The import feature is intended to help you import a large volume of users, teams or positions at once, using an excel spreadsheet.
The process of filling out the spreadsheets follows the same logic as creating users, teams or positions in Elofy, however, with the import feature, you will save time and avoid errors that can happen in the manual process.
⚠️ Important - We recommend that you first register (import) the positions and teams on the platform, before the users, given that the employee's position ID and team will be required to fill in the "import of users" worksheet.
Step 01
The first step is to ensure that the feature is enabled for your company, as well as that the administrator user has access to this feature.
Go to the menu Settings > Profiles. Choose the admin profile to enable the import feature.
On the admin tab, enable the ‘view and edit’ options for users, positions, teams, and the entire company’s import.
Step 02
Once the access profile is set up, you can now proceed to the actual import.
The import screen can be accessed in teams, users, or positions, all of which have the 3 options, so just as an example, we will show you the process from the users’ screen.
Go to Settings > Users.
Step 03
On the users’ screen, click the import button, located in the upper right corner of the screen.
Step 04
When you click on the import button, you will have access to three options: (1) Import or edit users, (2) Import or edit positions, and (3) Import or edit teams.
Whatever you choose, each one of the three options always has pre-formatted template spreadsheets to help you when importing:
User import: import or edit spreadsheets with reference data of teams, positions, profiles and users previously registered in the platform (to import edits).
Position import: spreadsheet for importing or editing positions.
Team import: spreadsheet for importing or editing and spreadsheet with reference data for users previously registered in the platform.
All spreadsheets have notes in each column that explains what is required or not and how it should be filled out, as shown in the image below:
⚠️IMPORTANT – In the case of the user edition spreadsheet, due to security reasons, it is not possible to edit the login field through the import process. Thus, to change logins, please contact Elofy support.
⚠️IMPORTANT - In the columns for admission and dismissal date in the users' import spreadsheet, Excel accepts only the text format, therefore, follow the step-by-step guide below to guarantee that the process happens as smoothly as possible:
a) If you collect the dates from other spreadsheets to paste into the user import spreadsheet, it is recommended that in an empty column, in the source spreadsheet, the formula =TEXT(column+row; "dd/mm/aaaa") be used.
Once you have applied the formula to all the date rows (admission or dismissal), copy the data from the new column and paste it into the import spreadsheet, using the paste by values feature, as shown below:
b) However, if you are going to enter the dates directly into the user import spreadsheet, make sure that the format is in text before performing the import:
Step 05
Regardless of the option chosen, the flow is always the same: Choice, Upload, Mapping, and Preview.
a) Choice - Here you are able to download the template spreadsheet of the intended option, enter the data into the spreadsheet, and proceed to the next step.
b) Upload - Here you can upload the template spreadsheet that you have just entered the data to be imported.
c) Mapping - Here you can match the columns that are shown in the imported spreadsheet (on the left) with the existing fields in the product (on the right).
If you have used the template spreadsheet, the match will happen automatically. If you do not want to import a specific column, click on the ‘x’ in the name of the unwanted field and this information will not be considered in the import.
Some fields are mandatory by default, in which case you cannot proceed to the next step without relating them to the columns identified in the spreadsheet.
d) Preview - Here you can double-check if the imported data is matching the correct columns. If you notice any inconsistencies, you can click back and adjust the settings as you wish.
Step 06
When you finish the import, you will be redirected to the history screen, where you will wait for the import status to be finalized and changed from ‘In progress’ to ‘Finished’.
A new line will be created, with all the data from the import you have just performed:
Status - If ‘in progress’, Elofy is still processing the newly imported data. If ‘finished’, the process has been completed.
NOTE - The processing may take a while because there is a queue of imports that our system follows. The processing does not necessarily follow the number of rows that your spreadsheet has.
Date - Displays the date and time of the import.
What is being imported? - Which of the options was imported.
Non-imported rows - Whenever some data is not imported, Elofy will show you the number of non-imported rows.
Spreadsheet - Here you can download a spreadsheet with only the users, teams or positions that were not imported to adjust and import them again.
Redo operation - After adjusting the rows that caused the problem, by clicking this option, you can re-import the spreadsheet simply to adjust the data that was not imported.
It is important to emphasize that Elofy will always import the data with the correct data and not import the data that was inaccurate or not following the mandatory rules.
Analyzing logs with import errors
The logs provide feedback on the errors found in the data being imported, so that the user can correct them. The following fields are displayed in the log:
User name, position or team - The name of the data that was not imported.
User, Position or Team ID - The ID of the data not imported. Here the ID only appears when it is an edition import spreadsheet.
Row of Spreadsheet - Number of rows with error on import.
Error message - Exactly what caused the import error.
Redoing a Spreadsheet Import
After identifying the log errors, you can download the spreadsheet with the data that had errors, adjust the data, and click the redo button.
Once the problem data has been reimported, the " non-imported row" column must be reset to zero and the "download spreadsheet" and "import" buttons must be disabled.
That's it!
If you have any questions, please contact us, and we'll be glad to help you.