Complete Guide to Data Imports for Core HR

The Imports Menu provides the ability to Import data into Core HR, as well as other modules within the platform. Imports are broken down further into two sub-categories:

  • Standard
  • Custom

Standard Imports use a pre-defined layout or format that populates data in specific fields within Core HR. Standard imports are commonly used when setting up your account and getting your data into the system for the first time.

Custom imports allow the import of data using a non-standard import format, as well as the option to automate the process of importing data from an SFTP Server. For example, the data that comes from the Onboarding to Core HR module uses a scheduled, Custom Import to import data from Onboarding into certain fields in the Core HR platform.

Both Standard and Custom Imports support the following file types:

  • Microsoft Excel
  • CSV (comma separated value)

Navigate to the Menu > Data > Imports

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Standard Imports

Standard Imports use specific formats and layouts defined by the Import Type.  These Import Types are used to help the user create the import file and identify what the Column Headers should be (what data is included in the file), what type of data each field needs to be (text, date, number, etc), the maximum field length, if the field is required for the import to execute, and any necessary notes about the import fields.

To create a Standard Import, navigate to Data > Imports > Standard

  • Step 1:  Select the Import Type that contains the data you are importing
    • To view the Import layouts, select an Import Type from the dropdown and click 'Import Layout'. 
    • *Note - the Employee Import Type includes additional functionality to add Lookup Fields to Core HR automatically.  By checking the box that states "add new Lookup Values found in the file for Department, Employee Type, Job Code, Termination Reason and User Defined Lookup fields", the system will add Lookup Fields automatically to the system as they are found within the Import File.  For example, if a Department is specified in the Import File, but not already present in the HRIS, the Department will be added to the HRIS during Import.  This is a very helpful setting especially, for example, when you have many Departments in a company. The system will add the values so you would not have to manually add them in under Setup > Setup Properties > Field Value Setup.  For User Defined Lookup fields 1 – 15, the UDL field needs to be named under Setup > Setup Properties > Field Value Setup prior to importing the data so that the field is visible on the employee profile.  One caution, if there are typos or differences in case (Exempt vs EXEMPT) in the values in the file as compared to the system, ‘duplicate’ values will be created.

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  • Step 2:  Click Browse to select the file that has been created/saved and enter the name of the worksheet that contains the data (i.e. Sheet1, Sheet2, etc).  Reminder, both Excel and CSV file types can be used.

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  • Step 3: Click 'Import File'

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Once the import has processed, you can view the results in the 'File History' tab.

  • You will see the date the import was done, the file name, the import type that was used, the number of records that were imported, and any errors.
    • *Note: The date stamp is in Mountain Standard Time due to the location of the Core HR servers. 
  • To view the file that was imported, click 'View File', and to review any errors, click 'View Errors'.
  • Hovering over the 'information' icon will give you additional details about the file.

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Using the check boxes to the right of the files, along with the Action dropdown, allows you to delete certain import files.  This typically is not recommended unless the file completely failed, and no records were imported.  Otherwise, keeping the history of imported information is typically recommended.

If looking for an import done on a specific date, the filter icon next to the Action dropdown can be used to create a date range using the Start and End Dates.

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Custom Imports

Custom imports allow the import of data using a non-standard import format, as well as the option to automate the process of importing data from an SFTP Server.

To create a Custom Import, navigate to Data > Imports > Custom

  1. In the Action dropdown, select 'Create Custom Data Import Record"

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  2. In the Properties Tab, complete the necessary fields and hit 'Save'. Descriptions of the fields are in the chart below.

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Field

Description

Execute Import

Once all fields in the Properties are completed, clicking the Execute Import button will force the system to search the SFTP site for the filename and import the file into the system.

Import Name

Specifies the name of the Custom Import.  When automating Imports, the import process will process Custom Imports in alphabetical order.  So, if automating more than one Import, the Import Name can be used to control the order in which files are imported.

Import Type

Specifies the type of data to be imported.  The Import Types available correlate to Import Formats available on the Data >> Imports >> Standard screen.

Import Format

Specifies the format of the file to be imported - either delimited or fixed length

Worksheet Name

If importing from Microsoft Excel, this specifies the name of the Worksheet within the Workbook that contains the data to be imported.

Field Count

Only applicable for "Employee" import types.  This field specifies how many columns (or fields) of data will be present in the Import File.

Import file contains Column Headers

Indicates if column headers will be present in the Import File.

Only updates will be processed via this Import

Only applicable for "Employee" import types.  When checked the system will not populate any new records and will only update records that match the SSN or Employee ID supplied in the Import File.

Add new Lookup values

Only applicable for "Employee" import types.  When checked the system will add Lookup Fields automatically to the system as they are found within the Import File.  For example, if a Department is specified in the Import File, but not in the HRIS, the Department will be added to the HRIS during Import.  This is a very helpful setting especially, for example, when you have many Departments in a company. The system will add the values so you would not have to manually add them in under Setup > Setup Properties > Field Value Setup.  For User Defined Lookup fields 1 – 15, the UDL field needs to be named under Setup > Setup Properties > Field Value Setup prior to importing the data so that the field is visible on the employee profile.  One caution, if there are typos or differences in case (Exempt vs EXEMPT) in the values in the file as compared to the system, ‘duplicate’ values will be created.

Format

Specifies if data will be imported manually or from an SFTP Server.  If the data will be imported from an SFTP Server, the server name, username, password, and file name will need to be requested and information entered here. 

Notification Addresses

Specifies email addresses that should be used to email a notification each time a File is imported as a Custom Import.

Only email on error

If this box is checked then a notification email will only be sent to the Notification Addresses if more than one error is encountered during the import. If this box is not checked, then an email will be sent each time a custom import executes.

