Complete Guide to Data Exports for Core HR

The export utility can be used to create custom reports containing most if not all data stored within the HRIS including time off. You could use this utility to build a custom report for reviewing time off data.  It will also be used to pull time off data in the format required to import into your payroll system.

Navigate to Data > Exports

mceclip0.png

Managing Exports

Navigate to Data > Exports > Manage

mceclip1.png

This screen allows you to set up or create the following:

  1. Create Custom Exports
    • Tip: Users that have access to the Enterprise Portal are able to copy export templates across company accounts, reducing the need to re-build the same export in a different account.  This can be done from the Core HR Home screen by clicking on Accounts > Utilities > Data Export Copy
  2. Create Categories
    • Categories allow you to arrange your files/exports for easy retrieval as your list of exports begins to grow. See the Creating Categories section for more information.
    • We recommend categorizing your files by plan year.
      • For example: 2020 Carrier Exports
  3. Export various pre-configured reports under the Quick Excel Exports
    • These reports are often helpful when going out to bid for new benefits and/or for data comparisons.  They are also used to validate data when receiving discrepancies from carriers.  See the Quick Excel Exports section for more information.

Creating an Export

Navigate to Data > Export > Manage > Create Export (under Actions)

mceclip2.png

Properties Tab

The first step to creating an export is to set certain parameters:

  1. Identify the type of data to be exported
  2. Create the general format of the data
  3. Define where the data will be transmitted

Any field in red identifies a required field. Adding as much information in all fields will help in troubleshooting discrepancies later.

mceclip3.png

Field Name: Save and Execute Data Export

  • Description: Saves and manually executes the Export.

Field Name: Mode

  • Description: Basic(default) or Advanced (will enable additional tabs for formatting data)
  • Notes:
    • Most carrier exports will require you to use the Advanced setting.  The Advanced setting allows you to format and filter data, as well as schedule exports.
    • - Formatting data includes mapping and formatting cells.
    • - Filter data allows you to include only certain data based on configured parameters.

Field Name:  Name

  • Notes:  Name the report according to the information it contains or what it is to be used for in order for easy identification
    • For example, a carrier file that is being tested might be named:
    • TEST – 2020 - <<Carrier Name>> - <<Benefits Included in the file>> - <<file name>>
    • TEST – 2020 – Aetna – Medical – 834 – 5010

Field Name: Category

  • Notes:  Allows you to quickly attach to a pre-defined category.  It will default to Not Assigned since this is a required field.

Field Name: Notes

  • Notes: Notes are helpful in reminding you of set up items.  For example, if you should send via FTP or SFTP when it is not easily noted in the transmission information.
    • Sub Field Name: Include column headers in export
      • Your column headers will be included in the file. **Column Header are only included from the first Employee record of the file on the Formatting tab.
    • Sub Field Name: Execute this file in TEST Mode
      • When this box is checked, the export will not be logged into the Employee > Logs > History screen for any employees included in the Export.
  • Additionally, if the Data Type is Benefit, COBRA, Employee, or Payroll Deduction then the corresponding Change Log will not be reset when this export is executed.

Field Name: Data Type

  • Notes: The Data Type field identifies the type of data that will be exported and determines which fields will be available for export on the Fields tab. The table below describes the various Data Types available.

Type

Description

Activity Log Reports

There are multiple Activity Log Reports that show an activity log for the specific item selected.

Applicant Tracking

Allows for the export of Applicant and Requisition data form the Applicant Tracking Component.

Assets

Allows for the export of Asset Transaction data associated with Employee records.

Beneficiary

Allows for the export of Beneficiary data associated with Employee records.  When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.

Benefit

Allows for the export of Benefit Election data associated with Employee records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.

COBRA

Allows for the export of COBRA election data associated with Employee records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.

Compensation Rates

Allows for the export of Compensation Rate data associated with Employee records.

Compensation Transactions

Allows for the export of Compensation Transaction data associated with Employee records. Compensation Transactions include: Bonus, Commission, etc.

