The below video provides a general introduction to the User import/export feature in e-days; there is also a text overview available beneath.


Overview:

  • Our User import/export tool allows you to bulk update user information & settings by export them to excel, making your changes, and importing them back into e-days. This allows you to avoid the lengthy process of editing individual user profiles, changing and saving multiple details, then repeating the process multiple times. The is separated into multiple different steps:

Configuration: This is where you'll set which data fields are going to be exported, and how.

  • User identifier data: This is what e-days uses to identify which users it should be updating when the data is import back into the system. It will appear in the left most column in the export sheet and should not be edited.
  • You can then Select Personal, System, or Organisation fields to include: this will determine what fields will be exported into the spreadsheet for you to edit. You can choose as many fields as you like, and they'll appear as columns in your spreadsheet.
  • Field delimiter: You can choose what will separate multiple values in the export. For example, if you have users assigned to multiple teams, these will be separated by the value you choose for this setting. This can be important if you've got syntax in the names of teams.
  • Add apostrophe to leading zeroes: If you have Telephone, Payroll, Employee, or any other numbers that begin with a zero, you'll want to check this option. This ensures excel will recognise these zeroes when they're exported.

Export existing user data template:

  • This allows you to choose the users that you'll be editing this data for:
  • Specify groups allows you to include users that fall under a certain Country, Location, Team, or any other Group type, in this view. You can easily select all users by including all of one group type.
  • Include reportees and leavers gives you two boxes you can check to ensure user's reportees are included, and any leavers that fall under the view are included.
  • You're then able to Specify individuals; you can start typing a user's name to search for them, then click add and they'll be included in the list for this view. You can do this multiple times, and this area allows you to get really specific with the view you're creating.
  • Finally you can View a list of users who you've included in this view, and, if you'd like, you can click Remove to exclude any specific individuals from the view.
  • Once you're happy with the list, you can hit the Export button and you'll get an excel sheet downloaded with the fields and users you've selected


Editing data in Excel:

You're then free to make changes to the data as needed. There are a couple of things to be aware of when doing this, however:

  • Certain fields such as users' personal details are simply text boxes, so can be edited to whatever you'd like
  • Other fields are system settings, such as rotas or teams. If you are editing these you will need to make sure the new value exists in your system, and the spelling & syntax matches up exactly with what's in the system.
  • You'll need to keep the file in the .csv format and make sure all changes are saved before moving onto the next step


Importing data into e-days:

  • Once you've got the final data that you'd like to put back into e-days, you'll need to come back to the User import/export page.
  • If you've clicked away from this page since exporting your data, you will need to set up the Configuration area of the page again so that e-days will recognise the template you're importing. Once this is done, you can simply scroll to the bottom of the page, click Choose File and select the file from your file browser, then click Import to start the import process. Depending on how much data you're changing and for how many users, this may take a short while.
  • Once complete, you'll receive a summary of the import at the bottom of the page. This will tell you how many rows are successful, and, if you have any errors, each specific row and error will be referenced, allowing you to easily reference and correct your excel sheet, and reimport the file again to ensure the data is updated.


Please find our video tutorial link below:

https://youtu.be/k4SdirYHrMI


Note: You will need the Users permission to access this feature.