A common way of populating your OpenAsset system with employee data is to send CSV files to our Onboarding and Support Team, who can upload this data for you.

In order to ensure this process moves along swiftly, we have certain formatting requirements for these documents. If you have any questions about the process, please contact our Support Team.

There are two steps to the data import, each of which require a CSV file:

  • creating unique Employee Objects within OpenAsset, with relevant staff information
  • linking Employee Objects to existing projects via Project Roles

Step 1: Adding Employees

This CSV file should contain a list of all employees for whom you wish to create profiles, along with any information that you wish to store. Examples of data that clients typically choose to store include:

  • Employee ID/Code
  • First Name
  • Last Name
  • Position/Title
  • Office Location
  • Region
  • Hire Date
  • Sector/Department
  • Certifications
  • Abbreviations

Each type of information will be stored in an employee field in OpenAsset. If you wish to store additional information, simply add a column to your spreadsheet. Your CSV file should look like the example below:

Once the import is completed, this information will be visible on employee profiles:

CSV Formatting Notes:

  • The name of the data field should be given in the first row of the spreadsheet

Step 2: Linking Employees to Your Projects

This step will connect your employees to the Projects they have worked on. Your CSV file should include the Project Code as it appears in your OpenAsset system. Examples of information that is typically stored in Project Roles include:

  • Employee ID/Code
  • Employee First Name
  • Employee Last Names
  • Project Code
  • Project Name
  • Role
  • Role Description
  • Start Date
  • End Date

This information will be stored in an employee to project field in OpenAsset. Your CSV file should look like the example below:

This information will be visible on employee profiles:

as well as the Project page, under the 'Employee Roles' tab:

CSV Formatting Notes:

  • The name of the data field should be given in the first row of the spreadsheet
  • For linking to Projects, Employee ID is preferred, as it should be unique, and thus unambiguous 
  • If Employee ID is not available, we can also use first and last name to match to our system
  • Similarly, Project Code is preferred, but if not available, project names can be used. This information should be as it appears in your OpenAsset system
  • Any row that is absent of employee information will take the closest employee mentioned on previous rows

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