Imports in Employee Management

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Please take note of the information on the following page: Imports

Importable data

The following data can be imported into Umantis employee management:

  • Employees and jobs
  • External individuals
  • Selection lists
  • Events / (external) event participants
  • CVs

Import templates (Employee Management)

The corresponding import templates show you which fields can be imported for these entities and which fields must be filled in (Excel only).

Important notes:
- Tip for correct display of XML-templates: Save the XML template you want to use locally. Then open the XML file with the corresponding program (Editor /Notepad etc.).
- Never remove rows from the Excel template, because the import into Umantis Employee Management templates starts reading from row 8! Columns can be removed as needed, as long as the affected fields are not mandatory fields.

The import variables must be found in row 6 (when importing selection lists in Employee Management: in row 5), and the data to be imported starting at row 8 (not before).

Employees and jobs

If you leave all variables that start with [Person.xxx] out, or leave them empty, the jobs will be imported as vacancies (open jobs).
The employee key of the manager, [Stelle.VorgesetzterPersonenSchluessel], can be left out/left empty if needed when importing a vacant manager job. In addition, individual employee review meeting settings can be imported with two new variables.

Employee review meeting catalogues
Competencies

External individuals

Data release settings for external individuals can be imported with the following variable and the associated values:
  • Variable: [Person.Datenfreigabe]
  • Permitted values: DataAgree_Yes and DataAgree_No

Selection lists

The import variables for the selection list import must appear in row 5 and the data to be imported starting at line 8 (not before).

The following variables can be imported:

  • List ID: [ListenEintrag.ListenID]
  • List entry ID: [ListenEintrag.ID]
  • Source system key: [ListenEintrag.QuellsystemSchluessel]
  • List entry German: [ListenEintrag.TextDeu]
  • List entry German (Germany): [ListenEintrag.TextGerger]
  • List entry English: [ListenEintrag.TextEng]
  • List entry French: [ListenEintrag.TextFra]
  • List entry Italian: [ListenEintrag.TextIta]
  • List entry Spanish: [ListenEintrag.TextSpa]
  • List entry Portuguese: [ListenEintrag.TextPor]
  • List entry Brasilian-Portuguese: [ListenEintrag.TextPtb]
  • List entry Dutch [ListenEintrag.TextDut]
  • List entry Czech: [ListenEintrag.TextCze]
  • List entry Mandarin: [ListenEintrag.TextChi]
  • List entry code: [ListenEintrag.Code]
  • List entry dashboard: [ListenEintrag.Dashboard]
  • Parent list entry ID: [ListenEintrag.UebergeordnetID]
  • Parent list entry German: [ListenEintrag.UebergeordnetTextDeu]
  • Parent list entry English: [ListenEintrag.UebergeordnetTextEng]
  • Parent list entry French: [ListenEintrag.UebergeordnetTextFra]
  • Parent list entry source system key: [ListenEintrag.UebergeordnetQuellsystemSchluessel]
  • Parent list entry code: [ListenEintrag.UebergeordnetCode]
  • Order — German: [ListenEintrag.ReihenfolgeDeu]
  • Order — German (Germany): [ListenEintrag.ReihenfolgeGerger]
  • Order — English: [ListenEintrag.ReihenfolgeEng]
  • Order — French: [ListenEintrag.ReihenfolgeFra]
  • Order — Italian: [ListenEintrag.ReihenfolgeIta]
  • Order — Spanish: [ListenEintrag.ReihenfolgeSpa]
  • Order — Portuguese: [ListenEintrag.ReihenfolgePor]
  • Order — Brasilian-Portuguese: [ListenEintrag.ReihenfolgePtb]
  • Order — Dutch: [ListenEintrag.ReihenfolgeDut]
  • Order — Czech: [ListenEintrag.ReihenfolgeCze]
  • Order — Mandarin: [ListenEintrag.ReihenfolgeChi]
  • Weight of entry: [ListenEintrag.Gewicht]
  • Value for minimum: [ListenEintrag.Min]
  • Value for maximum: [ListenEintrag.Max]
  • Value for bonus budget: [ListenEintrag.BonusBudget]
  • Value for salary budget: [ListenEintrag.LohnBudget]
  • Period: [ListenEintrag.Periode]

Events

Please note:

  • To send the source system key for the organizational unit for the event, proceed as follows: [Name of organizational unit]@@[Source system key]
    For example: Fanergy Berlin@@umantis
  • The person responsible for the event can be imported in two ways:
  • Option 1: Using the person's import key, i.e. the combination of the fields Employee Key, variable [Veranstaltung.VerantwortlichPersonSchluessel], and Source System Key, variable [Veranstaltung.VerantwortlichQuellsystemSchluessel].
  • Option 2: Via the unique person ID with the variable [Veranstaltung.VerantwortlichSetID]
Please note that no import will take place if the import file contains the variables [Veranstaltung.VerantwortlichPersonSchluessel] and [Veranstaltung.VerantwortlichQuellsystemSchluessel] as well as the variable [Veranstaltung.VerantwortlichSetID].