Dependent

Allows for the export of Dependent demographic data associated with Employee records.

Direct Deposit

Allows for the export of Direct Deposit data associated with Employee records.

Employee

Allows for the export of Employee demographic data.

Federal Tax Withholding

Allows for the export of Federal Tax Data associated with Employee records.

Imputed Income

Allows for the export of Imputed Income data from the Imputed Income Log. The Imputed Income Log must be populated before this Data Type can export records.  When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.

Payroll Deduction

Allows for the export of Payroll Deduction data associated with Employee Benefit Election records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.

Termination

Allows for the export of Termination data from the Termination Log.

Time Clock Summary

Allows for the export of Time Clock data in summary form (i.e. regular hours, overtime hours, time off hours by employee, etc...) for a pay period.

Time Clock Transactions

Allows for the export of Time Clock transaction data (i.e. all time clock records / punches).

Time Off

Allows for the export of Time Off transaction data (i.e. all taken, granted, and accrued transactions)

Timesheet Transactions

Allows for the export of Timesheet transaction data.

Training

Allows for the export of Performance Management Training data associated with Employee records.

Workflow

Allows for the export of Workflow data associated with the Workflow component

Field Name: Carrier

  • Notes:  If the Data Type field selected is Benefit, Employee, Payroll Deduction, or COBRA and this export is delivering data to a third-party vendor, select the appropriate Vendor from this dropdown field. The Vendors listed in this dropdown are configured from the Benefit Management > Carriers screen.

Field Name: Format

  • Notes: The Export Format field identifies the base structure of the file. The formats available are:
  • Delimited - Delimited files are usually files in which the fields within records are separated by commas. This is the most common type of Export Format because the output files of this format can be viewed directly from Microsoft Excel.
    • Delimiter Field- The Delimiter field identifies what delimiter should be used to separate fields in the export. The value in this field is only applicable when 'Delimited' is chosen as Export Format - comma will be used as default delimiter.
      • Two common delimiters are specified below:
      • - Comma: Enter a ',' in the Delimiter Field to comma delimit the export
      • - Tab: Enter the word 'Tab' in the Delimiter Field to tab delimit the export.
      • The default behavior of a standard 'Delimited' export is to enclose each field in double quotes.
      • As an example, if the first name and last name fields for John Doe were exported in a comma delimited file, the output would be "John","Doe".
      • If a receiving system requires that fields NOT be enclosed in double quotes, then the following special Delimiter can be used:
      • ,NoDQ - must be entered exactly as ',NoDQ' to specify a comma delimited file without double quotes.
  • Fixed Length - Fixed length files are usually text files in which fields are positioned at specific (fixed) points within the file. If this format is chosen, then you will be prompted to enter the starting position of each included field in the Field Configuration section of this export.
  • HIPPA 834 - 834 delimited files provide the ability to delimit fields with an asterisk and to group all records into one single string of data.
    • 'Place a carriage return after each Segment indicator' – when enabled, this will add a carriage return after each terminator (~). Many carriers will accept files in this format. Some known carriers that do not include Conexis and Health Partners.
  • XML - XML files provide the ability to define XML tags using the Prefix and Suffix fields on the Formatting tab. Currently only one carrier requires this format for Disability products, Assurant.

Field Name: Output Filename

  • Notes: Many vendors will dictate how the file should be named.  This field requires a file extension.
  • When adding a date stamp, the month should only be uppercase.  For example,  yyyyMMdd
  • We currently cannot go down to seconds.  This is generally accepted by vendors and carriers.
  • In some cases when PGP Encryption is used, it may be required that the 'inner filename' within the PGP Zip File not contain a '.pgp' extension. If this is the case, the following special extension may be used on the file name:  sample.txt.NOINNERPGP - only applicable if the file is to be PGP-Encrypted.
  • This will export an encrypted pgp file named 'sample.txt.pgp' with an inner file name of 'sample.txt'.

