Bulk Uploader

When uploading employee documents, differentiating what type of document goes into which folder needs to be outlined. For example, if all files are named John Smith Contract, the system will look for an employee name John Smith Contract unless the appropriate prerequisites are set.

You can use this bulk uploader either:

• You have a zip file per employee and you want to upload all the documents in that zip file into the same folder or;
• You have documents with the same type for multiple employees and you want to upload them all to the same folder for each employee.

However, you cannot use this tool if you have individual documents that need to go to different folders or if some documents are visible to employees or not. This feature is not design for these purposes.

In order for this to be uploaded as required, the following fields can be edited on the Bulk Upload screen which can be found by browsing to:

Administration > HR > Data Management > Employee Document Uploaders > Bulk Uploader

The following fields are available to change:

• Please select an employee folder - This can determine where the upload will automatically be stored once completed;
• Order - This is to identify how the files will be named. Should the system look for the employee's name first then second? Should the system look for the employee’s work id, then their surname, then their surname? This can be outlined here;
• Separator - The separator is what the bulk uploader differentiates each identifier with. The file name can be separated with either a dash, space, an underscore or a comma;
• Ignore - This will be what you are asking the bulk uploader to ignore in the document name. This is a free text field. When adding the phrase you wish to have the system ignore, this will need to enter verbatim to what the document is named as. For example:
  • Document name: John_Smith_Contract
  • Enter “_Contract” in the ignore field (the underscore, in this case, is important). The bulk uploader will ignore the “_Contract” and just look for “John Smith”
  • If “contract” or “_contract” is entered (the fields are case sensitive) as your ignore statement, the uploader will look for “John Smith_” or “John_Smith_contract” which will also fail.
• All Documents visible to employee? (Y/N) - Choose whether the documents uploaded would be visible to the employees;
• Are these files all photos? - This allows you to state whether the documents you are uploading are all images or not.