Event participants

Notes on document import for event participations:
It is important to specify a title when importing documents for event participants (Variable: [Event.ParticipationDocumentTitle]). Otherwise correct import is not possible.
If the same file is imported more than once, multiple documents (certificate entries) are created with the same data.
If no keys are used in the system, the participation role must be imported.
Note: In some cases, the category must be modified in the stored default XML before you can import. See: Import types for Employee Management

External event participants


CV information

Using the complete template may take longer. Therefore, it is recommended that you remove the columns not required for import (and/or those without an entry) from the template prior to import. Deleting lines in the template should be avoided since this may have a negative impact on the import function.

Note:

  • The import of CV data is carried out as a complete import. This means that existing CV data on the employee that is no longer included in the import is not historicized but deleted during the import. Only persons who are actually present in the import are affected by the deletion. This means that if nothing is imported for a person (person is not included in the import), the corresponding CV data for this person is not deleted.
  • PARAMID-LOOP-START and PARAMID-LOOP-END must be removed from all XML templates for import (they are only required for export).

Notes on importing certificates

Event imports provide the following variables relating to certificates:

Veranstaltung.ZertifikatTitel
Veranstaltung.ZertifikatKategorie
Veranstaltung.ZertifikatGueltigVon
Veranstaltung.ZertifikatGueltigBis
(No physical document can be imported!)
This import overwrites existing content, since it is not a document collection but merely the template for the certificates to be generated later.

Participation imports provide the following variables relating to certificates:

Veranstaltung.TeilnahmeDokumentTitel
Veranstaltung.TeilnahmeDokumentKategorie
Veranstaltung.TeilnahmeDokumentGueltigVon
Veranstaltung.TeilnahmeDokumentGueltigBis
Veranstaltung.TeilnahmeDokumentBemerkung
Veranstaltung.TeilnahmeDokumentVeranstaltungID (-> requires Umantis ID from the URL for the event you want to link to)
(No physical document can be imported!)
This import does not overwrite existing content, i.e. if you import multiple times, then multiple document entries will be created.

Person/employee imports provide the following variables relating to certificates:

Person.Dokument (physical document)
Person.DokumentTitel
Person.DokumentGueltigVon
Person.DokumentGueltigBis
Person.DokumentKategorie
Person.DokumentSichtbarFuerMitarbeiter
Person.DokumentSichtbarFuerVorgesetzte
Person.DokumentBemerkung
Person.DokumentVeranstaltungID (-> requires Umantis ID from the URL for the event you want to link to)
This import does not overwrite existing content, i.e. if you import multiple times, then multiple document entries will be created.
The benefit of linking a document to an event via Person.DokumentVeranstaltungID is that these entries (document compilations) can also be overwritten again by a newly created certificate. Through this link (person/certificate/event), the collection can therefore be deleted before the new item is created.

Special cases

If you would like to mark certain fields as not to be overwritten during an import, assign certain selection values to employees or events, or if your company’s structure is changing, refer the following explanations for help with the import process.

Exception rule for importing employees

As an administrator, you can specify individual fields that are not to be overwritten during an import in the Settings in the respective employee file. This applies to the following five fields:

  • Role
  • Language
  • Access to modules
  • Access to organizational units
  • Manager

Employee/Event import: Assigning selection values

A number of special situations can arise when assigning selection values in the employee or event import. If you wish to assign values from selection lists, e.g. of organizational units, using the master data import, you essentially have three ways to identify the value:

  • Umantis ID for the value (corresponds to the ID’s entry in the database and is usually not known to the source system)
  • code for the value (usually specified by the source system so it can be passed directly)
  • text of the selection value in all available languages


Many fields have a multi-select that can also be imported. One example for this kind of field is “Access to organizational units”. The default separator here is a comma, which is also used in data export. However, if you wish to use a comma in the selection value itself, you may no longer use the comma as a separator. You can choose from four separators as selection values, namely , ; | ¦. If one of the characters appears in one of the values, it can no longer be used as a separator. Export variables that end with the name Reimport or ReimportCode are already able to find both the source system and the appropriate separator for the values to allow for a problem-free re-import, and to export them.

