Contents

1. Overview
2. Import Process Rules
3. FAQ
    3.1 Updating User Login Information
    3.2 Updating Job Profiles
    3.3 Email Invitations for Newly Added Employees 
    3.4 Updating Site Memberships and Permission Groups
    3.5 Using the Companies Module

1. Overview

The employee importer can be used to import a large number of employees into an eCompliance site; it can also be used to update information for a number of existing employees with ease (You should refer to the additional importer rules below for the latter). 

Below you can find all of the rules for the employee importer for Step 2 (importing the employees) along with edge cases that you should be aware of if updating employee info is your intention.

For any questions further questions related to this feature please reach out to your Customer Success Manager.

2. Import Process Rules

General Requirements

1. Blank rows and duplicate records will be ignored. The Excel file used for import must only have one (1) sheet.
2. Maximum rows is 20,000. If you would like to import more than 20,000 employees then please reach out to our customer success team.
3. The maximum file size is 10MB.
4. Any Sites, Job Profiles, or Permission Groups referenced in the import file need to be created before importing.
5. Date fields must be formatted using DD-MM-YYYY or YYYY-MM-DD format.

Employees

1. New employees are added and existing employees are updated
2. First Name, Last Name and Site are mandatory fields. They cannot be blank.
3. Username of an employee cannot be changed.
4. Unique employees are identified by a combination of First Name, Middle Name, Last Name, and Employee ID. Employee ID must be unique and cannot be changed via import. Duplicate employees will be created if Employee IDs are different.
5. First Name, Middle Name, Last Name, Phone Number and Email can not be changed via import for employees with login access.
6. Employees cannot be deleted. To remove an employee, add a date under Termination Date for when you want the employee terminated.

Permissions

1. Active Employees with existing Administrator permissions cannot lose those permissions via an import (this has to be done manually).
2. A blank permission group will not modify the current permission group assigned to the employee.
3. A blank permission group on a non-active account will give the user basic access.
4. Removing all permissions can be achieved by explicitly using "Basic Access" as permission group.
5. If the excel contains users with usernames, the user performing the import must have the create user with username permission in addition to any other permissions already required to perform an import.

Invitations

1. An Email will not be sent if an employee has a termination date.
2. To send an invitation to an employee enter 1 in the Send Invitation column and enter an email address in the Email column.
3. If the Send Invitation column is blank or contains a 0 the employee will not receive an invitation.
4. If the Send Invitation columns contains a 1 and the employee has already been sent an invitation and does not have login access, they will receive a new invitation and the old one will be cancelled.
5. If the Send Invitation column is removed from the import file, no invitations will be sent to anyone.

* NOTE 
Once an employee accepts an invitation to join eCompliance, a license is immediately consumed from the organization's account, and the employee's 'Can Login' status will change to 'Yes'. This process cannot be reversed without deleting the employee. Simply changing an employee's permission to 'Basic Access' will not free up the consumed license.

Passwords

1. Password Reset User is mandatory for employee with Username. It cannot be blank.
2. The Password Reset User must be an email address of a user with manage employees permission at that site.
3. Temporary Password can be changed for users who have not logged in and reset the temporary password with their preferred password. But for users who have already logged in and reset their passwords, temporary password cannot be set via importer.

3. FAQ 

3.1 Updating User Login Information

Does the importer accept special characters for an employee's email?

The importer accepts adding users with email addresses with a “_” before the “@”. For example: “testemail_@alcumus.com” 

Why did the Password Reset User not appear in an employee's profile after I successfully imported the file? 

Password Reset Users are only available for employees who log in via username. Employees who log in with emails cannot utilize the Password Reset User feature. 

Adding a password reset user to a user with an active email login will not result in an error. The import will continue, and the system will ignore the Password Reset User added to the Excel file. 

Why did the temporary password not work for an employee after I successfully imported the file? 

Temporary passwords are only available for employees who log in via username. Adding a temporary password to a user with an active email login will not result in an error and the import will continue. A temporary password only applies to users who log in with a username.

3.2 Updating Job Profiles

Can I add a new job profile to an existing employee without replacing their old job profile? 

If you want to add a new job profile and preserve existing job profiles for an employee, you must include a row for each pre-existing job profile. Otherwise, importing with a single row with one job profile will overwrite other job profile information for the employee.

A site name must be included in the same row as each job profile you wish to add to an employee. 

If an existing job profile is edited in the import file and uploaded, it will replace the employee's existing job profile with the newly updated information.

• • For example, Jane Smith is a current employee in eC and has the job profile Engineer on Site A, and you want to add 'Safety Inspector' as a new profile for the same site. Jane must be included in the import with two rows:
    
    

    First Name	Middle Name	Last Name	Phone Number	Employee Id	Site	Job Profile
    Jane		Smith			Site A	Engineer
    Jane		Smith			Site A	Safety Inspector

3.3 Email Invitations for Newly Added Employees 

Will the employee importer continue to send email invitations to users each time the sheet is uploaded?

Invitations are explicitly controlled through the values entered for employees in the Send Invitation column in the import file.

If an employee has been previously imported and an invitation was sent to them at that time, they will not receive a new one unless the Send Invitation column contains a 1 when they are imported again to the same or new site, and if the original invitation has not been accepted. In this case, the first invitation will be cancelled and a new one will be sent.

See the full list of rules regarding invitations outlined in the previous section of this article.

Why didn't the newly added employees receive an email invitation to eCompliance after I uploaded the employee file?

We have simplified the rules for sending invitations. Now if the Send Invitation column is empty, contains a 0 or is not included in the import, no invitations will be sent.

To send an invitation to an employee enter 1 in the Send Invitation column and enter an email address in the Email column.

Review the full list of rules regarding invitations outlined in the previous section of this article.

3.4 Updating Site Memberships and Permission Groups

Why can't I remove site access from an employee? 

If an employee has Admin access to a site, the site will not be removed from their employee profile via the employee importer. A new site membership will be created for the employee. The employee will have access to both the old and newly added site.

The employee importer cannot remove sites where an employee has Admin access.

Can I change an employee's permission to 'Basic Access' to free up a license? 

No, once an employee has accepted the invitation to eCompliance, the license will be consumed. This process cannot be revoked without deleting the employee. 

What happens when I edit an employee's site membership via the importer? 

If the employee has 'Basic Access' or permission other than 'Admin' to a single site, the new site will replace their old site membership. 

What happens if I don't enter a permission group for a newly added employee?

If the “Permission group” column is left empty, the employee will be automatically assigned “Basic Access” as their permission group upon import. Basic Access employees will not receive an email invitation to eCompliance.

Why did existing employee Permission Groups automatically change to 'Basic Access' after an import despite not changing their information in the imported file?

If previously, these non-active accounts had different permission groups (admin, manager, etc.) but, upon importing the file, have an empty 'Permission group' in the file, their old permission group will be replaced by the 'Basic Access' permission group.

Suppose these non-active accounts are linked to sites (site1, site2, site3,...); however, the Permission group column is empty for the site1 employee importer. In that case, they will only receive "Basic Access" for the site; the other site permission groups will remain unaffected.

3.5 Using the Companies Module

What happens if a manager provides a company name that does not exist on the employee importer? 

The company profile will be created in eCompliance. However, the profile will only contain the company name (this is the only required field). The remainder of the fields will be blank.

The company profile can be completed later.

When exporting employees via the employee importer/exporter, will the company name appear?

Yes, the company name will appear in the exported file in its column.