A common way of populating your OpenAsset system with employee data is to send CSV or XLSX 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 or XLSX 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 or XLSX 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 or XLSX file should look like the example below:
Once the import is completed, this information will be visible on employee profiles:
CSV or XLSX 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 or XLSX 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 or XLSX 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 or XLSX 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