Configuring employee document management bulk import with source document repository
Use Employee Document Import Configuration to identify and communicate with the source document repository. The source document repository is where you currently store your employee documents.
Before you begin
About this task
- Identify the type of repository you are pulling documents from.
- Identify the URL and credentials from the repository you are pulling documents from. Or, identify the directory you are pulling documents from.
- Test to make sure that there is communication from your source repository and Employee Document Management.
Procedure
Create or edit import configuration
To import employee documents, map the source employee documents from your local document repository or third-party cloud-based repository to Employee Document Management.
Before you begin
About this task
For a local document repository, name mapping acquires file meta data from the file name.
Procedure
-
Fill in the form.
Table 2. Employee Document Import Map Field Description Configuration The name of the employee document bulk import configuration. See Configuring employee document management bulk import with source document repository. Mapping type Defines how you are locating the source employee documents within your source document repository. - Field: Indicates that within an array of information about your source document you want to identify a specific part of the array to map.
- Value: Indicates that you are identifying a specific term within an array of information from your source document you want to map.
Regex The regular expression string that identifies files you want to include from the source repository. For example, (\w+)_(\w+)_(\w+).(\w+) matches file names that contain alphanumeric, underscore, and a period. Once you have identified specific parts of information in the array, you can then map it.
The more consistent your existing naming convention, the easier to locate your employee documents from your source repository,
Replace The information you want the source employee document to contain when imported to Employee Document Management. For example, the array for your source employee document has school. You want the new value to equal transcripts for document type. Enter:- Replace: transcripts
- Mapped element: docType
- Source element: school
Note:You can also use regular expressions (RegEx) to define the replacement value. When using RegEx, use a regular expression test site to ensure correct parsing.Mapped element Determines what meta data field is acquired and the value included in the final staging record created. Fields from the Import Document Staging [sn_hr_ef_import_staging] table that you want to map your source employee documents to.
The base system provides the following fields you can map your source employee documents to:- docType: Document type
- fileName: File name
- employee: Employee name
Source element The field or value from a local or third-party cloud-based employee document repository you want to map to Employee Document Management. For example, if your source file name contains the employee name, you can use the employee name as the source element and use the Mapped element of employee.
Filter regex A regular expression sequence that matches text found in the array from your source employee document repository. Use this field to refine your identification of source employee documents. Filter field Locates specific text found in the array of information returned from the source repository when files matching the Regex are imported. Note:You can also use regular expressions (RegEx) to define the replacement value. When using RegEx, use a regular expression test site to ensure correct parsing.Use this field to help refine the information you want mapped.
For example, to import only files with a file name formatted first_last_xxx.pdf (abel_tuter_tuition.pdf):- Regex: (\w+)_(\w+)_(\w+).(\w+)
- Mapped element: fileName
- Source element: fileName
- Filter field: .pdf
- File name example
- The example file name is abel_tuter_tuition.pdf.
- File name to employee name example
- From the file name, the employee name is extracted. Employee name is a requirement for Employee Document Management.
- File name to document type example
- From the file name, the document type is extracted. Document type is a requirement for Employee Document Management.
Create or edit the verify source step
Use Employee Document Import Jobs to create a Verify source step. Verify is required to validate the connection between your local directory or your third-party, cloud-based document repository and Employee Document Management. The Verify source step also validates that source employee files are there to be processed.
Before you begin
About this task
The base system provides a sample Verify source step you can use as a model.
Procedure
Create or edit the stage directory lookup source step
Use Employee Document Import Jobs to create or edit the Stage Directory source step.
Before you begin
About this task
Stage directory is required to locate your source employee documents from your local or third-party, cloud-based document repository. This step also uses the mapping to parse file names and create a record in the staging table for each of the files with the parsed data.
The base system provides a sample Stage - Directory source step you can use as a model.
Procedure
Create or edit the stage file source step
Use Employee Document Import Jobs to create or edit the stage file source step. Stage file is required to stage your source employee documents from your third-party, cloud-based document repository.
Before you begin
About this task
The base system provides a sample Stage - File source step you can use as a model.
Procedure
Create or edit capture source step
Use Employee Document Import Jobs to create or edit the capture source step. Capture is required to import your source employee documents from your local or third-party, cloud-based document repository.
Before you begin
About this task
The base system provides a sample Capture source step you can use as a model. The example for the local document repository provides a sample script that can be used.