The scheduled event import can be used to automatically import events to Nepton on a daily basis (or other repeating schedule). Import files can be fetched from a file server (via SFTP) or manually uploaded through the site.
Multiple imports can be configured and the settings can be found in:
Worktime - Working community settings - External services - Event import #1, #2 etc
Important: Events in the import files are treated as the current and master data. This means events in the file that don't exist in Nepton are created and any events that were previously created by the same user but don't exist in the file currently being imported will be deleted! e.g. If an import file contains 1 event in January for employee 123, then that event will be created, if a subsequent import is run by the same user but with 1 event in February for employee 123, the original event in January will be deleted and a new event will be created in Feburary. For this reason it is important to set up a dedicated user for the imports and only ever use this user. See the section below on "Automating and scheduling imports" for more information.
By default files should be comma separated value files with a semi-colon (;) delimiter, optional quotes to enclose values ("), UTF-8 encoding and \n line separator but these can be changed in the settings.
If your import data includes a heading row for columns set "Column order relevant to integration" to "No" and the name of each column heading in the file should match a column title and field definition in the settings e.g.
If your import data does not include a heading row for columns, set "Column order relevant to integration" to "Yes" and pick the column title field in the order the columns appear in the file e.g.
File names can be defined below. See Import file name.
With the exception of the heading row (optional) each row in the import file represents a single event.
Configure the import columns and their order, using the Column title field settings. Each of the available column import column types is described below.
|Column title field||Description|
|Inherit from parent/Not set||No definition and the definition will inherit from a parent setting level if one exists.|
|Ignore column||Instructs the system to ignore this column when importing.|
|Personnel number||Employee/personnel number of the user the event should be imported to. Either the personnel number or social security number must be included in the import. If both are included, whichever comes first is used.|
|Social security number||Social security number of the user the event should be imported to. Either the personnel number or social security number must be included in the import. If both are included, whichever comes first is used.|
|Event type ID||Deprecated. Please use "Customer defined event type code" instead.|
|Event type internal name||Deprecated. Please use "Customer defined event type code" instead.|
|Customer defined event type code||
Mandatory. Instructs the system which event type to create based on the codes defined in the Event import settings (not to be confused with the codes set in the event type settings) e.g.
If multiple codes are required to create the same type of event, they can be comma separated. If a comma is required in the code itself, the code needs to be enclosed in quotes e.g. code1,code2,"code3, with, some, commas",code4
|Absence type ID||When creating absences, you may wish to define which absence type an absence should be set to in a separate column.|
|Start/end date and time||Event start or end date time e.g. 2020-01-01 13:00:00. Times are treated as local to the user and displayed as imported.|
|Start/end date and time UTC||Event start or end date time e.g. 2020-01-01 13:00:00. Times are treated as if they were recorded as UTC and are converted to Helsinki timezone.|
|Start/end date||Event start or end date e.g. 2020-01-01 or 01.01.2020|
|Start/end time||Event start or end time in a 24h format e.g. 16:00 or 1600. Times are treated as local to the user and displayed as imported.|
|Description||The event description can be set using this column.|
|Project n||Up to 6 projects can be tied to the event using the codes from these columns. Project codes are defined in the Project administration area. Default project for the target user is used if no projects are defined.|
|Accrual reset value in hours||Can be used in conjunction with "Customer defined event type code"|
|Supplements||Supplements can be tied to the event using the codes defined in the Supplement settings.|
Note: the date and time fields are mandatory in some form but can vary depending on the event type being created and the date and time columns provided. Generally speaking a minimum of a date column is required to set the start of the event and end time or end date are the minimum columns required to set the end of an event.
Automating and scheduling imports
Event imports can be automated to repeat on a daily basis (or other time schedule) providing you have an SFTP server where Nepton can fetch the file from. The timing of these can vary but are usually run in the morning before 12pm.
The settings required to configure automated imports are described below:
|Person used to create event||This will be shown in the event history so it's important to set up a dedicated user for event importing|
|Import file name||You can use this setting in three ways:
|SFTP host address||Address of file server where to fetch the file. The server should be able to accept SFTP connections.|
|SFTP username||Username to login to file server.|
|Use public key authentication||Public keys can be configured for authentication|
|SFTP password||Password to login to file server.|
|SFTP relative directory path||The directory path where to find the files to import. This is relative to the default directory which is opened when first connecting to the file server e.g. absences/to-nepton/|
|SFTP relative directory path for archiving||Once an import file is processed it is deleted so it doesn't get imported again. Alternatively, you can tell Nepton to archive it in a folder e.g. absences/to-nepton/processed. These will be archived by date|
|Amount of days to rewrite in the past||As described in the introduction, the import has the ability to insert events to any users calendars and delete events that it had previously created. This setting allows you to limit how many days into the past it has the permission to edit.|
|Approve events on import||Should the events that are imported be approved (by the configured "Person used to create event")|
|Import period rule #n||
These rules define on which days the import is run. e.g.
Rules to trigger the import at specific times are not supported and imports are processed during the morning (usually between 3am to 12pm).