2694050 - How To Import Work Permit Information or Personal Document Information

How to Import Work Permit Information or Personal Document Information

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

• Employee Central - Work Permit
• Employee Central - Personal Document Information

Export Blank Template: Permit Information or Personal Document Information

1. Go to Admin Tool then Import Employee Data
2. Select Download Template 
3. Select Personal Document Information
4. Click Generate

 Requirements on Data Preparation

Customers can either create an empty CSV file with a required structure and initial data, or preferably download a CSV template from the system. Next, they can provide all necessary data in the CSV file and upload it into the system.

Comply with the following requirements when preparing data:

• The template should have these four fields: Country/region, Document Type, Document Number, and User ID. Values of these fields shouldn't be empty, as they’re used to generate business keys. Upserting a record with a duplicate business key will be blocked and trigger a validation error.
• Issue Date is also a mandatory field and shouldn’t be left empty

ImportWork Permit Information or Personal Document Information:

1. Go to Admin Tool then Import Employee Data
2. Select Personal Document Information 
3. Select import file
4. Click on  Validation Import Data and  Import

Additional Information for Attachments Upload Support for Work Permit Information

Limitations

• Support for only one document per record.

Things that can fail your upload

• The name of the CSV file provided in import.properties is incorrect.
• The document name in the CSV file doesn't exist in the zip file.
• The total size of the documents being uploaded crosses the user limit or the company limit. This results in the failure of the complete batch.

 

Behavior Changes

Customers who import work permits on the Centralized Services must comply with the following requirements on data preparation and understand the behavior changes. This topic isn’t applicable for other customers.

Importing work permits on the Centralized Services is based on user ID, instead of person ID. Because one person can have multiple user accounts, so you may end up purging work permit information of multiple users when you chose to purge data for one person. Now, with a user ID-based importing process, you only purge work permit information for the particular user ID you selected.

Only the Full Purge mode is supported at the moment, which means all work permit information related to the selected users are deleted before the users' new information is imported.

Frequently Asked Questions

Q) Do I need to follow any naming convention for the zip file or CSV file?
A) You are free to provide any name to the zip file or CSV file, but care must be taken to have the CSV file name correctly in the import.properties 

Q) Do re-upload of the same zip file multiple times result in the duplication of documents?
A)  Every time you upload a zip file, all the previous documents of the users being uploaded gets deleted and the fresh documents provided in the CSV template and present in the zip gets uploaded.

Its always purge of documents before re-upload.

Q) I want to modify the Issue-date of a work permit document for a user. Can include this user in the CSV template of the zip file? Please note that this user already has a valid work permit document and I do not want it to get affected?
A) No. Its always recommended not upload the users that already have a valid work permit documents using zip approach. You must be use the CSV approach(the older way) for modifying the columns other than attachment-id. The zip approach is usually recommended for first time uploads or while working with attachment-id columns only.

Q) I'm having 5 users in the csv template but have documents for only two users. I have left the attachment-id field as blank for the users without documents. However prior to this import, all the users had documents. What will be the state of the users with respect to documents after import?
A) The previous documents of all the 5 users will be deleted. 2 users shall have fresh documents and the other 3 will not have any documents attached.

Q: Where can I get a guide?
A) Guide work permit: Employee Central Imports

Q) How to report on: Personal Documents Information (Work Permit)

A)Please use KBA below : instead of National ID , Select work permit View: 3271777 - How To Retrieve National ID Record In Canvas Report

Also:2543169 - How to Save the Query in Report Center for future use

For Canvas Refresh:2776882 - EC Advanced Reporting Metadata Sync / Reload (View Based Metadata)

• 2527623 - Delete/delimit functionality support via Imports
• 3271777 - How To Retrieve National ID Record In Canvas Report
• 2543169 - How to Save the Query in Report Center for future use

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