Preparing for an Import

Hierarchy Structure in PureSafety

You cannot undo an import! Please make sure the data in your import files is accurate.

This structure is customer-specific. You can find it in PureSafety by:

Reviewing the Organization Directory (People tab > Expand all folders on the left side of the screen to see all the organization units).
Running the User Account Information report (Reports tab > People reports > User Account Information > Select all users). This report displays the organization units employees belong to.

Import File Layout

UL EHS Sustainability provides templates customers can use for their import files. Depending on your purpose, you must use one of the following three Excel templates available in PureSafety. You can download these templates directly from PureSafety (People tab > Actions panel > Create import link > Sample Templates).

Template to import employee information (Microsoft Excel). This template is used to upload employee information into the system. This import creates new employee records in the system based on the data in the import file. The import can assign employees to specific organization units or groups.
Template to import information about organization units (Microsoft Excel). The second template is used to upload organization units (which you may use for your organizations’ departments, locations, offices, etc) into the system. This import creates new organization unit records in the system based on the data in the import file.
Template to import hours worked for locations (Microsoft Excel). The third templates is used to upload hours worked into the system. You can only import hours worked for locations that already exist in your hierarchy.

Note: You must use Excel 97-2003 format.

Required Employee Data

The table below lists the required fields for importing new employee information, updating existing employee, and updating hours worked information into PureSafety from the Employee, Hierarchy, and Hours Worked import files.

Note: If the employee is already in the system and a field is left blank, the value for that field will remain.

Information Type	Required Fields
Employee and Hierarchy Imports
Adding new employees	employee code, username, password, first name, last name, and Is Active
Updating existing employees	employee code, first name, last name, and username
Hours Worked Import
Adding hours worked	Year, Location Code, Hours Worked

Imported users may be forced to change their password at their next login if one of the following occurs:

The user's password does not meet the minimum password requirement set by the administrator.
The user has been granted permissions that require a high minimum password requirement and the imported password does not meet the requirement.
The ForceChangePassword option is enabled in the import file.

Organization unit membership

Imported users are assigned to the organization units that are provided on the import file. Employees are removed from any organization units that are not provided on the import file. Account and assignment settings will be used based on any assignments related to the employees' new organization unit and the organization unit they were removed from.