The Mappings Screen

This screen is used to map fields from your source file into fields of the TimeClock Plus application. The first row of data from your source file displays in the left hand column of the table (all other rows/records in the source file are assumed to have the same format as the first row).

Welcome to TimeClock Plus, Version 5.0 page 79 This screenshot illustrates the Mapping Screen for Importing Employee Information.

Each Import Process utilizes a different Mapping Screen, as described in the following sections.

The fields in your source file can be in any order – they do NOT have to be in the same order as the TimeClock fields listing which displays in the drop down box during the

import process.

4.1.2.1. To map an import file without using an existing Default Map File:

1. To begin mapping the fields of your source file click on the right hand column of each line item to access the TimeClock fields drop down box.

2. Next, select the appropriate TimeClock field from the drop down box.

Each field can be mapped only once, the only exception is the Shift Notes field.

3. Proceed mapping each field from your source file by clicking on the right hand column and designating the TimeClock equivalent.

a. The Offsets button – this button is used when the source file includes extraneous features at the beginning of each field. Pressing this button will take you to the Field Offsets screen where the following options are available to eliminate/correct these offsets during the import.

b. To eliminate an offset for a field of data, select the field by clicking on it to highlight it. Next, toggle the + and - buttons in the bottom right hand corner of the Field Offsets screen to see the effect under the “New Text”

column. To save your offsets, click on the OK button (or Cancel to exit the screen without saving the offsets).

c. To reset a field to its original text, click on the Reset button with the field highlighted.

d. To reset all fields to their original text, click on the Reset All button.

e. To save your offsets, click on the OK button (or Cancel to exit the screen without saving the offsets).

4. Once mapping is complete, click on the Next> button to proceed to Step 3.

4.1.2.2. To map an import file using an existing Default Map File:

1. Before right clicking on any of the source fields, click on the Load Map button and select the Default Map File you wish to utilize for mapping purposes. The TimeClock fields in the right hand column will populate from the map file designated.

2. You can make changes once a Default Map File has been loaded by clicking on the field in the right hand column you wish to change. This will not affect your Defa ult Map File unless you click on the Save Map button that will cause any changes made to the mapping to be saved over the existing Default Map File.

3. Once mapping is complete, click on the Next> button to proceed to the next section.

Welcome to TimeClock Plus, Version 5.0 page 80 The Clear Map button can be used at anytime during the mapping process to clear all

mapped fields in the right hand column and begin the mapping process anew.

If importing Employee information, you will need to complete the Options Screen (otherwise, go to step 4)

If importing employee information, complete each of the fields on this screen as follows:

Modify existing data with data being imported if record already exists – If this option is enabled, existing data will be overwritten with data from the new source file if a duplicate is found. For example, if your source file includes a record for Employee number 42, and Employee number 42 already exists in the TimeClock system, the existing record will be overwritten by the data found in the new source file. This can be helpful when updating personal information fields such as address, phone number, etc. for employees that already exist in the TimeClock system.

Welcome to TimeClock Plus, Version 5.0 page 81 Add records to database if they do not already exist – If enabled, the import will process a record for a designated employee ID number even if that employee does not exist in the system.

Base added records on what template: - (applies to the import of employee information only) the TimeClock system may contain several Employee Templates.

Employee templates are setup via the TimeClock Manager; see Section 3.3 for more information on the use of templates.

If enabled, this line item allows you to import an employee and automatically populate any fields that were defined in the Employee Template chosen from the drop down box to the right of this field.

When a new employee is added using an Employee Template, the template will load first, and then the import file will be processed.

Click on the Next> button to proceed with the import process.