The Import Process

All imports utilize a similar process in which the filename to import is designated and all fields from the source file are mapped to fields in TimeClock Plus. The import process begins with the file upload screen where the file to import is designated. Importing information can involve several steps (as explained in 10.2.2. Complete Overview of Importing), but the process can be as simple as:

1. Click Select and open the file you wish to import. 2. Click Upload.

If you need to import a different file, then click Change, and repeat steps 1 and 2.

3. Click Next.

4. Select the type of file.  DBASE Compatible

file: Select this if you wish to import a DBASE file from TimeClock Plus 4.1 and earlier or from another DBASE driven program.

 Delimited ASCII Text: Select this if you wish to import a delimited file (.txt or .csv).

 Fixed Length ASCII Text: Select this if you wish to import a fixed length file. If selected, the next screen will ask you to designate the beginning of each field.

5. Click Next.

6. Map each field in the file to a field in TimeClock Plus by clicking on the drop down list (second column) and selecting the appropriate field.

7. Click Next.

You are mapping a single row so all other rows/records in the import will be assumed to have the same format as the first.

8. Click Next.

There is an option to: Validate the contents of the import file without importing any information. If enabled, the import will be simulated to validate the file. None of the data will be imported, but the system will look at the file and report any problems.

9. Click Finish.

10.2.1. The File Information Screen

File type - Select the type of file you are importing from the File type drop down list. You can import 3 types of files: DBASE compatible, fixed length ASCII, or delimited ASCII Text.

Records to skip - In some source files the initial record(s) may serve as a space holder or header record (titles for each column of data). By entering a number in this field you designate the number of records/rows to skip before beginning the import.

Map record - The number entered here designates the record/row to display on the next screen (the Mappings screen) where you tell the system what each field represents. The row number entered will appear as blue text in the File Preview.

Default map file - If you plan to import on an ongoing basis and the files have the same fields then you may save the map (on the Mappings screen). That map can then be loaded from the Mappings screen (during future imports). Alternatively, to have the system always use that saved map, choose it from the drop down list.

Field delimiter - In delimited files there is a character used to separate the different fields of data (a comma, pipe, space, or other).

Select the type of delimiter used in the source file from the Field delimiter drop down list. If the delimiter is not listed in the selection box, select Other and a box will appear for you to enter the ASCII code of the delimiter (1-255).

Treat consecutive delimiters as one - If enabled, the import process will treat consecutive delimiters as one instead of separating them. For example, if this option is not checked then “Bob,,,,,Smith” would have four empty fields between Bob and Smith. If this option is checked then “Bob,,,,,Smith” would treat the consecutive commas as one: “Bob,Smith.”

Be cautious when treating consecutive delimiters as one because they often

represent a field that is empty for one record, but not for another. For example, if the third field for the first record is empty, it may not be empty for the next record. So you would want to map that field in order to import the data that exists for that second record.

Use the first record in the file as a header to automatically map the fields - If enabled, the first record/row will be used to automatically identify all of the fields on the Mappings screen. This requires the first record to contain column headers for each field.

File Preview - This area provides a preview of the file selected.

10.2.2. Fixed Length Field Screen

If you selected Fixed Length ASCII Text for the File type then the next screen will ask you to identify the beginning of each field (if not, skip to 10.2.3.). In the example below, the first field is the employee ID (1), but the first field is automatically marked. The next field in this example is first name so you would mark the beginning by clicking on the first A in Angelina. The third field in this example is the last name, so you would mark the beginning by clicking on the E in Elliot. Continue this process until every field start is marked. Then click Next.

10.2.3. The Mappings Screen

This screen is used to map the fields in the file to fields in TimeClock Plus. All other rows/records in the file will be assumed to have the same format as the row you map.

The fields in the file may be in any order - they do NOT have to be in the same order as the fields in the drop down list.

Mapping an Import - For each row, click on the drop down list in the second column and select the appropriate field. Fields in red are required fields. If there isn’t a field for the data in the first column then leave that row unmapped.

Date Formats - If you map a date then a drop down list with several possible date formats will appear in the third column. You may leave it set to Auto and the import will try to detect the format or choose a format from the drop down list.

Offsets - If there are any extraneous characters at the beginning of a field then adjust the length using the up and down arrows next to the Offset column. As you offset the field, the field in the first column will update. Alternatively you may enter the number of characters to remove in the Offset column.

Clear Map - To clear a field, choose No map selected from the drop down list or to clear all fields, click the Clear Map button.

Each field may be mapped only once. The only exception to this rule is the Shift Notes field when importing hours.

Save Map and Load Map - If you will be routinely importing information mapped in the same way then click Save Map, specify a name, and click Save. Then next time you’re importing and you’re on this screen, click Load Map to select the saved map.

Alternatively, on the previous screen (where you chose the file type), you can select the saved map as the Default map file, and the fields will be automatically mapped accordingly during every import (until the Default map file is set to nothing).