These examples show how to prepare and check supported import types using a designated practice organization. Each recipe explains its prerequisites, a valid row, an error to recognize, and what to verify after application. Use the current template and real identifiers from your practice records.

Before you begin

These optional recipes continue Import records and check what changed. Use the separate instructor-designated practice organization. Each type below has a Create exercise and an Update exercise; finish Create and inspect its record before attempting Update. Follow setup dependencies even though the list follows the import chooser. For staffing requirements and budget limits, use the separate workforce rules import guide.

Use the same review steps for each recipe

  1. Open Imports, select the named type and mode, and download its current template. Keep all headers. Organization-specific labels and required fields can differ, so use the current template’s names for the information described below.
  2. Copy real identifiers from the designated practice records into the supplied example values. Never invent a record ID or use a record from another organization.
  3. Prepare the valid row described below. In a separate copy, make the stated invalid-row change. Upload that copy and choose Upload and validate. Read the stated error and do not apply the invalid file.
  4. Restore the valid value and validate again. Read every proposed change and warning, including active-request and access warnings.
  5. Apply the reviewed valid file once. Follow progress, open the resulting record, and compare the expected values and dates. Check Activity history.
  6. If an intended correction is needed, follow the correction steps in that exercise. If processing stops, inspect completed rows before retrying or preparing a replacement file.

Every recipe requires the applicable import permission plus the listed management permission. Department permissions must cover the complete file; shared job-code budget defaults require All departments. Pay adjustments, financial codes and assignments, budget rates, and compensation require Workforce Planning. Keep invitations restricted to agreed test recipients.

Use January 1, 2028 as the starting date unless the recipe says otherwise. For each dated Update, compare the day before the new date with the new date. FTE file values such as 1.0000 and 0.5000 deliberately retain file precision; they mean full time and half time.

1. Invitations

Additional access: Manage members.

Prepare: Use an instructor-controlled email address allowed by the practice organization’s email policy. Keep all access-planning columns in the downloaded file.

Create invitations

Correct row: Invited name = import practice user; Invited email = the agreed controlled address; Job title = Practice reviewer; effective date = 2028-01-01; Expires on = 2028-01-31; Invite without access roles = Yes. Keep role and department-scope cells blank for this deliberately role-free invitation.

Try an invalid row: Use an invalid email such as not-an-email. Validation should reject that address.

After applying the valid row: The invitation identifies the test recipient and provides no access roles. Acceptance does not grant access to pages that need a role.

Update invitations

Correct row: Use the same invited email to identify the pending invitation. Keep the access-planning columns and permitted values, and change Job title to Practice observer.

Try an invalid row: Enter an expiration before the effective date, such as 2027-12-31. Validation should reject the date order.

After applying the valid row: The same invitation remains, with the corrected job title; no second invitation is created.

If the entered information was wrong: Correct the pending invitation through its edit action. If its email was wrong, cancel it and create a new invitation to the correct controlled address.

2. Employees

Additional access: Manage employees.

Prepare: Have Outpatient Services, an active employee-status choice, and any required employee choices available in the practice organization.

Create employees

Correct row: Leave employee number blank for automatic numbering. Enter import practice employee as employee name, Outpatient Services as Owning department, the configured active Status, Available for assignment = Yes, and effective date = 2028-01-01. Complete any additional required fields from the template.

Try an invalid row: Use 2028-02-30 as the effective date. Validation should reject the impossible date.

After applying the valid row: One fictional employee is created with a new employee number and Outpatient Services as the owning department. Copy that number for the Update exercise.

Update employees

Correct row: Use that employee number. Enter import practice employee corrected as the name and effective date = 2028-07-01. Keep unrelated mapped values blank where allowed.

Try an invalid row: Use an employee number that does not exist in this organization. Update should report that the employee cannot be found rather than creating one.

After applying the valid row: The original name remains through June 30 and the changed name begins July 1. Owning department remains Outpatient Services.

If the entered information was wrong: Use the employee’s dated field correction for a mistaken value or date. A real later change belongs on its own date.

3. Positions

Additional access: Manage positions.

Prepare: Use a separate staffing practice organization with available department, job code, schedule, required fields, and position capacity. Position imports change approved information, so review their approval warnings.

Create positions

Correct row: Leave position number blank for automatic numbering. Enter import practice position in the name column, Outpatient Services for department, Patient Services Coordinator for job code, Weekdays for schedule, 1.0000 FTE, Active position status, and effective date = 2028-01-01. Complete required template fields.

Try an invalid row: Use a job-code name that does not exist. Validation should identify the missing reference.

After applying the valid row: One full-time approved practice position is created. It has no assignment, budget rate, or employee pay merely because the position import succeeded.