Field Name: Transfer Type

  • Notes: Allows you to specify how your export is to be delivered.
  • Export History Only – Will be saved to the History Tab only. This is used for testing and if you wish to retrieve the file from the system.
  • Email – the file will be sent via email with a 'From' address of Infinity Mailer or a custom host name.
    • Emails can be password protected for security if needed.
    • *IMPORTANT - Protected Health Information (PHI) should NEVER be sent via unsecured email.  Check with IT on how to send a secure email file if you have no other option and have to send data via email.
  • FTP – File Transfer Protocol – The File Transfer Protocol (FTP) is a standard network protocol used to transfer computer files from one host to another host over a TCP-based network, such as the Internet.
    • We recommend that you have a FTP solution on your desktop to troubleshoot connectivity.  We use FileZilla, a free FTP solution – https://filezilla-project.org
    • Requires a username and password
    • FTP does not encrypt its traffic; all transmissions are in clear text, and usernames, passwords, commands and data can be read by anyone able to perform packet capture (sniffing) on the network, and as such is commonly used with a pgp key.
  • SFTP – Secure File Transfer Protocol - Unlike FTP, it encrypts both commands and data, preventing passwords and sensitive information from being transmitted openly over the network. Commonly does not require a pgp key.

Field Name: Notification Addresses

  • Notes: Used to enter one or more email address recipients to whom a notification email will be delivered each time the export executes. The Notification recipients will only receive notification of the export execution and not the actual file created through the export.
  • Although not required, it is highly recommended that at least one email address be entered.  If a file fails to transmit someone needs to be notified.  Multiple email addresses must be separated by a semicolon (;) otherwise the notification will NOT be delivered.
  • Tips: If the export type is 'Benefits Export', then the notification email will also include statistical information regarding the data within the export.  The statistics are not always accurate.  We are working on an enhancement/update on our next service pack.

Field Name: Export Address

  • Notes: Only required when sending via FTP or SFTP and used to enter a FTP or SFTP address.  Folder paths can be included in the FTP address and should be designated by using a forward slash. Many times, you will need to successfully log into the site first, without the designated folder.

Field Name: File Type

mceclip7.png

  • Notes: The Data Type selected allows for your file to execute either as a Full File or a Change File.  This field will only show if you have selected specific Data Types.
    • Full File – looks to all data in the system
    • Change File – looks only to the records in the applicable Change Log
  • Data Type:
    • Benefit – looks to the Benefit Change Log
    • Payroll – looks to the Deduction Change Log
    • COBRA – looks to the COBRA Log
  • Indicators:
    • Do not reset Change Log when this export executes
      • When enabled, it will not close out any log whether the file is set up as Full or Change
    • Reset all records in Change Log when this export executes
      • This option will close out records in the Change Log regardless of whether mapping exists within the export to 'exclude a record' for any change log records that have an effective date less than or equal to the Export Effective Date.
      • *If this export includes the selection of Benefits, then this option will only close out records for the selected Benefits.
      • This option is often selected when the 'Group by' setting is enabled on the Records Tab in order to close out any benefit records that are being grouped together (Advanced Mode only)
  • Include Waive Elections (elections with an Option Code of Waive)
    • Often used when including Voluntary Life and Disability benefits that are pended for EOI and have an option code of Waive (typically late entrants).
  • Include Terminated Dependents from Change Log (Export Reason = Coverage Terminated)
    • Unless enabled it will not export dependents that are terminated

Field Name: Effective Date

mceclip6.png

  • Notes: This is used when executing the file manually
  • Tips: The Effective Date determines what data to use when exporting Benefit or Payroll Deduction Data. For example, if an export with a Data Type of Benefit is configured with an Effective Date of 04/01/2015, then the export will only export Benefit Election records that are effective as of 04/01/2015.
  • The Effective Date field is also used to determine the Effective Date of export fields that are date-based (please reference the Data Dictionary on the 'Fields' tab for specific date-based fields). Date-based fields require that an effective date be determined in order to return the desired output.
    • As an example, the Compensation Rate - Hourly field could return various values for an employee that has had multiple rate changes over time depending upon the date for which the Hourly Rate is desired. In this example, the Effective Date will answer the question - Hourly Rate as of what date?

