This guide provides detailed steps for importing working time data and MaraPlan materials into Netvisor using the smart form.
CONTENTS
General
You can use Netvisor's smart form to import working time data. Data can be added to the form, for example, by copying or entering it manually from a csv file. The form can be used to import new, additional, and replacement working time data into Netvisor.
The principle of using the form is that the working time data is either entered or copied into the form, the data is checked before sending and after the transfer the data is checked again in the Working Time section of Netvisor (Working time > Working hours recording). The form also makes it possible to import Maraplan materials into Netvisor by uploading the material to the "Mara-Plan aineisto" tab.
Before using the smart form, the preparation for use must be done. Please go through the general guidelines for smart forms, which can be found here: Smart Excel Forms.
The smart form for importing working time information needs the resource workday.nv to import working time data into Netvisor. Remember to add access rights to the form. You can manage access rights to interface resources from the Interface Resources Access page.
Basic functions of the form
The working time information import form consists of "Henkilötiedot" and "Työaikatiedot" fields. The mandatory fields are marked with a red star. Before entering the data into the form, select from the "Tuontikäsittely" drop-down menu whether to import replacement or new data into Netvisor:
- "Päällekkäisten korvaus" option replaces only those time entries whose record types are specified on the form. If there are already previous entries in Netvisor for that day and you do not want to replace these entries, this information should not be provided on the form. Work time rows can also have entries that have not yet been posted to Netvisor, work time rows are added as new entries upon import.
- "Vain lisäys" option imports only new working time data. Please note that this option only adds entries, so if the data is imported to Netvisor in duplicate, there are also duplicate working time lines in Netvisor.
When using import processing Overlap Compensation, it is important that the rows of the material are in chronological date order for each employee. That is, all entries for a specific employee for one day must be in consecutive rows in the material.
The table below shows the fields on the working time information import form and their additional information:
| Field | Additional information | Example |
| * Social security number / employee number | Mandatory information. The employee must be established on Netvisor prior to import. The employee's number or social security number in the employee's basic information can serve as the employee's identification information. The form identifies the identification information on the basis of the material | 120791-123C |
| * Date | Mandatory information. Date for which day the working hours are being entered | 1.12.2016 |
| * Record type number | Mandatory information. Information that links the record type to the line, so the record types must be numbered in Netvisor. Record types can be found in Netvisor's Salaries > Payroll Settings > Record Types. | 150 |
| * Hours | Mandatory information. Time and attendance information. Entered in hours or days, depending on whether 'Hour' or 'Day' is selected as the entry type unit in Netvisor. | 7,5 |
| Description | Not a mandatory information. Free-form description, appears in the timesheet view | Free annotation |
| CRM Task ID | Not a mandatory information. A task identifier in the Netvisor CRM section that can be used to assign working time information to a specific task. If the CRM partition is not in use, the cells in the column should be left blank | |
| Cost object 1-4 | Not a mandatory information. Cost object data that can be used to target working time data to specific cost objects. When importing cost objects, the cost object header to be used in the column is specified in the top row. The cost object to which the line is targeted is added to the document line. Target information may include so-called wildcard character, e.g., project 4114* that matches the target data of the dimension beginning with 4114. Target information is not linked if there are more results for a given search term | Project 123 |
After entering the working time information, the information is imported into Netvisor with the "Lähetä tuntitiedot >>" button.
When importing data, the form reports successful or incorrect transfers after transfer. Successful transfers will be marked on the form in green and the rows will be locked from editing so that these rows are not accidentally resubmitted. Failed transfers are marked in red and the reason for the failed transfer is indicated in the "Lähetyksen tila" column. For these failed lines, incorrect data can be corrected and the data transferred again. The error can be caused, for example, by the fact that the form is missing some mandatory information, Netvisor is missing the entry type number or some information is in the wrong format. The data in all work time lines must be correct for the data to be successfully sent to Netvisor.
After the transfer, the user can continue to process invalid transfers by deleting successful transfers from the form with the "Tyhjennä OK siirrot" button on the form, or check only successful transfers by deleting invalid transfers with the "Tyhjennä virheelliset siirrot" button.
MaraPlan material tab
MaraPlan material (txt file) can be imported into the smart form by using the MaraPlan tab.
To find the MaraPlan file to be imported, click the "Browse" button, select the file from the file list and press the "Open" button. Press the ">> Convert Material" button to import the material into the form. The material is transferred to the "Työaikatietojen tuonti" tab of the smart form. Please check the material before importing. Import takes place in the same way as other working time entries.
Keywords: working time data import, Netvisor, smart form, MaraPlan material, CSV file, import processing
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