An import adds or changes multiple records from a CSV file. It is useful when you need to transfer prepared information or make a consistent set of updates. Each import type supports particular records and actions, so begin with the information you want to change and the outcome you expect.

Choose the type and action

The import type determines the template, required fields, identifiers, and allowed actions. For example, positions, assignments, budget rates, and employee compensation use different templates. The records a row refers to must already exist or be created through the appropriate earlier step.

Create adds records or new dated entries, depending on the type. It can add a later pay entry for an existing employee; it does not always create a new person. Update changes identified records using the actions that type supports. A correction fixes an entry that was wrong, while a new effective-dated entry records a real change from a later date.

Download a current template for the selected type and mode. Keep its headings and use the identifiers it requests. A name or visible position number is not interchangeable with a record ID unless the template says so.

Follow the import stages

Stage What you do What it means
Prepare Fill in a current template and check values, dates, and references You have a file to review
Validate Upload the file and inspect errors and warnings FTE Tree checks the proposed changes without applying them
Review Compare the preview and counts with your intention You decide whether the valid changes are appropriate
Apply Confirm the reviewed import once Records can now change
Verify Read row results and inspect affected records You establish what actually succeeded

An error must be corrected before application. A warning needs a deliberate decision: a technically valid change can still be the wrong business action. Relevant record, rule, or access changes may require validation again before you apply the file.

Start with a small example

Suppose you need to add several employees and assign them to existing positions. Prepare the employee file first, validate it, apply it, and verify the new employees. Then use the required identifiers in a separate assignment file. Review each assignment’s employee, position, dates, and FTE before applying it.

The employee import alone does not fill a position. Similarly, importing a position does not supply its budget rate or an employee’s pay. Keeping these steps distinct makes it easier to identify a missing prerequisite or an unexpected result.

Understand blanks and dates

A blank cell does not automatically mean zero or removal. The selected template defines whether it is allowed, leaves a value unchanged, or means something else. Use a clearing action only where supported, and confirm its effect in the preview.

Dates also depend on the information type. Budget and employee-pay entries use an effective date and continue until another value applies. Follow the current template rather than adding an end-date column from an older file. Read Prepare a file for import for identifiers, dates, and financial entries.

Check completion before retrying

An import can stop after some rows have applied. Read the completed and remaining row results before retrying or uploading another file. Repeating successful Create rows can create unwanted duplicates. Prepare a corrected file containing only the work that still needs attention, then choose Upload corrected file when available. After a stopped import, choose Start a new import. These actions start a new import; they do not resume the earlier one. Ask Support if you cannot establish which rows were saved.

Your permissions must cover the information and departments affected. Imports can also have consequences for position approvals and active requests. Review those warnings before applying; use Import during active requests when that situation applies.

For prepared practice, use Import examples by information type. Use Correct an import when records have already changed and need follow-up.