Field Name: Effective Date Rules for Scheduled Exports

mceclip5.png

  • Option:  Run as of the first of the following month
    • Notes: If the export is scheduled for 02/20/2015 and this feature is enabled, the file will execute with records that are effective as of 03/01/2015.
  • Option: Run as of the scheduled date
    • Notes: If scheduled for 02/20/2015 then it will execute with records that are effective as of 02/20/2015.  Often used with payroll and Time & Attendance files.
  • Option: Run as of the scheduled date plus the specified number of days
    • Notes: Will accept a negative number.  Often used with Time & Attendance files where the file is executed in advance or behind the actual effective date needed.
    • For example – payroll should include records with an effective date of 02/25/2015.  File is scheduled for 02/20/2015 so that the payroll admin has sufficient time to review the file.  The export is configured with +5 so that on 02/20, the scheduled date, it will look for records with an effective date as of 02/25 (+5) to include in the file

Field Name: Encryption Fields

mceclip4.png

  • Option: Encrypt Export file with Public PGP (Pretty Good Privacy) Key
    • When enabled, you will need to include the key to protect the username and password upon transmission.  The PGP is provided by the receiving party.
  • Option: Encrypt Export File with Public GPG (GNU Privacy Guard) Key
    • When enabled, you will need to include the key to protect the username and password upon transmission.
  • Option: Secure Export File through password protected Zip File
    • Zip Password – typically used when sending files via email and contain HIPAA information.  When enabled it will password protect the document attached to the email
    • Zip Extension – the email is typically sent with a .zip extension.  This file allows you to change the extension to another value.  Many email servers will block attachments with a .zip extension as spam.  By changing the extension, it allows the recipient to receive the attachment but will be required to update the extension to .zip to open.

Records Tab

This tab is only visible when you are creating an Advanced Mode Export.  This tab allows you to select the types of Records to be included in the export.  The requirements for the types of records to be included are included in the file specification document received by the carrier/vendor.  The exception to this is the 834 file which is a standard format across all carriers.

Advanced Record Layout Options

mceclip8.png

  • Include the Dependent Records immediately following Employee Record
    • When enabled the data will export as follows:
      • Employee Record 1
      • Dependent Record 1-1
      • Dependent Record 1-2
      • Employee Record 2
      • Dependent Record 2-1
    • Your file specification document will dictate how dependent data should export
  • Enable a Cross Tab / Matrix Export - one record per Employee and Dependent using repeating fields
    • When this box is checked the opportunity will exist on the 'Formatting' Tab to configure certain fields as 'repeated'. When this is done, it will be possible to create a Matrix-style export as in the following example:
      • Employee1-Field1,Employee1-Field2,Medical-Field1,Medical-Field2,Dental-Field1,Dental-Field2
      • Employee2(-Field1, Employee2 - Field2, Medical - Field1, Medical - Field2, Dental - Field1, Dental - Field2)
    • In this example, the Benefit Fields (Field1 and Field2) have been configured as 'repeated' fields and as such, will be repeated in the export for each employee and selected benefit.
    • Tips:  When using the Cross Tab/Matrix think “horizontal”!
  • Group export records by Employee based upon fields included in export. Numeric field will be summed within Group
    • This option will group records based upon the Fields selected within the export AND sum any numeric fields within the Group. An example of when this feature might be used is when Benefit Deductions might need to be summed together into a single record for export to payroll.
    • Example (Summing Deductions):
      • Benefit Configuration includes Employee, Spouse and Voluntary Life and the account’s payroll system take this as one single deduction [Details to be reviewed later in the curriculum]
    • Example (Grouping Records)
      • When indicator is NOT checked:
        • 0233095012161
          0633095012161
          0333095012161
          0533095012161
          0333095012161
          0333095012161
          0533095012161
      • The first two characters identify the Employee Record Type:
        • 02-Employee Record 1
        • 03-Employee Coverage Record 1
        • 05-Employee Record 2
        • 06-Employee Record 3
      • When indicator is checked:
        • 0233095012161
          0333095012161
          0533095012161
          0633095012161
      • Tips: When this option is enabled, and you wish for Change Log records to be closed out of the Change Log when this export executes, you MUST select the 'Reset all change log records' option on the Properties Tab.

