Expanded Employee Import Specifications

Recently we’ve added a number of new things to FileGuardian, especially for employees including PUSH alerts and HUB. To simplify employee maintenance, we needed to expand our employee import capabilities from just the standard process available today.

The new process (live on 11/3/2013) will provide the capability for features to be enabled/disabled and allow maintenance of an employee’s cell phone number — which we know is vital to PUSH alerts.

First thing first, let’s explain how the import will work.

  1. Create a CSV or TXT file matching the below specifications
  2. Name the import file following our naming convention of shugo-import-employee-[whateveryouwant].csv (or .txt)
    • Example: shugo-import-employee-20131103.csv
  3. Save the import file into the folder on your network where the FileGuardian Express software is monitoring
    • For PayChoice users this will be your paychoic\viewFGX folder.
    • For MPAY users this will be your FileGuardian folder in your MPAY folder share.
    • For all other users if you’re unsure where this is let us know and we’ll help you find it based on our installation notes.
  4. Our FGX software will automatically import the file.  Upon completion, your FGX administrator will receive an import report via email (typically 20 minutes or so after you save the file).

Sound pretty simple eh?

Now, let’s start digging into the fields you’ll need to include in the import file. Before we do though, the import file will need to contain a header row. The exact name/values of the header row are not important to the import process, but if a header row is not present, the employee on line 1 would be skipped since FileGuardian is expecting it to be the header.

Field Layout

** DISCLAIMER/WARNING/OR WHATEVER TEXT WILL MAKE SURE YOU READ THIS **
The order of the fields MUST be followed; there are no ifs, ands or buts about it.

If you want to take a shortcut or view the “cliff notes” you can download a template Excel file here to use when creating your import file. If you do start with the Excel file, just remember to save the file as CSV format.

Onto the field layout – don’t worry, it’s not as imposing as it looks and will only take 5 minutes to read through which will save a boatload of time and headaches.

Field Name Data Type Required? Notes
Company Code/Client ID String (20) Yes
Employee Number String (20) Yes
First Name String (75) Yes
Last Name String (100) Yes
Email Address String (100) Yes
First Time Access Code String (30) No For employees being added, if a value is entered it will be used by the employee as their first time password.  If the value is left blank for new employees, the employee’s first time access code will be set to employee number + last name.  For example: 0001Smith.

Note that this field is ignored for existing employees already within FileGuardian – and setting it will NOT override their current access code value when re-imported.

Cell Phone Number String (12) No Formats accepted include:

  • ###-###-####
  • ##########
Pay Stub Delivery Feature True/False No If not provided for new employees, true will be used as the default.
PUSH Cash Requirement Email Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.
PUSH Cash Requirement SMS (Text) Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.
PUSH Payroll Input Reminder Email Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.By default, the following payroll input schedule will be applied to new subscriptions:

  • 10:00 AM initial follow-up time in your default time zone.
  • Reminder follow-ups will be not be configured.
PUSH Payroll Input Reminder SMS (Text) Subscription True/False No Note: If a true value is provided, the employee will be upgraded to a standard contact within FileGuardian if they are not already.By default, the following payroll input schedule will be applied to new subscriptions:

  • 10:00 AM initial follow-up time in your default time zone.
  • Reminder follow-ups will be not be configured.
PUSH Net Pay Email Subscription True/False No
PUSH Net Pay SMS (Text) Subscription True/False No If a true value is provided, the employee cell phone number is required for new employees or for any existing employee where a cell phone number does not exist within FileGuardian.
PUSH PTO Email Subscription True/False No PUSH PTO is not currently available so this field is a placeholder for future functionality.
PUSH SMS (Text) Subscription True/False No PUSH PTO is not currently available so this field is a placeholder for future functionality.

Additional Notes

  • For any True/False field, the following values will be accepted:
    • Y = True
    • 1 = True
    • True = True
    • N = False
    • 0 = False
    • False = False
  • Any PUSH field will only be applicable if you have enabled the PUSH feature for your account.  If PUSH is not enabled on your account, these fields will be ignored.
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