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Update Jobs using the Data Import / Export Tool

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Emma Heidrich
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The Data Import / Export Tool allows you to quickly and easily upload bulk data to your employees' intelliHR profiles.

To use the Bulk Data Job Update tool, firstly provide People ID details for the person_lookup column which will be used to match what is provided to a person in intelliHR. If any of your employees have multiple jobs you will also need to provide the id column with the Job ID of the role you wish to update.

The import will work with just these two columns, but no actions will be generated unless you provide other columns with the actual updates to perform.

This article covers:

How to use the Data Import / Export

1. Navigate to Settings

2. Under Organisation click on Data Import / Export

3.  To start a new import click Start an Import

4. Name your import with the details of data being inputted.

5. Press Upload

6. Select Upload Type (Update Jobs)

7. Complete all required field and upload the relevant CSV file. 

8. Click Next >> Confirm

Note: To ensure a smooth and efficient import the max size of an update job import is 2500 data rows. If more rows are required simply split the import into batches of 2500.

What can be performed?

Update job lets you perform all of the actions you are able to do on the person profile job tab but in bulk. These actions can be broken down into the following categories:

1. Altering the company start date or recruitment info

2. Updating effective dated attributes

3. Finalising the company end date, cancelling an existing end date, or changing the turnover information.

Altering company start date

There are two actions that can be generated in this category:

  • If you provide the company_start_date column to the bulk data import it will generate an action to perform an update to the start of the job.
  • If you provide the recruitment_source or recruitment_cost columns it will generate an action to update the recruitment details of the job.

Updating effective dated attributes

The following effective dated attributes can be updated on a job:

  • Business Entity *
  • Business Unit *
  • FTE
  • Location *
  • Pay Grade *
  • Position Title *
  • Supervisor Person
  • Work Class
  • Work Type
  • Performance Report Template

*These will be created if they don't already exist in the system

You can date scope these changes by either providing Update Start Date and Update End Date in the UI when uploading the csv OR by providing the update_start_date and update_end_date columns on the csv which lets you set a separate date for each row.

If the start date is not provided the update will be performed from the company start date, and if the end date is not provided the update will continue until the end of time. If neither are provided then the update will replace the history of that job with the new values.

Ending a job

There are three columns related to the end of a job in the import, turnover_type, turnover_reason, and company_end_date. These columns can result in a bunch of different actions being generated:

  • If you are providing the columns for a job that is not finalised yet it will generate an action to finalise the end date of the job.
  • If the job is already ended you can update the end date of a job or change the turnover details.
  • If you just provide company_end_date for an ended job and it is blank it will cancel the end date of the job.
Alert: When updating data ensure you include ONLY the columns you wish to update. If you include empty columns this will overwrite the data currently stored in intelliHR.

 

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