Field Name: Allow for configuration of separate Employee and Employee Coverage record

  • Description: When enabled, it will separate the Employee Records and the coverage records
  • For example:
    • Employee Record 1 for John Doe (firstname, lastname)
      Employee Record 1 for John Smith (firstname, lastname)
    • Employee Record 1 for One Test (firstname, lastname)
    • Employee Coverage Record 1 for John Doe (benefit 1, plan, coverage)
    • Employee Coverage Record 1 for John Doe (benefit 2, plan, coverage)
      Employee Coverage Record 1 for John Smith (benefit 1, plan, coverage)
    • Employee Coverage Record 1 for John Smith(benefit 2, plan, coverage)
      Employee Coverage Record 1 for One Test (benefit 1, plan, coverage)
  • In the above example, the employee firstname and lastname should only be included in the export once for each employee. However, if the employee is covered in more than one benefit, then the Employee Coverage Record should be included once for each covered benefit
  • Allows for the configuration of:
    • 2 Header Records
    • 12 Employee Records (typically you will use 1-3 records with the exception of Time Off files that you may use all 12 records depending on the number of Time Off types you have (Sick, Vacation, Jury Duty, etc.)
    • 1 Dependent Record
    • 2 Footer Records
  • The above variation will change if you are configuring separate employee and coverage records.\

mceclip9.png

Benefits Tab

This tab is presented for most Data Types, except for Employee.
It allows you to select the package year and benefits to be included in the export.

mceclip10.png

  • Notes: You may at times be required to select multiple packages if you have benefits with different effective dates and cross plan years.
    • For example:
      • Package Year – 10/1
      • Medical, Dental and Vision – 10/1
      • FSA – 1/1

Field Name: Group By Code

  • Notes: This is used in many ways.
    • For example, Group records to sum:
      • Employee, Spouse and Child Voluntary Life will have the same code, i.e. VL
      • The system will know to sum all records that are attached to the Group By Code of VL when the Group Export records by Employee is checked on the Records Tab.
      • Group By Code is an exportable field.  When using this field, it will export the value mapped in each of the benefits included in the export.

mceclip11.png

Field Name: Duplicate in Export

mceclip12.png

  • Notes: This feature allows you to duplicate a benefit within the export.
    • For example – If Basic Life & AD&D is configured as one benefit, but the carrier requires you to send a value for Basic Life and another value for AD&D:
      • Basic Life – AH
      • AD&D – AJ

Fields Tab

You will need to select the appropriate fields for each Record configured for the export.

Typically, fields are associated with the Record type.

For example, a Header record will not have all the same options as an Employee or Dependent Record.

Fields are categorized to make it easier to find the appropriate value.  You can filter by category or search by all fields.

Each field identifies the category first followed by the field name.

For example, Benefit – Benefit Plan Name

You can rearrange the order of the columns by using the positioning buttons to the right of the "Selected Fields" textbox.

  • Tips: Under the Benefit field category, there are several fields that begin with "Current".  These fields are used when creating a Cross Tab / Matrix export and are meant to be used in files that require data in a fixed position.  Examples of some carriers that will require this format are Mutual of Omaha and MetLife.
    • Examples:
      • Benefit – Current Medical Option Name
      • Benefit – Current Other (01) Plan Name

"Current" fields are associated with a Benefit Type configured in the applicable benefit configuration.

