Simple Import User's Manual

Simple Import User's Manual

Document: USM-Simple Import-ENG.pdf
Version: 11.20.B
Printed: 18.12.2020
© 2020 Spica International

Spica International
Pot k sejmiscu 33
1231 Ljubljana
Slovenia

Tel: +386 1 568 08 00

Fax: +386 1 568 08 88

E-mail: [email protected]
www.spica.com
 Contents I

Table of Contents

1 Simple Import 1
1.1 End-User
...................................................................................................................................
Software License Agreement 2
1.2 Technical
...................................................................................................................................
support 4

2 Installation 5
2.1 Import...................................................................................................................................
data structure 6
2.2 Login................................................................................................................................... 10

3 Using the application 12

3.1 Previewing
...................................................................................................................................
imported data 14

© 2020 Spica International

 1 Simple Import User's Manual

1 Simple Import
The Simple Import application allows the import of data into the Time&Space database. Input
data should be in a text file, in a format, as described in chapter Import data structure.
Simple Import also allows separate import of hour balance, overtime and remaining vacation
days into the database. The computer where importing of data will be performed must have
the Time&Space Manager installed.

© 2020 Spica International

 Simple Import 2

1.1 End-User Software License Agreement

Terms of License

This program and accompanying documentation (the software) are copyrighted material,
protected by national legislation and international agreements on protection of intellectual
property. Any unauthorized use or copying of this software is punishable by law. Users are
permitted to make copies of the software solely for backup purposes, and as a protection
against accidental loss or damage of the purchased copy.
By purchasing a copy of the software the user is granted the license to use the software
within the user's organization without time limitations. The user is obliged to comply to the
conditions related to the scope of the license as defined in the purchase documentation
(proposal/order/invoice) at the time of purchase. These conditions are including, but are not
limited to maximum number of users, number of clients, servers, number of administrators,
administrative workstations, computers, locations and similar. Any use beyond these
restrictions is not permitted.

Any use outside user's organization or any commercial exploitation of the software involving
third parties such as lending, renting or selling of the software is not permitted.

Special Terms

Users are obliged to actively protect the software against any unauthorized use or copying,
and prevent access to the software by the public or any third party.
SPICA International does not permit any modification of programs or accompanying
documentation including any modification of the program code or accompanying files.

Warranty Disclaimer

SPICA International has written the software and accompanying documentation with utmost
care and best effort to make it error free. Any eventual error, which would prevent or
significantly hamper the use of the software, should be immediately reported to SPICA
International. SPICA International will act upon such error report with priority and make every
effort to correct the error in the shortest possible time.
However, the software is provided by SPICA International »as-is«, and without any warranty,
express or implied, direct or consequential as to the usability or inability to use the software.
SPICA International does not provide any warranty as to the fitness of this software to any
particular purpose, and is not liable for any errors, known or unknown, of this software.
Cumulative liabilities of SPICA International for any damage caused by this software will be
limited to the purchase price of this software.

Data

SPICA International is not in any way responsible for data maintained with this software. The
user is entirely and solely responsible for data safekeeping, protection against loss and
protection of privacy of personal information.

Modifications of Software

SPICA International continually develops and improves its software products, which are
therefore subject to change without prior notice. SPICA International reserves the right to
freely modify its software products at any time without any prior or special notice and cannot
provide any warranty as to the nature and scope of any particular change. SPICA
International also retains the right to stop further development of a particular product, or to
discontinue a product completely.

© 2020 Spica International

3 Simple Import User's Manual

Modifications upon User Request

In order to meet and surpass the expectations of its users, SPICA International constantly
and systematically collects information about user demands and requirements. This
information plays crucial role in decisions on software product development. Upon user
request, SPICA International will provide information on the status of an individual request or
demand in the context of development planning for the standard products. This information
may include the planned time for the completion of a particular task, if any such time has
been established. Information provided in this way does not make SPICA International in any
way liable for the nature and scope of the actual implementation, licensing policy or time of
delivery. All such information is strictly informal and may change without any notice.

© 2020 Spica International

 Simple Import 4

1.2 Technical support

Technical support and additional information:

Spica International
Pot k sejmiscu 33
1231 Ljubljana
Slovenia

Tel.: +386 1 568 08 00

Email: [email protected]

Further information is available at http://timeandspace.eu.

