UKG Pro Import Tool Quick Reference

The Import File

The Import Tool supports XML files and CSV files (and other delimited file types, such as those that use the | pipe character).

Required fields for the business process must be included in the import file. Refer to the UKG Pro Import Tool XML and Configuration Settings Guide for detailed information, including the required fields for each of the supported transaction types.

The Import Tool only adds leading zeroes for the Employee Number. It does not add leading zeroes for any other fields. If leading zeroes are needed for a field other the Employee Number, they must be included in the import file.

Configurations Page

Use the Configurations page to configure global rules and apply them to import files.

Email Notification: Use the radio buttons to indicate if you want a notification email to be sent for every import or only if there are errors.
- To send an email notification to more than one email address, separate each email address with a semi-colon. Do not include blank spaces.
- Email notifications are not dependent on specific business processes. If an email address is entered in the field, the recipient will receive an email.
Validate Mode: Use Validate Mode to check the validity of the data in your import file before actually updating any employee records. Validate Mode is particularly important if you do not have a test environment.
- To turn on Validate Mode, select Yes, and then select Save. Validate Mode will apply to every file that is imported, including automatic import files.
- Once you have finished testing, select No, select Save, and then re-upload the file to update the employee records.
Import Path is relevant only for transfers using UKG Pro Data Exchange Service (UDES)/SFTP automation. Customers who would like to process files on a regular schedule must submit a Service Request to set up automation.
Select the PC Fields link to review Platform Configuration field settings. Make a note of the ID and Path of any PC fields. That information will be needed when you map the PC fields in your import file.
Select the Validate link to validate your XML format import data against the XML schema definitions.

Translations Page

Use the Translations page to convert a value in the source file (that is, a code from a third party) to an UKG Pro code table value.

Translations are always applied for XML files. For CSV files, translations can be enabled when mapping the file.
To add a translation, search for and select its description, enter the Source code, select the Target, and select Save.

If your upload file includes translations, select Enable Translations when you create your file mapping.

File Mapping Page

Use the File Mapping page to establish a new mapping.

Required fields must be mapped or an error will display during validation.
File Mapping validates only that the required fields are in the upload file and the validity of the data in the first row. It does not analyze the entire file. PC fields are not validated.
Check the Show Available Templates box to view the templates that come with the Import Tool. Then, to add a template, check the box in the Import column and select OK. If you start from a template, the file mapping has already been done for you.
To create a new mapping from scratch, select Add.

At the File Options step, select Choose File and select the mapping file.
Enter a detailed name for the Mapping Description. It is recommended that the description contain your username or initials, the transaction type, and the date the file was created or first uploaded, for example: AbellaJ_JobChange_010052018. The Available File Mappings drop-down list on the File Upload page shows all the active mappings created by anyone in your organization. Descriptive names will help you identify the correct mapping to be used for your situation.

At the Import Options step, verify the correct Identifier Rule is selected.
From the Approval Rule drop-down list, select Force Auto Approval to allow this data mapping to override any configured workflows for a business process. However, workflow notifications will still be sent even if Force Auto Approval is active. To avoid unnecessary notifications, you may want to temporarily turn off the workflow request business process, perform the import, and then turn it back on once the import is complete.
Check the Enable Translations box if you want this mapping to apply translations entered on the Translations page.
At the Empty Field Options section, select No Overwrite to not import any blank values in the source data file, or select Define Overwrite Value and then designate a character (such as ^), to indicate that when the character is in the source file, the value in UKG Pro will be changed to blank. For decimal or currency fields, enter 0 in the import file.
Select the appropriate Business Process(es). This selection impacts which fields appear in Value Mapping. To select more than one business process, press and hold the Ctrl key as you make your selections.
If the business process requires an effective date, confirm the Job Effective Rule to apply to this mapping.

At the Value Mapping step, when mapping the fields, you can type “K” to quickly view key fields (and other keys, such as “J” for job-related fields). Complete the Default field if the upload file does not contain a value and you want the record in UKG Pro to populate with the default value. Select the magnifying glass to view the valid codes.
For the Effective Date, enter #CURRENT_DATE# as the Default if you want the date to default to the file processing date rather than the date in the upload file.

At the Validate step, select Validate to run the validation process for the selected business process. The Validation Messages field displays messages or errors. Errors must be corrected before you will be able to activate the mapping.
If at the Import Options step you selected more than one business process, you must open the Select a Business Process drop-down list and validate each business process before the file can be validated.
To complete the file mapping, select Finish.

Once the file mapping has been validated, check the Active box and then select Active/De-activate. Only Active file mappings are available from the Available File Mappings drop-down list on the File Upload page.

File Upload Page

Use the File Upload page to import files on-demand.

Files can be manually uploaded to either a test environment or production environment.
When preparing a file for upload, blank lines should be omitted to reduce the risk of errors.
A file mapping must be both validated and activated before it can be used. Only Active file mappings are available from the Available File Mappings drop-down list. To activate a validated file mapping, on the File Mapping page, in the row for the validated file mapping, select Active, and then select Activate/De-activate to save your change.

To upload a file:
- From the Available File Mappings drop-down list, select the appropriate file mapping.
- Select Choose File and select the upload file.
- Select Upload, and then select OK.
Select Search to verify the Status of the uploaded file, which progresses from Uploaded to Queued to Processing to Completed.
Once you have uploaded a file, from the Uploaded File Name column, select the link to open the File Summary page and review the file’s statistics, transactions, and actions performed.
Once an upload is in Completed status, go to the Results page to view the results.

Results Page

Use the Results page to view the results of your import.

To view the results of your import, select Search.

Review the Status column and the Messages column for information on “hard errors” (that is, errors which resulted in the data not being uploaded) and “soft errors” (that is, informational notes that do not impact the actual upload, such as a warning that a salary exceeds the maximum for the role). If the Status is Passed, that record did not contain any hard errors.
While the Import Tool does perform some validation checks before running the data through the business processes, most of the messages come from the actual business processes themselves.
Platform Configuration fields are not validated. As a result, you should open the employee records to verify that the appropriate changes to PC fields have been made to the employee record.

Troubleshooting

To troubleshoot errors, perform the following steps.

To correct an error, on the Results page, select the Service Submittal Date link.
Review the Message field for information about the error.
Review the data in the Field Value column and make your edits. The amended fields will turn yellow to indicate a change. Select Re-post.

You then can select the Modification(s) link to verify whether the re-posting was successful. (The Status will remain as Error for auditing purposes.)
Select the employee's link if you want to review the employee's updated record. The employee's name will not be hyperlinked if you do not have permissions to view that employee's record.

If there still are one or more errors, you need to correct all the errors from within the original posting:
- From the Import Results page, select the link for the original Service Submittal Date.
- On the Import Results Details page, make any needed changes. Since you are working from the original posting, you will need to correct all the errors for this record, including those that you may have already attempted to fix in the prior posting.
- Select Re-post.

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