Data must be created in CSV, Excel (XLS or XLSX), XML or JSON format on the SFTP server. The file name must include a timestamp of the time of creation. This ensures that if only changed data is transferred in the integration, previous data will not be overwritten under any circumstances.
The file must be saved using either UTF-8 or ISO-8859-1 encoding. Data in a CSV file must be separated by semicolons ( ; ). Line feed can be either Windows-style ( \r\n ) or UNIX-style ( \n ). One of these line feed characters is generated by default in almost all data systems.
The header row can be defined in the scheduled task definitions or as part of the file. If the header row is not included in the data, it must be defined in the scheduled task. The columns can be in any order in the data. The data correspondence is defined in the scheduled task rules. Instructions for creating a scheduled task can be found here.
The data presents information of one person on a single row. Based on the data, new persons are automatically created and existing person data is updated. The data can import all person data fields in the service, as well as any additional data fields possibly created in the service.
You can use any of the general data import fields except "user account active". The value of this data field is automatically set based on whether the person's employment is active on the date the data is imported. For example, if in the 31.10. data the user's employment end date is 31.10., in the next day's data 1.11. the user account has become inactive because the employment end date is in the past. An inactive account can be restored by importing a future date into the "Employment end date" field or by removing the date by importing an empty field.
Please note that username cannot be changed via the integration.
Below is a list of special fields related to this import method.
| Data field | Description |
|---|---|
| Termination date of a fixed-term employment contract | Work contract end date in the import file and this field are compared. The bigger date from these is used as work contract end date that is set for person. |
| Primary supervisor | Primary supervisor |
| Supervisor1 | This field is combined with 'Supervisor2' to set persons secondary supervisors |
| Supervisor2 | This field is combined with 'Supervisor1' to set persons secondary supervisors |
| Organisationlevel1Code | These fields will set up person group hierarchy and set the person to the correct person group. The hierarchy information is passed in the file with levels 1-10. When this is used also the names must be passed for the organization levels. |
| Organisationlevel2Code | N/A |
| Organisationlevel3Code | N/A |
| Organisationlevel4Code | N/A |
| Organisationlevel5Code | N/A |
| Organisationlevel6Code | N/A |
| Organisationlevel7Code | N/A |
| Organisationlevel8Code | N/A |
| Organisationlevel9Code | N/A |
| Organisationlevel10Code | N/A |
| Organisationlevel1Name | These fields will set up person group hierarchy and set the person to the correct person group. The hierarchy information is passed in the file with levels 1-10. When this is used also the codes must be passed for the organization levels. |
| Organisationlevel2Name | N/A |
| Organisationlevel3Name | N/A |
| Organisationlevel4Name | N/A |
| Organisationlevel5Name | N/A |
| Organisationlevel6Name | N/A |
| Organisationlevel7Name | N/A |
| Organisationlevel8Name | N/A |
| Organisationlevel9Name | N/A |
| Organisationlevel10Name | N/A |
| Work contract start date | (DD.MM.YYYY) Work contract start date. Please note that existing contract with specific start date value can only be replaced by smaller start date value. |
| Work contract end date | (DD.MM.YYYY) Work contract end date. Please note that existing contract with specific end date value can only be replaced by greater end date value. |
Changing the length of the work contract
- Employment Start Date
- If the person's employment start date has not been set, the new value in the import is saved.
- If a person's employment start date has already been set, the imported value is only saved if it is earlier than the existing value or the value is empty.
- Employment End Date
- If the person's employment end date has not been set, the new value in the import is saved.
- If a person's employment end date has already been set, the imported value is only saved if it is later than the existing value or the value is empty.
This restriction ensures that people with multiple Employment Start Dates are handled and displayed correctly in the service.
If users are imported via the user interface in Employees > Persons > Import persons, any empty values in these fields are ignored.
Note: When a person's employment end date is entered in Sympa on or after the last working day, in these situations, according to Sympa's instructions, the Sympa Valid until date should be marked as the following date so that the information is transferred.
Consistency of information
Person group names and codes
In the transferred data, each person can be transferred with their location in the person group structure and the codes corresponding to this structure. If conflicting information is transferred in the data so that different names are given to the same organization codes in different rows, an error will be displayed in the transfer log. In this case, the name of the person group cannot be updated, because the data contains several different names for the same group. Otherwise, the data is read into the service.
All person group codes must be unique. This means that two different person groups cannot have the same person group code, even if they are at different organizational levels or under different hierarchies.