© 2020 Spica International

 5 Simple Import User's Manual

2 Installation
Copy the application (simpleimport.exe) from distribution media (...Server\Import) into local
directory (e.g. "C:\Program Files (x86)\Spica\TimeSpace").

© 2020 Spica International

 Installation 6

2.1 Import data structure

The first line of the input file must contain names of the fields (e.g. FIRSTNAME; LASTNAME;
ADDRESS; etc.). Each next line of the input file contains one user record (e.g. Rebeldoc;
Johny; Green street 18; etc.). When filling out user's records in the input file, enter data only
in columns you feel important. None of the columns in user's data is obligatory. Field names
and values can be either enclosed in double quotes or without double quotes. Fields must be
separated by a delimiting character (e.g. ';'). All of the input fields are listed in the table
below. The Length column determines the maximum length of a field in characters – longer
values will be truncated during import.

Full name VS First Name and Family Name - user's name can be written in two separate
fields (FIRSTNAME, LASTNAME) or in just one field (NAME). You can select the proper
sequence of NAME field data in the Name format field in the Import dialog. If the NAME field
in an input record contains only one word, the program assumes it is the last name of that
user. If the field contains more than two words, the program assumes that the user has
more than one family name.
Address - field is used for user's current address (e.g. Green Street 18).
City - field is used for user's current city of living (e.g. New York).
Phone - field is used for user's phone number (e.g. 215545495695).
Fax - field is used for user's fax number (e.g. 65454812155).
ID - field contains the identification string of a user. It can contain numbers and other
characters. ID is used when connecting user's data from Time&Space with other systems
(e.g. 100).
Date of Birth - can be specified in one of the following formats: dd/mm/yyyy, dd/mm/yy;
mm/dd/yyyy, mm/dd/yy. The slash ('/') can be any of the date delimiters ('.' '/' '-'). For
entries that do not specify the year, program assumes the current year. Days and months
can be written with or without the leading zero. All unsuccessful date conversions are
logged (e.g. 08.11.1965).
Occupation - field is used, when importing data of visitors’ profession (e.g. Manager).
Badge number - field is used for assigning a badge to a user (e.g. 250000666). Application
can also import multiple badges per person, in this case put the badges text into double
quotes and use comma as the delimiter between badges (e.g. "111111,222222,333333").
The system can operate with badge numbers up to 16 digits.
Company - field is used, when importing data of visitor’s company name (e.g. Pepsi, Inc.).
Division - field is used for assigning division to a user (e.g. Spica Ljubljana), which is lowest
part of 3 level hierarchy.
Department - field is used for assigning department to a user (e.g. Sales), which is middle
level of 3 level hierarchy.
Sub-department - field is used for assigning sub-department to a user (e.g. Senior), which
is highest level of 3 level hierarchy.
Host - field determines whether the user is a visitor or an employee. It can either be TRUE
or FALSE. If the field is not present in the input data the value is assumed to be TRUE.
Picture - field is used for assigning picture to a user. You have to provide full picture path
(e.g. "c:\Documents And Settings\My Picture\RebeldocJohnny.bmp"). The image format must
be in BMP format.
Email - field is used for assigning email address to a user (e.g. [email protected]).
PIN - field is used for assigning PIN code to a user (e.g. 4123). PIN code is used in
verification mode (1:1 comparison) of identifying employees at the terminals.
Hour balance - field is used for entering Running balance interventions for users in Flexi
Time. Balance of hours must be specified in the format: +/- hh:mm (e.g. +11:12).
Overtime - field is used for entering Overtime balance interventions for user in Industrial
Time. Balance of hours must be specified in the format: +/- hh:mm (e.g. -2:02).
Vacation days left - field is used for entering Vacation days left interventions for user in
Flexi and Industrial Time (e.g. 22).
Organization hierarchy name - field is used for assigning employee to a predefined
hierarchy structure (e.g. 10000091). Ids of hierarchy units must be queried from the
ORG_HIERARCHY table.

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7 Simple Import User's Manual

User account name - field is used for creating a user account.

Password - field is used for assigning a password to the user account.
Permission role - field is used for assigning a role to the user account.
Additional fields from 1 to 10 - fields are used to store extra information about the user.

