Scheduling an Initial Import

The Initial Import form is accessed in the Admin Workspace or from System Admin > Administrative Data> Initial Import and works in both multi-tenant and single-tenant environments. It allows you to run specific types of Initial Imports for PrismHR or HCM. For instance, you can run an initial import for a single API configuration, several API configurations, or all API configurations.

Once you create an Initial Import form in the Admin workspace, the record is automatically set to "Queued" status to queue the record for the PrismHR Scheduled Initial scheduled process. When the scheduled process runs, it references only the API configurations, Import mappings, and client Import IDs referenced on queued, Active Initial Import forms.

Note: You can queue the same form more than once. For example, if the process failed the first time due to an incorrect entry on the form, you can correct it and run it again by clicking the Reset link in the Action Center. Each time an Initial Import form is processed, the "Queued" or "Reset" date and time stamped status change is tracked in the Log Data field at the bottom of the form so that you can see if the form was queued more than once and by whom. See the Resetting a Record to Queued Status section of this document for additional details.

Before You Begin: Configuration Notes

Before initial use of this feature, Global administrators should review the configuration and consult a ClientSpace Professional Services team member, if necessary to ensure that ClientSpace is configured properly.

The Initial Import process can be used for single tenant and multi-tenant sites, but not both. The system evaluates the Use Multitenancy field value on the PEO Configuration record (System Admin > Administrative Data > PEO Configuration) to determine this.

In single tenant environments:

The MultiTenant API Configuration parameter must be set to 0.
The Use Multitenancy field in PEO Configuration must be set to No.
Client Master dataforms cannot have a Secondary ID set and the Import ID must be set as the Client Number only.
Initial Import maps, other than PHRAPI_initial_company, must have the Workspace Source column set to the Client Number (ClientNumber).

In multi-tenant environments:

The MultiTenant API Configuration parameter must be set to 1.
The Use Multitenancy field in PEO Configuration must be set to Yes.
Client Master dataforms must have a Secondary ID set and the Import ID must be set as Secondary ID:: Client Number.
Initial Import maps, other than PHRAPI_initial_company, must have the Workspace Source column set to the Import ID (ClientNumberImportID).

Accessing the Admin Workspace

There is more than one way to access the Admin Workspace:

From the modules bar, click Workspaces.

The Workspace Search dashboard opens.
Type %Admin in the search box to filter the list of workspaces and locate Admin Workspace.

On the modules bar, on the right side, click <username> > Modules.

The Modules Search dashboard opens. If the Admin Workspace has been saved as a module for easy access, it is listed at the top of the dashboard.

Double-click the row of the Admin Workspace in the Workspace Search or Modules Search grid or click (Open) next to the workspace name.

Completing the Initial Import Form

To complete the Initial Import form:

Once in the Admin Workspace, type "Initial" in the dataform search box to display the Initial Import tile.
Click the Initial Import tile to open the Initial Import dashboard.

This is where previously entered Initial Import records are listed and managed. The Status column shows which records are Queued, Failed or Completed. Inactive records display in bold, italicized text.
Click Add.

The Initial Import: Add window displays.

Complete the form.

API Type	Defaults to PrismHR API. Click the down arrow to select HCM HCM refers to PrismHCM. This is PrismHR's Human Capital Management system. This solution was designed for HROs and Payroll Service Bureaus who require a more customizable/scaleable solution than a traditional PEO platform might provide. This allows the HRO to offer their clients the option of running their own Payroll, for instance. if you are configuring the Initial Import form for a PrismHCM API import. Note: The API Config field is filtered to display only PrismHR or PrismHCM API configuration records based on your selection.
API Configs To Include	Defaults to One or More. Valid selections are One or More and All. If you select One or More, you can select the APIs you want to run from the API Config field. If you select All, the API Config field is inaccessible as all APIs associated with the API Type will run.
API Config	If you selected One or More in API Configs to Include, click in the field to select one or more API configurations from a filtered list of API configurations associated with the API Type.
Mappings to Include	Defaults to One or More. Valid selections are One or More and All. If you select One or More, you can select the API mappings you want to run from the Mappings to Update field. If you select All, the Mappings to Update field is inaccessible as all Import Mappings associated with the API Type and API Configs to Include will run.
Mappings to Update	If you selected One or More in Mappings to Include, click in the field to select one or more Import Mappings from a filtered list of mappings associated with the selected API Type and API Configs to Include.
Should Only Specific Clients Be Updated?	Defaults to No. Valid selections are Yes and No. Leave the field set to No if you want the specified initial imports to run for all clients (i.e., all Import IDs). Select Yes if you want the specified initial imports to run for selected clients. If you select Yes, the Client Import IDs field displays:
Client ImportIDs	If Should Only Specific Clients Be Updated? is set to Yes, add one or more Client Import IDs where you want the specified initial imports to run. Separate multiple Client Import IDs with a comma.
Reason	Enter a note detailing the reason for the initial import.
Status	Displays the current status of the initial import form. Newly added forms are automatically set to "Queued".
Time Queue	Displays a date and time stamp of when initial import form was last queued. This is a system-generated value that cannot be manually edited.
Log Data	Tracks Initial Import form statuses (Queued, In Progress, Failed, Completed, etc.) Also tracks the date/time and user if the form is set back to "Queued" status using the Reset link in the Action Center.

Click Save. The Initial Import form is automatically saved in "Queued" status to queue the record for the PrismHR Scheduled Initial scheduled process.

Resetting a Record to Queued Status

If an initial import form fails to process and you need to place the form back in "Queued" status, click the Reset link in the "Workflow" section of the Action Center. This allows the form to be picked up by the scheduled process again.