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Video
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Introduction
The Import Shifts feature facilitates to create customized shift import templates, configure templates, import files, and view shift import logs. Following the simple steps, you can easily import shifts into our Entire OnHire application as per your requirements 🤠 👏.
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You can view the Shifts Import Logs that show the status of the event 🧐.
How to Access Import Shifts?
To access Import Shifts:
Click Data Management from the user login drop-down of the Entire OnHire application
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Or you can also access Import Shifts from Allocation → Import Shifts(s) / Timesheet(s).
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Shift Import Template
On clicking the Import Shift(s) or Timesheet(s), the Shift Import Template page opens. The Shift Import Template page displays all the existing templates and forms a repository of all the available Shift Import Templates.
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Edit/ delete the existing Shift Import Template by clicking the Edit or Delete Actions icons respectively
Directly view the shift import logs, by clicking the View Logs icon
Active/ Inactive the existing Shift Import Template by clicking the Status toggle button
Create a new Shift Import Template by clicking Add Template button
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Add Template
To add a new Shift Import Template:
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Field Name | Description | ||
Template Name | Name of the new template. | ||
Service Location | Set Service Location for the new template. When the Service Location is selected, the Delivery Locations are uploaded accordingly. | ||
Delivery Location | Set Delivery Location option based on the Service Location selected for the new template. | ||
Applicable From | The Applicable From shows the date and time from when the new template is applicable. If the template is edited, the date and time of Last Updated On is updated in the Shift Import Template page. | ||
Applicable To | The Applicable To shows the date and time until when the new template is applicable.
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Status | The Status of the template can be set to Active or Inactive. |
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Edit Template
To edit the existing template:
Click the edit icon from the Shift Import Template page (as shown in the figure above)
The Edit Shift Import Template pop-up window opens. Now, update all the required details in the existing template
Click Update and the template is updated successfully
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Delete Template
To delete the existing template:
Click the delete icon from the Shift Import Template page (as shown in the figure above)
The Delete Confirmation pop-up window opens to confirm “Are you sure you want to delete the template?”
Click Delete and the selected template is deleted successfully 😌
Template Configuration
The Template Configuration is a one-time process and allows the user to configure the existing template that is linked with the Service Location. Each template is configured based on Employee ID Mapping, Default Values, and Unique Parameter.
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Now, the user can import shifts by providing the details in the Employee ID Mapping, Default Values, and/ or Unique Parameter.
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Employee ID Mapping
The Employee ID Mapping configuration allows the user to link the Client Employee ID filled against the Entire OnHire Employee ID and Entire OnHire Employee Name. The Employee ID Mapping provides uniformity and avoids any mismatch for Client Employee IDs and Entire OnHire Employee IDs.
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Once the Employee Mapping(s) is completed, a success message is displayed that shows the total number of records imported successfully 🤗
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Default Values
This Default Values configuration allows the user to set default values/ format in the templates for the provided fields. The user is required to select Shift Status, Professional Name, Date Format, and Worked hours Format to configure the template.
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Field Name | Description |
Shift Status | The Shift Status can be either Timesheet Submitted or Shift Booked. The selected Shift Status option is the default value for the template. The system uses the selected Shift Status option as a default value, if the Shift Status is not provided in the final Client Import excel file. In case the Shift Status option is provided in the final Client Import excel file, the system data is replaced with the final Client Import excel data. |
Professional Name | The user can set a default Professional Name for a template. All the Professional Names linked to a particular Service Location are provided in the drop-down. In case Professional Name is provided in the final Client Import excel file, the system data is replaced with the final Client Import excel data. |
Date Format | Various Date Formats are provided in the drop-down. The user can set a default Date Format and the selected format is followed in the excel file. |
Worked hours Format | The Worked hours Format can be selected as mm or hh.mm. The ‘mm’ is the minute format and ‘hh.mm’ is the hours and minutes format. |
Round off Start Time and End Time of a shift to the nearest quarter minute | This checkbox rounds times entries up or down to the nearest minutes or hours to create well-ordered reports, without any confusing details. If the user selects the checkbox, the time provided is rounded off to the nearest quarter that is within the range of 15 mins. For example, if the time provided is 12:10, it is rounded off to 12:15 as this is the nearest quarter minute. If the checkbox is not selected, the system considers the exact time as mentioned. |
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Unique Parameter
This Unique Parameter configuration allows the user to set parameters and their priority to decide the uniqueness of the shift (uploaded from the excel file). This configuration is important for shifts against Unmanaged Jobs and in cases where the Job Id is not available, the unique parameters facilitate to search the Job Id for shifts.
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Click Save to save the selected parameters with their priorities
How does Unique Parameter work? 👩🏭
If the user selects any four Unique Parameters, for instance – Service Location, Client Employee ID, Employee Id, and Shift Date. When the final excel sheet is uploaded and in case Job ID does not exist, the system looks for all the active jobs and searches the job based on unique parameters selected.
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Field Name | Description |
Service Location | Service Location of the new job. |
Delivery Location | Delivery Location of the job based on the Service Location. |
Employee ID | The Entire OnHire internal Employee ID. |
Client Employee ID | The External Employee ID from the client is mapped with the ER Employee ID. |
Shift Date | Date of the shift. |
Shift Time | Start time of the shift. |
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Import File
The Import File allows the users to Import Shifts. This is the main page where all the import functionality occurs and is used by the users whenever the Shifts need to be imported.
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If there are no errors or mismatches then all the shifts are imported successfully 😊 👏
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Download Error File
If the Shifts are not imported successfully, an error message is generated.
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Download the Error File to make the appropriate changes in the fields that are marked with Red. In the Downloaded Error File, on mouse hover the tooltip is displayed on the fields marked with Red color. Read the tooltip and rectify the provided error in the file and Import the file again.
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Logs
The Logs contain information about events that occurred while creating shift templates, configuring templates, and Importing files. These events are logged by the application and written to the log file. The log file includes the Downloaded Files, Uploaded Files, and Errors files as well as information about the events.
The View Logs icon is provided in the top-right corner of the Shift Import Template, Template Configuration, and Import File pages. You can click the View Logs icon to view the logs of the specific page.
Shifts Import Logs
The Shifts Import Logs show the Log Date & Time, Parent Page, User Name, Event, Status, and Comments details of the event.
Field Name | Description |
Log Date & Time | Date and time of the event. |
Parent Page | Name of the Parent Page. The parent page shows the name of the Parent page i.e., Shift Import Template, Template Configuration, or Import File. |
User Name | Name of the user who created the Event. |
Event | Name of the Event. The events can be Insert, Update, Download, Upload, or Configuration. |
Status | Status of the event. The Status of the Event can be Success or Failure. |
Comments | Shows the comments associated with the Event. |
View Log | Click the eye icon to view the log of the Event. The event log shows the System Audit Log Details that include information about the event with the Downloaded Files, Uploaded Files, and Errors files (if any). The Old and New Data are also reflected. |
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View Log
To view the log details, click the View Logs icon and the System Audit Log Details for Shifts Import Utility pop-up window appears. The log file shows:
Date, Username, Event Name, Status, Parent page, IP Address, and Comments (if any)
Downloaded Files, Uploaded Files, and Error Files of the event and displays Old and New Data 😅
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Unmanaged Jobs - Shift Allowances
This functionality applies to the shifts of Unmanaged Jobs while using the Import Shifts utility. When the shifts of Unmanaged Jobs are imported against a Job into the Entire OnHire system using the Import Shifts utility, in case the Job contains the Shift Allowances, the Finance application:
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