters) |
To create or edit a new hire template:
1. On the Menu, click HR Administration > eAction NoticeHR Administration > eAction Notice.
The eAction Notice (EAN) SummaryeAction Notice (EAN) Summary page displays.
2. Click the Create EANCreate EAN button.
The Create New EAN(s)Create New EAN(s) window displays
3. Select the New Hire Enrollment EAN from the EAN type selection box and click the Create EANCreate EAN button.
The New Hire EnrollmentNew Hire Enrollment page displays in a new window.
4. Click the Import Data button.
The Import New Hire FileImport New Hire File page displays in a new window.
5. If creating a new template, click the Edit Template button and then the Add button.
If wanting to modify an existing template, select the appropriate template. You can then make the desired changes and click the Exit button once finished (changes will automatically be saved).
6. Set up the template based on the type of file from which you are importing.
Set up for an XML fileSet up for an XML file
1. Select XML in the DelimiterDelimiter drop-down box.
2. Click the Add button in the title bar of the import template setup table for each tag in the import file that you need to map to a field in ExponentHR.
3. Type the XML tag (such as GivenName).
Note: You will receive a Setup Error Message until you map the tag in your XML file to a field in ExponentHR.
4. Next to each XML tag, select the related ExponentHR field that maps to it in the ExponentHR FieldExponentHR Field drop-down box.
Notes:
If you have a tag in the middle of your XML file that does not map to a field in ExponentHR and needs to be disregarded in the import, select Ignore Column from the ExponentHR Field drop-down box. If you have unneeded tags at the end of the XML file, you do not need to include them in the template.
You do not need to have a matching field in your import file for every field in the ExponentHR New Hire Enrollment EAN. You will type some information in manually in the EAN after it is generated.
Set up for a tab-delimited text fileSet up for a tab-delimited text file
1. Select Tab in the DelimiterDelimiter drop-down box.
2. Click the Add button in the title bar of the import template setup table for each import field that you need to map to a field in ExponentHR.
Note: You will receive a Setup Error Message until you map the column in your text file to a field in ExponentHR.
3. Next to each column number, select the related ExponentHR field that maps to it in the ExponentHR FieldExponentHR Field drop-down box.
Notes:
If you have a column in the middle of your text file that does not map to a field in ExponentHR and needs to be disregarded in the import, select Ignore Column from the ExponentHR Field drop-down box. If you have unneeded columns at the end of the text file, you do not need to include them in the template.
You do not need to have a matching field in your import file for every field in the ExponentHR New Hire Enrollment EAN. You will type some information in manually in the EAN after it is generated.
Set up for a CSV fileSet up for a CSV file
1. Select CSV (Comma w/ quotation marks) in the DelimiterDelimiter drop-down box.
2. Click the Add button in the title bar of the import template setup table for each column in the import file that you need to map to a field in ExponentHR.
Note: You will receive a Setup Error Message until you map the column in your CSV file to a field in ExponentHR.
3. Next to each column number, select the related ExponentHR field that maps to it in the ExponentHR FieldExponentHR Field drop-down box.
Notes:
If you have a column in the middle of your CSV file that does not map to a field in ExponentHR and needs to be disregarded in the import, select Ignore Column from the ExponentHR Field drop-down box. If you have unneeded columns at the end of the CSV file, you do not need to include them in the template.
You do not need to have a matching field in your import file for every field in the ExponentHR New Hire Enrollment EAN. You will type some information in manually in the EAN after it is generated.
Set up for a fixed width-delimited text fileSet up for a fixed width-delimited text file
1. Select Fixed Width in the DelimiterDelimiter drop-down box.
2. Click the Add button in the title bar of the import template setup table for each column in the import file that you need to map to a field in ExponentHR.
Note: You will receive a Setup Error Message until you map the column in your text file to a field in ExponentHR.
3. Next to each column number, select the related ExponentHR field that maps to it in the ExponentHR FieldExponentHR Field drop-down box.
Notes:
If you have a column in the middle of your text file that does not map to a field in ExponentHR and needs to be disregarded in the import, select Ignore Column from the ExponentHR Field drop-down box. If you have unneeded columns at the end of the text file, you do not need to include them in the template.
You do not need to have a matching field in your import file for every field in the ExponentHR New Hire Enrollment EAN. You will type some information in manually in the EAN after it is generated.
4. Next to each column number, type the number of character spaces in that column in the Width text box.
Set up for an other character-delimited fileSet up for an other character-delimited file
1. Select Other Character in the DelimiterDelimiter drop-down box.
2. Type the character used to separate the columns in the import file (such as * or |) in the Character text box.
Note: The import process does not support common delimiter characters, such as a dash (-) or forward slash (/).
3. Click the Add button in the title bar of the import template table for each column in the import file that you need to map to a field in ExponentHR.
Note: You will receive a Setup Error Message until you map the column in your text file to a field in ExponentHR.
4. Next to each column number, select the related ExponentHR field that maps to it in the ExponentHR FieldExponentHR Field drop-down box.
Notes:
If you have a column in the middle of your text file that does not map to a field in ExponentHR and needs to be disregarded in the import, select Ignore Column from the ExponentHR Field drop-down box. If you have unneeded columns at the end of the text file, you do not need to include them in the template.
You do not need to have a matching field in your import file for every field in the ExponentHR New Hire Enrollment EAN. You will type some information in manually in the EAN after it is generated.
7. If the tag or column has associated values that require further mapping, click the Map Values button. The Map Column ValuesMap Column Values page displays.
For each ExponentHR code, type the matching code from the import file. (For example, for the ExponentHR Ethnicity Code White (non-Hispanic), your source file might have it as Caucasian.) When you are finished, click the Save & Exit button.
8. For any date, select the date format in the drop-down box next to it.
9. Click the Exit button.
Result: The New Hire Import Template is saved. You can now use it to import new hire information from the source file and generate a New Hire Enrollment EAN. See Related Help Topics below for more information.
Related Help Topics:
Importing New Hire Information