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The Timesheets data load can be used when you want to load batches of Timesheets into the KIP system. A data load will allow you to import these timesheets all at once without the need to manually enter them.
It is recommended that the data loads templates have a maximum of 500 rows in the data template so that the upload performance is not compromised.
Enabling the Data Load Feature:
To set the permission to allow the data load, access the login profile and engage the “Ability to Data Load” feature.
Once this setting has been enabled you can now start to dataload.
Please note the screenshots have been taken from a non-workflow enabled system.
How to perform a data load:
1) Go the search screen and select Timesheets
2) On the Timesheet search screen select ‘Create Data Template’
3) This will present the following screen. Here you can select the fields you require for the timesheet upload.
The fields which do not have a checkbox next to them will be included in the template as these are required fields.
4) Select ‘Generate Template Spreadsheet’
This will download the data template which will be used for the upload.
5) Open the data load template and three tabs will be available:
- Summary: Information regarding the data load template
- Timesheets: this is where you will populate a list of timesheets to data load into Keyedin Application
- Notes: Notes regarding the data load
The required fields in the template are marked in yellow and the green fields are optional fields.
6) Select the ‘Timesheets’ tab
7) Entering timesheet data.
Note:
Resource code, Team code, Project code and Activity code must already exist in the system.
The data load will not update existing timesheet data, only insert new records.
Below there are two example timesheet entries which are ready to be uploaded, please note the one that has been highlighted does not contain a valid Resource code or Project code in the KeyedIn system so it will fail to upload this timesheet entry.
8) Return to the timesheet search screen and click on ‘Import Data’
9) This will present the following screen. Select the data load file using choose file option, select the data load file, and select ‘upload’:
10) This will then show the amount of rows that are to be imported: There are ‘XX’ rows to import.
11) Select ‘Import’ – this will start to import data. Once the import has finished then it will report the results of the load, and will highlight which timesheets have successfully uploaded and which ones have failed.
Below you will observe that the second time entry which was loaded has failed as this is not a valid Resource:
Any failed timesheets can be changed again in the same template which was created for this load.
Timesheets which have been uploaded successfully can be removed from the data load template or it will upload these timesheets again on the second attempt resulting in duplicate timesheets.
Screenshot below shows the time entry which had been successfully imported:
