Appogee HR: Preparing Your CSV Upload File For Import

Please note that only users with the HR Manager role have access to the CSV Upload page.

This article contains important information about uploading your CSV Import file and should be referred to when preparing your CSV file for upload and when troubleshooting issues with uploads. It is recommended that you read or reference this comprehensive guide in it's entirety prior to attempting a CSV upload. 

The CSV Upload Process

Appogee HR's CSV upload feature allows for the upload and manipulation of employee data and also Team data via a CSV file. This document describes how to prepare the CSV file for upload and provides tips in ensuring a smooth efficient process in getting your employees set up quickly. 

 

The CSV template

Download the CSV template from the link provided on the CSV Import page in Appogee HR.

 

Understanding the CSV template

CSV headers

Open the CSV file in the spreadsheet application of your choice. You will see that each column has two rows of headers. The headers are based on the current profile fields as configured by your ADMINISTRATOR and is therefore unique to your organisation. The headers should not be altered or the upload will result in errors.
  • The top row of headers represent the sub-category and profile fields as configured by your Appogee HR administrator.
  • The second row of headers represent the system profile fields. 

 

In the example below you can see that the custom field created in the profile fields is also found in the spreadsheet.
If changes are made to the profile fields, they will be reflected in the CSV file and therefore you should always download a new CSV template as the old template may be out of date.  
 
 
 
 
 
 
Field Values
 
Mandatory Fields
When adding your data to the CSV file, ensure that mandatory fields are entered according to the following rules:  
 
  1. The following field headers are always mandatory:
    • "Email"
    • "First Name"
    • "Last Name"
    • "Team"
    • "Job Title"
  2. The field header Emp Profile is mandatory if you intend on activating users in Appogee Leave.
  3. The "Emp Profile" field is mandatory on the condition that "Activate in Appogee Leave" checkbox is checked in the upload screen. Emp Profile represents an Employment Profile which is required for user activation in Appogee Leave.

    In the upload page, ensure that the checkbox "Activate in Appogee Leave" is checked if you wish to activate the employees in Appogee Leave. 

  4. If a Team is provided in the list but does not exist in Appogee HR, it will be created in the upload and therefore the Manager and HR Manager for the team will become mandatory. 
  5. If your Organisational Structure is already complete and you do not wish to alter it then you can completely exclude the following columns - Manager, HR Manager and Parent Team. If you wish to alter or create your organisational structure using the CSV import then these become mandatory columns. Any root teams - those at the top of the organisational tree - must have a blank Parent Team.

 

Other Field Rules

  1. Employment Profiles must already exist in Appogee Leave. They will not be created by the import.
  2. Dates/datetimes should be in the format year-month-day (yyyy-mm-dd)
  3. If provided Employee status must be one of: Joining, Active, Leaving, Former. It is case insensitive.
  4. If the Employee status is Joining, the start date must be provided and the start_date value must be a date in the future
  5. If the Employee status is Active then if the start date is provided, it must be a date in the past.
  6. If the Employee status is Leaving the start date and end date must both be provided. The start_date should be in the past and end date should be in the future
  7. If the Employee status is Former the start date and end date must both be provided. Both dates must be in the past.
  8. If both start date and continuous start date are provided, the continuous start date must be before start date
  9. If both the start date and end date are provided then start date must be before end date
 
Multi-Value Fields: You may have noticed that there are multi-value fields such as the Benefits fields. These multi-value fields allow for up to 3 rows of data and are represented in the headers with an underscore e.g. benefits_1.type and benefits_2.type.
 
For further information on the CSV file import, please see our troubleshooting guide here.
 
 
Teams

Since the CSV file also imports Teams, it is important to note the following points:

 
  1. If a team is defined in the file with multiple managers/hr managers then they will all be added as editors to the team. Where there are multiple managers the logic to decide which becomes the primary manager depends on a number of factors:
    • If the list of managers provided does not include the current manager then the first one in the csv is selected as the primary
    • If the list of managers provided does include the current manager AND ONLY ONE other manager then the new manager is selected as the primary
    • If the list of managers provided does include the current manager AND MORE THAN ONE other manager then the original manager is retained as the primary
  2. If a Team points to a Parent Team which eventually points back to the Team, we all this a circular team reference. This will prevent the import from completing. 
  3. Team names must start with a letter and contain only letters, numbers, spaces, hyphens, underscores or an asterix

 

 

Helpful Tips:
  1. Apart from the mandatory fields, if you do not wish to import specific fields, you can delete the columns that are not relevant to the upload (e.g fields that are not changing for any of the employees in the CSV file). 
  2. If your Organisational Structure is already complete and you do not wish to alter it then you can completely exclude the following columns - Manager, HR Manager and Parent Team. If you wish to alter or create your organisational structure using the CSV import then these become mandatory columns. Any root teams - those at the top of the organisational tree - must have a blank Parent Team.
  3. If you wish to set all the users contained within the CSV to Active, the "Status" column can be excluded. If the column is included then it must be completed with one of the following (case insensitive) statuses: Joining, Active, Leaving, Former, Archived

 

Upload Options
There are several options that will allow you to make bulk changes to existing and new data or employees. Make your selections carefully:
 
 

 

 

Saving the CSV file

After collecting the data into the CSV file, please save it as a UTF-8 CSV file. The following are ways you can do this with some common spreadsheet applications (please note that this is not an exhaustive list, please refer to the documentation for the relevant application and version you are using if these do not work for you).

MS Excel

  1. Open the *.xlsx file from MS Excel
  2. Click menu > Save As (Other Formats)
  3. Enter a name for the file and choose "Unicode Text (*.csv)" for "Save as type :"
  4. Click Save

 

Notepad

  1. Click on File
  2. Choose Save As
  3. Save as type: select All Files
  4. File name: enter a file name & add the .csv extension to it
  5. Encoding: select UTF-8
  6. Click on Save

 

Google Docs/Sheets

  1. Go to File --> Download As
  2. Select Comma-separated values (.csv, current sheet)

 

Open Office

  1. Open your file (if you have an option, open it as a UTF-8 File)
  2. File -> Save As...
  3. File Type -> Choose Text CSV
  4. Character Set -> Choose "Unicode (UTF-8)"
  5. Field delimiter -> , (comma)

 

Numbers (Mac)

  1. Click on File
  2. Hover over Export
  3. In the submenu that appears, choose CSV
  4. Click on Advanced Options to show the Text Encoding dropdown
  5. Select Unicode (UTF-8) from the dropdown menu
  6. Click Next
  7. Click Save
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