Implementation > Import Absence

WorkBook has an absence feature as part of its standard package. If however, your process is to keep employee absence in your payroll system, you can import absence into WorkBook using an import spreadsheet.

IMPORT ABSENCE

Once Deltek has added the import template to your WorkBook system, you will then need to download and complete the absence import file.

COLUMN HEADER	FIELD DESCRIPTION	FORMAT	REQUIRED

COLUMN HEADER	FIELD DESCRIPTION	FORMAT	REQUIRED
Employee	Employee ID - you can use one of two formats here. External Reference number - this is found in the employee card > employee basic settings > external reference field Open WorkBook resource ID (add the prefix ‘wb#’ in front of the resource number e.g. wb#1389) - this is found in the employee card > information > employee ID Open	Number	Yes
Absence Code	This is the type of absence and can be found in: Settings module > Company settings > Holidays and absence > Absence codes > Description field Open	Text	Yes
Absence Date	Date of the absence If absence is over multiple days, this will need to be on separate lines in the spreadsheet.	Date DD/MM/YYYY	Yes
Absence Hours	The total number of hours the employee will be absent per day. Max hour is based on basic hour set in employee’s capacity profile. Open As above, if the absence is over multiple days, this will need to been separate lines in the spreadsheet.	Number	Yes
Description	Description of the absence request	Text	Yes

IMPORTING

Once you have completed the spreadsheet you can begin your import into WorkBook.

1. In the settings module > go to advanced tools > ad-hoc import

2. Click the ad-hoc import button

3. In the pop up, select UDF_AbsenceImport > click ok

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• Select the file you wish to import

• Click ok

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• Check the TestMode box

• Select the correct sheet to import

• Click ok

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• In the pop-up check for any errors

If there are no errors

• If there are no errors, click ok

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This will take you back to the import window:

• Uncheck the TestMode box

• Click ok

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• Your absence will now be imported into WorkBook

If there are errors

• Check the ErrorMsg (error message) that is showing to each relevant lines.

• Click cancel > and go back to the original spreadsheet and fix the errors

  • You can also export the test data into excel for further investigation by clicking the hamburger menu > and export grid data

• Repeat above steps until you get no errors

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