For example, if the field 'Benefit – Current Other (01) Plan Name' is being used you will need to know what benefit it is attached to.  There will be times when the Benefit is not always directly associated with the Benefit Type.

mceclip13.png

You will want the same Benefit Type attached to the same benefit across plan years to ensure accurate data is exported.

If the opportunity presents itself, it is best to have unique Benefit Types but you can use the same Benefit Type for the same benefit only if an employee is eligible for one or the other but NOT both.

Formatting Tab

Once your fields are selected and saved it will fill the form on the formatting tab.  Data will export in the order shown in the "Form".  Each specified field will export data associated with the specified field.  Custom Text fields will export as blank unless a mapping is attached to the Custom Text Field, or a Prefix or Suffix is populated.

The "Form" appearance will change based on the Format specified on the Properties or Records Tab.

  • For Example:
    • Properties Tab
      • A fixed length file will include the “Start Field”
      • A .csv file will include the “Max Field Length” field
    • Records Tab
      • Cross Tab / Matrix – enables the “Repeat Field”
      • Filter By – used to select a record when there are multiple records in the export

mceclip14.png

Field Name: Export Field

  • Description: Identifies the fields included in the applicable record

Field Name: Prefix

  • Description: Allows you to add data that is universal to all employee data to be exported, or a prefix to the data expected to export.
    • For Example – if everyone is in Class 0001 – add 0001 to the prefix field and every record will export 0001 in this field.  The 834 file format has predefined prefixes in accordance with industry standards. [Details to be reviewed later in the curriculum]

Field Name: Suffix

  • Description: Allows you to add a terminator or universal data to all employee data to be exported
    • For example – a ~ denote a terminator in an 834 file

Field Name: Exclude Field

  • Description: Allows you to specify the fields that should NOT be included in the export.
    • For Example, some fields will be used for mapping only and should not export. Additionally, you may have inserted fields and later learn that they are not needed.  It is recommended once the export is approved for production that these fields be removed leaving a “clean” export.  This makes is easier for anyone looking at the file in the future to not wonder if it being used or not.

Field Name: Mapping

  • Description: Used to populate a field in the file with a value that is based on the database field or a hard-coded value. It is also used to exclude a field or record under certain scenarios.

mceclip15.png

mceclip16.png

mceclip17.png

Structure of Mapping Groups:

Name

Description

Mapping Group

Mapping Groups contain the statement(s) for a specific field.  A field can have multiple Mapping Groups to identify different employees and the data that should be populated in the field.  Mapping Groups can be reordered by reassigning the Mapping Group number.

Source Field

The fields in the dropdown are the only fields that are available to use in mappings. If a field is needed in a mapping group, it must be included in the record on the Fields tab.  A field can be included on the Fields tab, and then excluded on the Formatting tab, so that the field is not included in the output of the export.  Source Fields appear in the dropdown in the order they are in the export.

Operator

Used to specify how the field selected as the Source Field relates to the Source Value.

equal to

not equal to

less than (can also be used for dates)

greater than (can also be used for dates)

less than or equal to (can also be used for dates)

greater than or equal to (can also be used for dates)
contain

does not contain

is one of (values must be separated by comma without spaces after the comma, e.g.; abc,def,ghi)

is not one of (values must be separated by comma without spaces after the comma, e.g.; abc,def,ghi)

is one of (lookup) (used with the Source Value, Lookup Values (configured in detail)

is not one of (lookup) (used with the Source Value, Lookup Values (configured in detail)

Source Value

An entered value or a field that is related to the Source Value via the Operator.

Entered Source Values

A value can be entered by the administrator that will be related to the Source Field via the Operator.

Field included in the export

A field that is included can be related to the Source Field via the Operator.

Lookup Values (configured in detail)

When the Operator is either; is one of (lookup), or is not one of (lookup) and Lookup Values (configured in detail) is selected.  The Source Value can be a list of values in a single column spreadsheet. The spreadsheet should contain a Header row, as the first row of data is not included.  The spreadsheet is uploaded after the Mapping Group has been added by clicking the link in the Source Value column.