© 2020 Spica International

 Installation 8

Field in the Time&System Length Names of columns in the input file

Full Name 65 NAME

First Name 25 FIRSTNAME
Family Name 40 LASTNAME
Address 50 ADDRESS
City 50 CITY
Phone 15 PHONE
Fax 15 FAX
ID 13 ID
Date of birth BIRTHDAY
Occupation 50 OCCUPATION
Badge number BADGE
Company 50 COMPANY
Division 50 DIVISION
Department 50 DEPT
Sub-department 50 SUBDEPT
Host HOST
Picture PICTURE
Email 30 EMAIL
Pin 6 PIN
Balance of hours BALANCE
Overtime OVERTIME
Vacation days left VACATION

Organization hierarchy name ORGUNIT

User account name 100 USERNAME

Password 20 PASSWORD

Permission role ROLE_ID

Additional field 1 50 ADDITIONAL_FIELD_1

Additional field 2 50 ADDITIONAL_FIELD_2

Additional field 3 50 ADDITIONAL_FIELD_3

Additional field 4 50 ADDITIONAL_FIELD_4

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9 Simple Import User's Manual

Additional field 5 50 ADDITIONAL_FIELD_5

Additional field 6 50 ADDITIONAL_FIELD_6

Additional field 7 50 ADDITIONAL_FIELD_7

Additional field 8 50 ADDITIONAL_FIELD_8

Additional field 9 750 ADDITIONAL_FIELD_9

Additional field 10 750 ADDITIONAL_FIELD_10

Note: For the users assigned to Flexi Time in the Time&Space system, the overtime
information will not affect the calculation (since in Flexi Time we track only balance of hours),
and for the users assigned to Industrial Time, the balance of hours will not affect the
calculation.

© 2020 Spica International

 Installation 10

2.2 Login
To be able to login in Simple Import, you need to use super user account (e.g. TSSPICA).

Login dialog

© 2020 Spica International

11 Simple Import User's Manual

© 2020 Spica International

 Using the application 12

3 Using the application

When you run the program, it opens a dialogue box, where you can set certain import
parameters. In the File field, you enter the name of the file you are importing. After checking
all of the appropriate settings, click Run to start the import. Clicking Cancel will cancel the
import procedure. Clicking Close will close the program and clicking Preview will launch a
preview of the data being imported.

General import parameters:

File - name and location of imported file.

Correction Date - date of the correction of the balance of hours or vacation days.
Delimiter - character separating fields in the input file (e.g. ';'). If fields are separated by
the Tab character check the TAB field.
Date format - denotes the format of user birthdate field in the input file.
Name Format - denotes the sequence of the first name and last name of a user when they
are stored in the same field (Name).
Code Page - select the correct input data code page.
Key Field - select the field that determines record identity for correct identification of
duplicate records or when performing a separate import (e.g. Balance).
Import from CAT - select this option if you are importing a file exported from the CAT
program.
Ignore duplicate records - select this option if you do not want to import existing user
records. Select the appropriate Key Field for the duplicate identification (e.g. ID, Badge or
Last Name/First Name).
Corrections only - select this option if you want to update existing user records or if you
are performing a separate import of the hour balance or overtime. Choose which fields to
update in the Update Fields section.
Last Year Vacation - select this option if you want to import last year’s vacation days that
have not yet been used instead of this year’s vacation days left.
Org. hierarchy names - select the field if you want assign employee to predefined
hierarchy structure.
Update Fields - select the fields to be updated when Corrections Only is selected.

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13 Simple Import User's Manual

Sim ple Im port view

Note: To delete a user account for a specific user use Corrections only mode, enter a
user account name and set permission role parameter to -1 (e.g. Johny;Rebeldoc;Green
Street 18;New York;41666666;65454812155;100;8.11.1965;;250010999;Spica;R&D;Sales;
Senior;;;[email protected];4123;;;;;REBELDOC;;-1).

Note: When inserting corrections only for Balance, Overtime and Vacation, then a restart
of the application is required after every execution.

Idea: All errors during import process are written to the SImport.log file, that can be
found in the same folder as the Simple Import program.

© 2020 Spica International

 Using the application 14

3.1 Previewing imported data

In the Preview dialogue, you can preview the structure of imported data. You can check if you
selected the correct code page in the Import dialogue. Clicking the Next button will result in
displaying the next user record in the input file, while Exit button will close the Preview
dialogue.

Preview view

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