When uploading employee documents, differentiating what type of document goes into which folder needs to be outlined, for example, if all files are named John Smith Contract, the system will look for an employee name John Smith Contract unless the appropriate pre-requisites are set.
In order for this to be uploaded as required, the following fields can be edited on the Bulk Upload screen which can be found by browsing to:
Administration -> HR -> Data Management -> Employee Document Uploaders -> Bulk Upload
The following fields are available to change:
Please select and employee folder: This can determine where the upload will automatically be stored once completed. To create an employee folder, click here.
Order: This is to identify how the files will be named. Should the system look for the employees name first then second? Should the system look for the employee’s work id, then their surname, then their surname? This can be outlined here.
Separator: The separator is what the bulk uploader differentiates each identifier with. The file name can be separated with either a dash, a space, an underscore or a comma.
Ignore: This will be what you are asking the bulk uploader to ignore in the document name. This is a free text field. PLEASE NOTE: When adding the phrase you wish to have the system ignore, this will need to entered verbatim to what the document is named as, for example:
Document name: John_Smith_Contract
Enter “_Contract” in the ignore field (the underscore in this case is important). The bulk uploader will ignore the “_Contract” and just look for “John Smith”
If “contract” or “_contract” is entered (the fields are case sensitive) as your ignore statement, the uploader will look for “John Smith_” or “John_Smith_Contract” which will also fail.
All Documents visible to employee? (Y/N): Will the documents uploaded be visible to the customer?
Are these files all photos? : This allows you to state whether the documents you are uploading are all images or not.