Mapped Value

The value is to be included in the output of the export.

Entered Mapped Values

A value can be entered by the administrator that will be included in the output of the export if the Mapping Group statement(s) are true.

Mapping Groups are displayed 25 to a page.  The Display Mappings dropdown allows you to advance to a certain mapping group.

mceclip18.png

Action: Duplicate Selected Mapping Group

  • Allows you duplicate existing mapping groups.  This is especially helpful when multiple mappings are needed with little variance between groups.

Action: Delete Selected Records

  • Allows you delete entire mappings groups or individuals lines within a mapping group.

To use these features, select the first checkbox to delete or duplicate the entire mapping group or select a specific line to delete.

mceclip19.png

Field Name: Formatting

  • Description: Allows you to format data in accordance with carrier requirement.  For example, Date, Time, Currency format.  Removing special characters such as decimals, dashes, apostrophes.

Field Name: Notes

  • Description: Allow you to add a reminder, column header (especially helpful when using multiple custom text fields

Filter Tab

This tab allows you to filter the output of the export.

For most exports you will use this feature to exclude any test employees in the system.  It is recommended when adding test employees, you use a standard.  For example, One Test, Two Test, Three Test. This way you know to exclude last name = Test.

You will also use this feature when creating COBRA files.  For New Hire (DOL, NPM) files you will filter the data for export reasons, Employee Added and Dependent Added.  For QE files you will filter the data for export reasons, Employee Terminated and Dependent Terminated.

When adding multiple filters, you should use the “And” conjunction.

mceclip20.png

Schedule Tab

Export Schedules may be configured on this screen for scheduled execution of the selected export. The Export Schedule should indicate on which day and time the Export should be executed from the system.

mceclip21.png

Field Name: Schedule Dependency

mceclip22.png

  • Description: Allows you to make the execution of a file dependent upon the completion of another.
    • For Example, COBRA New Hire reset the COBRA log and as such will be set up to the dependent upon the completion of the COBRA QE file. [Details to be reviewed later in the curriculum]
    • Example 2:  You may determine that a payroll file cannot be created using the Deduction Change Log and that the Benefit Change log is needed.  As a result, your payroll file will most likely include all the same benefits as carrier files.
    • In order for the same data to be used in multiple files you will make one file dependent upon the prior so that the last file to execute will reset all logs.

mceclip23.png

History Tab

The History tab displays information for all exports that have successfully executed in the last 30 days.  The date range can be adjusted by clicking the filter and using the Start and End Date fields.

mceclip24.png

Fields on the History Tab:

mceclip25.png

Export

The name of the Export.

Export Date

The Date the export was executed.

Data Type

The Data Type selected on the Properties Tab.

Export Format

Indicates if the export is a Full or Change file.

Executed By

Will list the name of the administrator or if run on a schedule, System Process will be listed.

View File

Click the Open link to view the file.

# Employees

This is the number of employees in the file. Depending on the file, this may not be the number of records in the file.

When in test mode it will display the # of Employees as zero.

Rollback Change Log

This option will update the change log records back to a Pending status.

Use this option when a file that reset the change log (setting on Properties Tab) needs to be re-run.

For example, if a carrier file needs to be re-submitted due to a Carrier error. 

*If an export that resets the change log is not rolled back, the changes may not be included in subsequent files, especially termination records.

Exports can be deleted from the History Tab by selecting the box on the far right and click Delete Selected Records.

mceclip26.png

Log Tab

The records below display a detailed execution log for this specific export.

This is helpful in diagnosing any errors that may have occurred or for viewing the properties of an export at any given time.

Carriers will sometime request the output filename in order for them to research receipt of the file.  This log will confirm not only successful execution but also provide the output filename.

mceclip27.png

In the above figure, the most common fields are highlighted that you will refer to for troubleshooting.