Based on the Import Type used, the Field Mappings tab may be available to configure the import fields.  An example of an import type that uses Field Mappings is the Employee Import type.   *Reminder - The number or columns (Column Index) that will be available are driven by the Field Count entered on the Properties Tab:

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If the Import Type being used requires the standard import format be used, a note will display on this tab letting you know.

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How Imports Are Used in Core HR

Core HR is the backbone for every other module within the platform.  You can use the Employee Import Type in order to import their employees into Core HR and create their employee records.  From there, the data you will want stored in Core HR may differ, so various import types will be used.  The below chart lists common Import Types that are used during the implementation of Core HR:

Import Type

What is this import used for?

Account Info

Used to create Employee Accounts and provide users access to the HRIS.  Creating the Account triggers the account validation emails to users and creates the Arcoro User ID.  Also used with cross module accounts to import current user’s Account Info (including existing Arcoro User IDs) into Core HR and sync the user across all modules for a single login experience.

Assets

Used to import Assets to Employee Records (i.e. laptops, company issued phones, etc)

CC – Flat

Used to import Flat Cost Centers found in Field Value Setup.

CC – Hierarchical

Used to import Hierarchical Cost Centers found in Field Value Setup

Compensations Rates

Used to import Compensation Rate information to Employee records (rate type, per pay rate, per pay overtime rate, etc)

Compensations Transactions

Used to import Compensation Transactions to Employee records (Base Salary, Base Hourly Rate, Bonus, Commission, Other)

Cost Center Assignment

Used to import the Cost Centers to Employee records. Note - Cost Centers need to be created first in order to import on Employee Records.

Custom Imports

Any time a change needs imported to an employee’s demographic data after the initial Employee Import is done, that CHANGE must be imported through a Custom Import.  The Custom Import must be created in Excel (for example column 1 = Employee SSN and column 2 = Department), and then imported under Data > Imports > Custom.

Custom Imports can also be used to Import other data elements you wish to capture, such as Veteran Status, which isn't captured on any other Import Type.

Direct Deposit

Used to import Direct Deposit information to Employee records

Employee Import

Imports Employee information needed to create Employee records in Core HR.  *Note: this import type does not create the Employee's User Account, it simply creates the Employee record.  User Accounts (which allow access to Core HR) are created separately via various features/functionality within Core HR.

Employee Positions

Used to import Positions that have been created via the Positions Import, onto the Employee record.

*Note, in order to import the Positions onto the Employee records, the Positions Import needs to be completed first.  The Employee Positions values must also match the Position values that have been imported.

Facility

Used to create Facilities in the Field Value Setup > Facilities area. 

*Note – if using multiple modules, Facilities need to match in all modules

Federal Tax

Used to import Federal Tax information to the Employee records. 

*Note - the import format was updated in 2020 due to Federal W4 changes.

Notes

Used to import Notes to Employee Records

Performance Managers

Used to import Performance Managers to Employee records

*If you have the Arcoro Performance module, Performance managers must be imported.  If you do not have the Arcoro Performance module, they can choose to use the Time Off Manager or Performance Managers to import Managers to Employee records and track the reporting structure.

Positions

Used to create Positions for the Performance Management Module.  Also used for Core HR if you wish to track Employee Positions.

State Tax

Used to import State Tax information to the Employee records.

Time Off Manager

Used to import Time Off Managers to Employee records.

*If you have the Arcoro Time Off module, Time Off managers must be imported.  If you do not have the Arcoro Time Off module, they can choose to use the Time Off Manager or Performance Managers to import Managers to Employee records and track the reporting structure.

How Imports Are Used in Benefits Management/ACA

If you have the Arcoro Benefits Management module, additional information will need to be imported to the Employee Records that have been created in Core HR.  The below chart lists common Import Types that are used during the implementation of Benefits Management.

*Note: You must have Benefits Management in order to have the ACA module, so the same imports are needed for ACA

Import Type

What is this import used for?

Dependent Benefits

Used to import current Dependent Benefit information to Employee Records.

Dependent Import

Used to import Dependent demographic information to Employee Records.

*Note - Dependent information is NOT imported for Core HR ONLY, so must be imported if you have Benefits Management.  The Dependent Import must be done before you can Import Dependent Benefits.

Employee Benefits

Used to import current Employee Benefit information to Employee Records.

 

Other Imports

Terminated EE Benefits (using the Employee Benefits Import Type)

This is not a specific Import Type, but Terminated Employee Benefits is often asked for separately from their Active Employee Benefits.  Both use the Employee Benefits Import Type.  Terminated Employee Benefits are only required for ACA purposes.

 

How Imports Are Used in Time and Labor Management

If you have the Arcoro Time and Labor Management module, additional information will need to be imported to the Employee Records that have been created in Core HR.  The below chart lists common Import Types that are used during the implementation of Time and Labor Management:

Import Type

What is this import used for?

Time Off Manager

Used to import Time Off Managers to Employee records.

*If the Time Off Manager has not already been imported during the Core HR Implementation, it will need imported for the Time and Labor Management module.

How Imports Are Used in Performance Management

If you have the Arcoro Performance Management module, additional information will need to be imported to the Employee Records that have been created in Core HR.  The below chart lists common Import Types that are used during the implementation of Performance Management:

Import Type

What is this import used for?

Performance Managers

Used to import Performance Managers to Employee records

*If the Performance Manager has not already been imported during the Core HR Implementation, they will need imported for the Performance Management module.

Positions

Used to create Positions for the Performance Management Module

*If Positions have not already been imported during the Core HR Implementation, they will need imported for the Performance Management module.

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