Update positions

Correct row: Use the created position number. Set the position name to import practice position updated from 2028-07-01. Leave unrelated mapped values blank where allowed.

Try an invalid row: Use 2028-02-30 as the effective date. Validation should reject the date.

After applying the valid row: The name changes from July 1 while the original name remains in earlier views. FTE remains 1. Review any active-request warning before applying.

If the entered information was wrong: Use the supported dated position correction for an entry error. Review active requests before correcting approved information they depend on.

4. Position assignments

Additional access: Manage employees.

Prepare: Enable Optional or Required external assignment IDs managed by FTE Tree. Prepare the full-time practice position and active employee. The organization’s assignment rules must allow the assignment.

Create position assignments

Correct row: External assignment ID = IMPORT-PRACTICE-001; position identifier = the practice position’s FTE Tree number; employee identifier = the practice employee’s number; assignment FTE = 1.0000; effective date = 2028-01-01; leave End date blank. Use the exact available schedule and assignment purpose only if required.

Try an invalid row: Replace employee identifier with an unknown number. Validation should reject the unmatched employee.

After applying the valid row: The employee fills the position at 1 FTE. Open the assignment to check both people and position references. This import does not create employee pay.

Update position assignments

Correct row: Keep External assignment ID = IMPORT-PRACTICE-001 and its correct position and employee identifiers. Keep effective date = 2028-01-01 and assignment FTE = 1.0000; set End date = 2028-07-01. This ends the existing interval without moving its start.

Try an invalid row: Set End date before its start, such as 2027-12-31. Validation should reject the interval.

After applying the valid row: The assignment fills the position through June 30 and no longer counts on July 1. Earlier assignment history remains.

If the entered information was wrong: Correct an incorrectly recorded end date through the assignment’s supported correction. Do not create a duplicate assignment to disguise the wrong dates.

5. Job groups

Additional access: Manage job catalog.

Prepare: Use a new practice job group that is not needed by the main course. The group-type label must match the template exactly.

Create job groups

Correct row: Name the job group import practice jobs, choose Job function as its type, mark it available, and enter 2028-01-01 as the effective date. Leave the parent job group and optional financial choices blank for this top-level function.

Try an invalid row: Enter an unlisted job group type such as department. Validation should reject the choice.

After applying the valid row: The job catalog contains the named top-level job function. It is a group for organizing job codes, not a position.

Update job groups

Correct row: Identify import practice jobs. Keep its type and parent unchanged. Enter IMPORT-JOBS-01 as its external job group ID and use the required effective date from the template.

Try an invalid row: Enter Missing group as the parent job group. Validation should reject the unknown parent.

After applying the valid row: The same group has the external identifier; no second group or position is created. Check the field’s history or identity display as appropriate.

If the entered information was wrong: Open the group and use its correction action to fix the mistaken field. Create a new group for a genuinely different meaning instead of reusing the old name.

6. Job codes

Additional access: Manage job catalog.

Prepare: Prepare import practice jobs from the job groups exercise and the departments that may use the new code.

Create job codes

Correct row: job code = import practice coordinator; Primary job group = import practice jobs; effective date = 2028-01-01. Complete available and required job-code fields exactly as offered in the current template.

Try an invalid row: Set Primary job group to Missing group. Validation should reject the unknown group.

After applying the valid row: The code appears in the selected group. Check and configure its department availability separately if the template did not include it. No budget rate is created.

Update job codes

Correct row: Identify import practice coordinator. Choose another prepared job group in Primary job group and effective date = 2028-07-01.

Try an invalid row: Use an unknown identifying job code in Update. Validation should report the missing existing code.

After applying the valid row: The catalog shows the earlier group before July and the new group from July 1. The code’s positions and budget rates remain separate records.

If the entered information was wrong: Use the job code’s dated relationship correction if the group or date was recorded incorrectly.

7. Work schedules

Additional access: Manage position setup.

Prepare: Prepare a schedule name that is not already used in the practice organization. Choose the template’s actual shift classification label.

Create work schedules

Correct row: Name = import practice weekdays; Description = Weekday daytime coverage; Shift classification = Day; Available for use = Yes; effective date = 2028-01-01. Complete required template fields.

Try an invalid row: Enter an unlisted shift such as Morning only. Validation should reject that choice.

After applying the valid row: The schedule is available as a choice with Day classification. Selecting it does not create a premium or annual-hours value.

Update work schedules

Correct row: Identify import practice weekdays and change Description to Weekday reception coverage from 2028-07-01. Leave its shift unchanged.

Try an invalid row: Use an impossible effective date, 2028-02-30. Validation should reject it.

After applying the valid row: The same schedule has the later description. Confirm the earlier description in history and review one assignment form where the choice is available.