The following export variables currently exist:

  • [Stelle.OrganisationseinheitReimportCode]
  • [Stelle.Organisationseinheit2ReimportCode]
  • [Stelle.MatrixOrganisationseinheitReimportCode]
  • [Stelle.MatrixOrganisationseinheit2ReimportCode]
  • [Person.ZugriffAufOrgEinheitReimportCode]
  • [Person.ZugriffAufMatrixOrgEinheitReimportCode]
  • [Stelle.OrganisationseinheitReimport]
  • [Stelle.Organisationseinheit2Reimport]
  • [Stelle.MatrixOrganisationseinheitReimport]
  • [Stelle.MatrixOrganisationseinheit2Reimport]
  • [Person.ZugriffAufOrgEinheitReimport]
  • [Person.ZugriffAufMatrixOrgEinheitReimport]
  • [Veranstaltung.OrgEinheitReimport]
  • [Veranstaltung.OrgEinheitReimportCode]


Example: Access to organizational units:

  • OU Berlin, OU London, OU NewYork => can be imported like this without any problem.
  • OU Berlin(East,West), OU London, OU NewYork => cannot be imported this way, because OU Berlin(East,West) already includes a comma, and so each of the individual values needs to be separated using one of the other separators.
  • OU Berlin(East,West); OU London; OU NewYork => Is permitted, as the comma only appears in the value to be imported, and the import procedure can therefore be processed correctly.


Because the Organizational units and Matrix organizational units lists can be imported from different source systems, a source system key is created to avoid overlapping values. This source system key

  • is defined for all the values together, using the import variable Lists.SourceSystemKey (e.g.: Lists.SourceSystemKey=SAP) or
  • uses a special notation style for each value, such as “OU London@@umantis;OU NewYork@@SAP” (@@ separates the source system from the value),

thereby ensuring a unique association. The source system key may not contain any of the separator characters (, ; | ¦).

Lists 66 and 67 (organizational units and matrix organizational units) must be filled in/imported in all used languages, because access control via organizational units takes the user language into account.

Only lists 66 and 67 (organizational units and matrix organizational units) may have source system keys. Of course, imports can be done without a source system key in less complex systems.

Importing a record (of an employee) is blocked if a selection value was not found. You can see whether all values were imported from the difference in the counts for “Process entries: ok (14)” and “Write entries: ok (13)” (/Import/ID/Profile). In this case, 14 records were sent, but 1 record was completely ignored because of a mismatch. This means you have constant control over the import process.

The Event details contain additional information about administrative access via organizational units and matrix organizational units and the associated import variables ([Veranstaltung.OrgEinheit],[Veranstaltung.AusschreibungFuerOrgEinheit], or [Veranstaltung.MatrixOrgEinheitPlusUntergeordnete], [Veranstaltung.MatrixOrgEinheit])

Transferring / restructuring via an import

If corporate divisions are merged, the source system changes, or an employee switches from one source system to another, this should be taken into consideration when importing. Then you have the option of using a transfer by means of an import (XML or Excel). You can use the existing import keys once to find the employees in Umantis, and then assign new import keys to each of these employees using the import variables (Job.NewKey, Person.NewKey, SourceSystem.NewKey). The import keys can be changed manually any time in the employee file settings, however, this involves quite a bit of additional effort.

Note: In (advanced) searches for user IDs, source system keys and job IDs, search terms are case-sensitive. For example, if the user ID is written in lowercase in the import, then you must also use lowercase when searching for it.

Proceed as follows:

  1. Use the variables Job.Key, Person.Key and SourceSystem. Key to find the employees affected by the change, as this is the only way to guarantee unique identification.
  2. To modify the source system key, add a new column with the name Quellsystem.NeuerSchluessel to the Excel document and then assign a new key to the employees in this column. The import searches for the employees using the old keys first, and then overwrites the indicated keys. Not all keys must be overwritten; instead, for example, you could use and overwrite only Quellsystem.NeuerSchluessel, or only Person.NeuerSchluessel. You cannot delete a key, only change it. Because no uniqueness check is performed, you must make sure to assign a unique Person.Schluessel and Quellsystem.Schluessel for the employee within the solution.


After you have run the change import, any future import for the employee will no longer find the employee in the system using the old key combination. Therefore, it will create the record again (i.e. duplicate it) using the old keys. For this reason, the import file that has been used for the change can only be used once, and reconciliation with the regular master data import is mandatory. In the event that an import fails, it can be corrected either manually or via another change import (provided the key combinations are unique).

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