Creating Categories

Data Exports can be grouped into Categories, which can help to keep similar exports together, keep important exports separated (which helps reduce the risk of accidental changes or deletion), and keep test exports separated from production exports.

Categories can easily be created by you, exports can easily be assigned to categories, and exports can even change categories if needed.

To create a category, navigate to Menu > Data > Exports > Manage and select the Categories section at the top of the page

mceclip28.png

To Create a new Category, give the Category a Name and click 'Save'.

mceclip29.png

Once saved, it will display in the Category list below, and be available as an option in the Category drop down when creating Exports.

mceclip30.png

mceclip31.png

Quick Excel Reports

The Quick Excel Exports menu provides options to pull common exports without having to build the export file yourself.  The HRIS comes with the following Quick Excel Reports.

*Note - to view the fields in the report, simply run the report (there are too many to list out)

  • Export Employees
  • Export Dependents
  • Export Benefit Census
  • Export Employee Benefits
  • Export Employee and Dependents Benefits
  • Export Compensation Rates
  • Export Compensation Transactions
  • Export Deductions
  • Export Time Off Balances

Export Schedules

Navigate to Data > Exports > Schedules

mceclip32.png

In this section, users can view the schedules that are already created for each of their exports, as well as create new schedules for exports that will be going into production.  Users can also see failed exports and the reasons why the exports failed in the Execution Notes column.

To view a specific export's schedule, select the name of the export from the Selected Export drop down.  Alternatively, you can select 'All Exports' to see all schedules.

mceclip33.png

If a schedule was not already created when the export was built,  the following steps can be followed to create a schedule:

  1. Select the existing Export name from the dropdown
  2. Enter the number days between exports or the day of the month the export should run. For example, you could set it to run every 7 days, or every month on the 15th day.
  3. Select the time you'd like the export to run from the "At" dropdown arrow. Note: time choices are hourly from 12:00am to 11:00pm and this would be in MST.
  4. Enter a Start and End Date by manually entering the data or clicking on the calendar icon.
  5. If the export is contingent upon another export finishing successfully, the Category and Export Name dropdown arrows can be used to select the existing export that should complete before this current export executes. This is an optional feature that does not have to be used.
  6. Click the Create Recurring Schedule button to create the schedule. 

mceclip34.png

If at any time a schedule needs to be updated or deleted, you can Edit the schedule using the Edit icon, or delete it using the action menu.

mceclip35.png

Export History

Navigate to Data > Exports > History

mceclip36.png

Export History displays all the exports that have successfully been executed, either manually or on a schedule, over the past thirty days. This allows users to see all exports regardless of export category in one screen instead of by a single category.  If you would like to view the exports from a different time frame, the Funnel can be used to set a Start and End Date.

mceclip37.png

Export

The name of the Export.

Export Date

The Date the export was executed.

Data Type

The Data Type selected on the Properties Tab.

Export Format

Indicates if the export is a Full or Change file.

Executed By

Will list the name of the administrator or if run on a schedule, System Process will be listed.

View File

Click the Open link to view the file.

# Employees

This is the number of employees in the file. Depending on the file, this may not be the number of records in the file.

When in test mode it will display the # of Employees as zero.

Rollback Change Log

This option will update the change log records back to a Pending status.

Use this option when a file that reset the change log (setting on Properties Tab) needs to be re-run.

For example, if a carrier file needs to be re-submitted due to a Carrier error. 

*If an export that resets the change log is not rolled back, the changes may not be included in subsequent files, especially termination records.

Export Audit Log

Navigate to Data > Exports > Audit Log

mceclip39.png

The Audit Log shows all changes made to an export by an administrator. This aids users when exports generate incorrect data and need to be reviewed for mapping accuracy.

Logs can be reviewed for specific Export Categories by selecting the Category from the dropdown, or by Export Name or Date Range

mceclip40.png

  •  
Was this article helpful?
0 out of 0 found this helpful