Understanding User Imports

The Import of an employee file is a process that is completed by the system Administrator. An access level of Admin is required in order to complete the task of importing employees and users.

A list of all employees is stored within the User tab. The User tab contains a list of all employees irrespective of whether they have access to the myosh system or not. A list of all employees is stored in the system even if they don't have access to myosh so that their name can be associated with records as appropriate. An example of this would be in the case of an Incident Report with a Classification of Injury so that they can be selected as being involved in the incident. Another example would be for the Training Records module. Including employees who do not have access to myosh enables their training records to be updated and maintained.

The guide includes the following:

• Import a list of employees using the User template
• Manage unprocessed emails
• Useful to know information

Import Users

1. Select the Users tab from within the Administration menu

2. Select Import.

3. The first step of the import process is to download the template. Select Download Template.

4. Once the Excel spreadsheet has downloaded complete the fields in the spreadsheet. a. Fields marked with an asterisk * must be completed. b. Values already present in the myosh system can be selected from the drop down arrow in a cell e.g. hierarchy values.

   • The value of True is used for Yes and the value of False is used for No.

5. Save the template and close Excel.

6. In the Import Users dialog select Next to go to step 2 Password.

7. Select Automatically Generate Passwords to automatically generate passwords. Alternatively if this box is not selected ensure that you have entered a password for employees that have been identified as having a login to myosh in the User Template.xls file.

8. Select Next.

9. Each User imported will receive an automated registration email with their login details. Select Send Registration Emails to notify those that have logins to myosh with their Username and Password details. If the Send Registration Emails is not selected the registration emails are stored in Unprocessed Emails and can be released when ready to issue logins to Users. This step is covered in the Unprocessed Emails section.

10. Select Next.

11. During the import process the system will check and update users that already exist. Select the field that should be used to check for an existing user e.g. Username or Employee ID. If no existing user record found a new user record will be created.

12. Select Next.

13. Drop the import file into the Import User File section or use the browse button to attach the file.

14. After attaching the spreadsheet a summary will include the number of records imported. Any errors in the input data will be summarised giving the row number and field name. Errors can be corrected from within the User record or fix the errors in the spreadsheet and import the data again.

15. Select Next.

16. The Summary tab will provide information of the imported User data.

17. Select Finish.

Unprocessed Emails

If during the import process the option to Send Registration details was not selected then any employees that were identified as having a login to myosh will be stored in the Unprocessed Emails section. Login details can be sent to users at any time by releasing the email for the user. Any unprocessed emails that are released will all be released. It is not possible to release some emails and not others.

Follow the steps below to release emails from the Unprocessed Emails section.

1. From the Users tab of the Administration menu select Unprocessed Emails.
2. Select Release Emails to send the Registration Emails. Selecting to Release Emails will show a dialog box indicating the status of the process. The Stop button can be selected if the process is to be halted. A series of Registration Emails may have already been sent.
3. Select Delete Emails to remove the list of registration emails not sent. If this option is selected by mistake the password will need to be reset to then send a Registration Email to the user.

Useful to Know

1. Hierarchy restrictions can't be assigned in the User Template file.
2. UNID_DOMINO KEY is not required to be completed.
3. The Locale relates to the Language in the myosh environment. Selections available to your environment will be available in the list. The standard value to enter is en-AU for Australian English.
4. Access Levels should be assigned in the Groups column of the User Template file e.g. Power User, User or Admin. Additional Groups should be assigned within the individual User record once the records have been imported.