If the entered information was wrong: Correct a mistaken description or date through schedule history. Use a new schedule if the work pattern itself has a different meaning.

8. Departments

Additional access: Manage departments.

Prepare: Have Outpatient Services and Inpatient Services available as possible parents. Confirm the new practice name is unused across the organization.

Create departments

Correct row: Name = import practice department; Higher-level department = Outpatient Services; Available to assign positions = Yes; effective date = 2028-01-01. Complete required fields and any offered job-code choices.

Try an invalid row: Use the name of an existing available department. Create should reject the duplicate name.

After applying the valid row: The new department appears beneath Outpatient Services on the selected date. Check its name, parent, and availability.

Update departments

Correct row: Identify import practice department and set Higher-level department = Inpatient Services from 2028-07-01.

Try an invalid row: Set Higher-level department to the same department itself. Validation should reject the circular relationship.

After applying the valid row: The parent is Outpatient Services through June 30 and Inpatient Services from July 1. Review access for people whose department selection includes departments beneath a parent.

If the entered information was wrong: Correct the dated parent only if the recorded move was wrong. Preserve earlier history for a real later reorganization.

9. Pay adjustments

Additional access: Manage labor budget setup.

Prepare: Use a practice rule that has never been applied. Both rule imports require Workforce Planning.

Create pay adjustments

Correct row: Name = import practice benefits; Available for positions = Yes; Available for job codes = No; Allow duplicates = No; effective date = 2028-01-01; Adjustment type = Annual cost: percentage of starting value (non-compounding); Adjustment rate = 0.20. Leave fixed amount and fixed pay-rate choices blank where the template permits.

Try an invalid row: Enter 20% in Adjustment rate. Validation should reject the percentage text; the file needs the decimal rate 0.20.

After applying the valid row: A reusable 20% annual-cost rule exists. Costs remain unchanged until it is applied separately in budget or compensation.

Update pay adjustments

Correct row: Identify import practice benefits and use the same Adjustment type with Adjustment rate = 0.25 from 2028-07-01.

Try an invalid row: Enter an unlisted Adjustment type. Validation should reject the choice rather than guessing a method.

After applying the valid row: The rule is 20% before July and 25% from July 1. Apply it only to a separate $60,000 full-time compensation example to check $72,000 before July and $75,000 from July. Do not apply the rule twice for the rate change.

If the entered information was wrong: Correct the wrong rule value or date through its dated field action. End an applied policy separately if the policy genuinely stops.

10. GL codes

Additional access: Manage departments.

Prepare: GL means general ledger. Create a practice segment named Practice fund before importing its codes. Use unused codes in this segment. This type has no effective-date column.

Create gl codes

Correct row: GL Code = 9100; Segment = Practice fund; Description = Practice operating fund; Available = Yes.

Try an invalid row: Set Segment to Missing segment. Validation should reject the missing account segment.

After applying the valid row: The segment contains code 9100 with its description. The code is available to assign but no department has been assigned to it yet.

Update gl codes

Correct row: Identify GL Code 9100 in Practice fund and set Description = Practice operating fund corrected. Preserve the code and segment.

Try an invalid row: Identify a code that does not exist in that segment. Update should report the missing code.

After applying the valid row: The same account code has the corrected description. Its numeric code and existing uses remain the same.

If the entered information was wrong: Correct the description in the account-value form. A changed financial code needs a new value; do not rename an old code to mean a different account.

11. Department GL assignments

Additional access: Manage departments.

Prepare: Prepare a separate practice department and two available values, 9100 and 9200, in Practice fund. Complete any other required account segments first.

Create department gl assignments

Correct row: department = the exact practice department identifier required by the template; GL Code = 9100; effective date = 2028-01-01.

Try an invalid row: Use GL Code = MISSING. Validation should identify the unknown code.

After applying the valid row: The department uses Practice fund 9100 from January 1. Check the complete displayed account, including any inherited values from other segments.

Update department gl assignments

Correct row: Identify the same department and assign GL Code = 9200 from 2028-07-01.

Try an invalid row: Use an unknown department identifier. Validation should reject the missing department.

After applying the valid row: The account uses 9100 through June 30 and 9200 from July 1. Other account parts remain unchanged. Create also adds a new dated value to an existing department account history. Multiple rows for the same department and date are applied in file order; the last value entered for each account part wins.

If the entered information was wrong: Use the department’s dated account correction for an incorrect code or date. Do not clear a required account part unless a valid inherited value satisfies it.

12. Job code budget rates

Additional access: Manage labor budgets.

Prepare: Use a full-time practice position with the practice job code and no position rate or adjustments. Copy the job code’s record ID from an appropriate record or export; its name is not the financial record ID.

