Bulk adding cases
What is the purpose of adding cases en masse?
The bulk adding of issues function allows you to quickly create many issues of one type at the same time - without the need to add them individually.
This is the perfect solution when:
- you carry out a repeatable process (e.g. onboarding, annex to the contract, training),
- you want to save time and reduce the number of manual operations,
- you serve a larger number of candidates or employees.
How to start mass adding cases?
- Go to the Cases module.
- Click the Add Multiple Issues button.
Drop-down menu from Add multiple issues
Configuration of mass adding of cases
After selecting this option, you will be taken to the next screen.
Cases are created based on an Excel file, so in the first step you can:
- Select whether to skip the header row (1).
- Select date format if present in the data (2).
- Before loading Excel, indicate the mandatory case type (3) that is to be created.
- Specify how to identify employees in the system (4):
- (eFOB)ID,
- External ID 1 or 2,
- PESEL number,
- ID document number,
- PESEL and identity document number (if the first one is missing).
After setting the case type parameter, you can additionally click the button to download an Excel file - template (5). The generated pattern will facilitate the correct preparation of data for import and will significantly speed up the process of creating a case import file.
Preparing the Excel template
To download the Excel file template, on the bulk case creation screen, you must first select the case type that you want to create. After selecting it, next to the information about data preparation in accordance with the template, a download icon will appear - in the place marked on the screen above (5).
Mass creation of cases allows you to complete the data in the initial form in advance, so the downloaded Excel file already contains columns corresponding to the form fields.
For example, for the case type "Application to change a bank account", the template will look like this:
Because ID was selected to identify employees in the previous screen, the first column in the file was marked as ID. The remaining columns correspond to the names of the fields available in the case creation form.
Each subsequent line in the template corresponds to one newly created case. According to the information visible on the adding cases screen, the file:
- cannot contain more than 3000 records,
- cannot exceed 10 MB.
Below is an example of an Excel file prepared for mass creation of cases for seven employees:
Sending data from an Excel file
Once the Excel file template is completed and saved, you can upload it to the system. Remember that the file must be closed - the eFOB system will not accept open Excel files.Click Load and then select the prepared file on your computer. Once selected, the eFOB system will immediately start processing data.
If the column names in the Excel file match the field names in the case creation form, the system will automatically match the data and start binding the fields to the file contents.
Screen for assigning fields to columns
If all columns have been correctly matched to the fields, the system will display the appropriate mapping. Still, it's worth checking them carefully. If any column has been assigned incorrectly, you can easily indicate the correct field by selecting it from the drop-down list.
On the right side of the screen, example data from an Excel file is displayed, which additionally helps to verify the correctness of assigning columns to fields.
Once all data is correctly linked, click Continue. You will be transferred to the next screen where the system will perform data validation - it will check, among other things, whether:
- date fields contain correct values,
- number fields do not contain text,
- required fields have been completed.
A validation summary will appear at the bottom of the page:
- number of cases with correct data (4),
- number of cases containing errors (5).
Each row will be given a specific status (1). If errors are detected, detailed information will appear in the Import Comment column (2). Additionally, you can delete selected records before continuing the process by using the trash icon in the Action column (3).
Once import verification is complete, click Create Cases. The system will start the process of creating new cases, and an information window will be displayed on the screen confirming the start of the operation.
By clicking the green button you can go directly to the order (Note: appropriate permissions are required!). Creating cases is usually very quick, and after its completion, the import summary will provide the option to download an Excel file with the process results.
