Introduction

FTE Tree provides batch import functionality that allows you to upload data in bulk rather than entering records one at a time. This is particularly useful when initially setting up your organization or when making large-scale changes to positions, employees, or other data.

The Import Process

Batch imports follow a multi-step process designed to protect your data:

Step 1: Download a Template

Before importing, download the template file for the type of data you wish to import. The template provides the correct column format and any instructions for preparing your data. Using the template ensures your file is structured correctly for validation.

Step 2: Upload Your File

Upload your completed data file. You may include an optional comment describing the purpose of the import.

When importing positions, an Approval Mode option is available to control whether imported position attributes enter as approved or draft:

  • Enter as Approved (default): All position attributes created by the import will be immediately approved.
  • Enter as Draft: All position attributes created by the import will enter as draft status, requiring separate approval before they take effect.

Step 3: Validation

After uploading, FTE Tree validates your data before making any changes. During validation:

  • Each row is checked for required fields, correct formats, and data integrity.
  • Parent changes for positions, departments, and job codes are validated to ensure they do not create circular references in the hierarchy. If a proposed parent would result in a circular relationship (for example, setting an item's parent to one of its own descendants), a validation error is reported for that row.
  • Any errors are reported with details about which rows and fields have issues.
  • A draft file is generated showing what the import will look like if confirmed.

If validation fails, you can review the errors, correct your data file, and re-upload.

Step 4: Review and Confirm

Once validation succeeds, review the draft output to verify the changes are correct. The summary shows:

  • Total rows processed.
  • Number of records that will be created, updated, or left unchanged.
  • Any warnings or issues found during validation.

When you are satisfied with the results, confirm the import to apply the changes.

Step 5: Completion

After confirmation, the import is processed. FTE Tree tracks:

  • The number of records created, updated, and unchanged.
  • Any errors encountered during the import.
  • The total row count and success count.

Special Column Formats

Some attribute types require a specific format in the import file:

Funding Sources

Funding source columns use a semicolon-delimited format where each entry is a source name followed by a colon and the percentage:

SourceName:Percentage;SourceName:Percentage

For example, to assign 60% to "General Fund" and 40% to "Grant":

General Fund:60;Grant:40

The source names must match existing funding source choice values in your organization exactly. Percentages must total 100% and support up to two decimal places (e.g., General Fund:33.33;Grant:33.34;Self-Funded:33.33). Leave the column empty if the position has no funding source assignment.

Multiple Adjustments

Multiple adjustment columns use a similar semicolon-delimited format. Refer to Position Adjustments for details on the adjustment import format.

Reversing an Import

If you discover an issue after completing an import, FTE Tree provides the ability to reverse a batch job. This will undo the changes made by the import, restoring your data to its previous state. Not all imports may be reversible, depending on subsequent changes made to the affected records.

Import Status

You can monitor the progress of your batch import through the following statuses:

  • Pending: The import has been uploaded and is waiting to be processed.
  • Validating: The data is being validated.
  • Validated: Validation is complete and the import is ready for confirmation.
  • Validation Failed: The data did not pass validation. Review errors and re-upload.
  • Importing: The confirmed import is being processed.
  • Completed: The import finished successfully.
  • Completed with Errors: The import finished but some rows had issues.
  • Failed: The import encountered a critical error.
  • Reversed: The import has been reversed.

Need Help?

If you have questions about batch imports or need assistance preparing your data, please contact us or email us at support@ftetree.com.