Create job code budget rates

Correct row: job code ID = that record ID; Amount = 70000; Basis = Annual; effective date = 2028-01-01. Keep Create-only action guidance from the downloaded template.

Try an invalid row: Enter the job-code name instead of its record ID. Validation should reject the invalid ID.

After applying the valid row: The position uses the shared $70,000 annual rate and shows $70,000 yearly budget at 1 FTE before benefits. Copy the created rate’s Source record ID for Update.

Update job code budget rates

Correct row: Source record ID = the created rate ID; Action = supersede; reason = Correct practice budget amount; job code ID unchanged; Amount = 71000; Basis = Annual; effective date = 2028-01-01.

Try an invalid row: Use Action = correct. Budget rate Update accepts supersede, default, or void, so validation should reject this action.

After applying the valid row: The corrected rate is $71,000 from January 1. Check a full-time position without its own rate: its yearly budget is $71,000 before benefits. Correction history retains the earlier entry, but the current calculation uses the corrected amount.

If the entered information was wrong: Use supersede to correct an entry or void when that entry should never have existed. Use default to record that there is no job-code rate from the selected date. To schedule a genuine later rate, add a Create row with its effective date. This leaves all earlier and future entries in place.

13. Position budget rates

Additional access: Manage labor budgets.

Prepare: Use a separate active full-time practice position with no matching position rate or adjustments. Obtain its Position ID, not its displayed position number.

Create position budget rates

Correct row: position ID = the copied practice position record ID; Amount = 70000; Basis = Annual; effective date = 2028-01-01.

Try an invalid row: Enter a position number such as POS-0001 in position ID instead of the record ID. Validation should reject it.

After applying the valid row: The position uses $70,000 as its own yearly rate. At 1 FTE the budget is $70,000 before benefits. Copy the rate’s Source record ID.

Update position budget rates

Correct row: Source record ID = the created rate ID; Action = supersede; reason = Correct practice budget amount; position ID unchanged; Amount = 71000; Basis = Annual; effective date = 2028-01-01.

Try an invalid row: Add an End date column to a budget-rate file. Validation should explain that rates use effective dates only.

After applying the valid row: The corrected position rate is $71,000 from January 1. At 1 FTE, its yearly budget is $71,000 before benefits. Another position using the same job code does not receive this position-specific correction.

If the entered information was wrong: Use supersede to correct the selected entry, default to use the job-code rate from a selected date, or void to remove an entry made in error. Use Create for a new dated rate. If two Create rows share an effective date, the last applied row wins.

14. Employee compensation

Additional access: Manage actual compensation.

Prepare: Use a separate full-time active practice assignment with no matching employee or assignment pay. Copy the employee and assignment record IDs. FTE Tree must manage compensation for the dates being imported.

Create employee compensation

Correct row: employee ID = the practice employee record ID; assignment ID = that employee’s practice assignment record ID; Amount = 60000; Basis = Annual; Amount semantics = Full-time-equivalent annual amount; effective date = 2028-01-01.

Try an invalid row: Use an assignment ID belonging to another employee. Validation should reject the mismatch.

After applying the valid row: The full-time assignment has $60,000 yearly salary cost before benefits. The imported yearly amount is scaled by FTE. Copy the pay record’s Source record ID.

Update employee compensation

Correct row: Source record ID = the created pay record ID; Action = correct; reason = Practice correction to approved agreement; employee ID and assignment ID unchanged; Amount = 61000; Basis = Annual; Amount semantics unchanged; effective date = 2028-01-01.

Try an invalid row: Use Action = supersede. Employee compensation Update accepts correct, default, or remove, so validation should reject it.

After applying the valid row: The same agreement is corrected to $61,000 from its original date, with correction history. A full-time assignment costs $61,000 before benefits. This is an entry-error exercise, not a later pay raise.

If the entered information was wrong: Use correct for recorded errors, default to select employee-level pay for an assignment or record no employee-level pay from a date, and remove when an entry should never have existed. A later salary change uses Create with its effective date. Pay entries have no end date.

Check blanks and clearing separately

In a separate Update recipe with an optional description, leave the description blank and confirm the preview leaves its existing value unchanged. If that column explicitly supports it, enter <clear> in another file and confirm the preview makes it blank from the stated date. Do not use this token for required values or unsupported columns.

Review requests and partial completion

Use a separately prepared position with an active request for the active-request import exercise. Read the warning before applying and inspect the request’s saved proposals afterward. For an instructor-prepared import that stopped after one row applied, identify the completed row and remaining work before preparing a file containing only the remaining work. Choose Upload corrected file when available, or Start a new import after a stopped import. These actions start a new import; the completed Create row must not create a second record. See correct an import for choosing between a correction, a later business change, and removing an entry that should never have existed.