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Import Contract History

Summary

 The Import Contract History feature allows administrators to bulk import the contract history of users. You can add multiple contract history entries for a single user, ensuring that each entry has a unique effective date. This process helps maintain a detailed record of user contracts over time. Imported contract data will not affect the existing active contract, as it will be logged as history.


In this article

  • Before you begin
  • Step 1:  Access the Import Contract History section
  • Step 2:  Download and fill the template
  •  Step 3: Upload the filled template
  • Step 4:  Handle validation errors
  •  Step 5: Verify the imported contract history
  • Frequently Asked Questions (FAQ)

Before you begin

  • You must have admin permissions for the Import tab to access the Import Contract History feature.
  • Ensure the email IDs used in the import belong to existing users on the platform.
  • The effective date for each contract history entry must be unique for a given user—duplicate effective dates for the same user will result in an error.
  • All fields in the template are optional; you can choose to import only the necessary data.
  • Please note: The imported contract history will not affect any existing active contract. The new data will be logged as historical information.

Step 1. Access the Import Contract History section

  1. Log into your Plumm admin account.
  2. Navigate to the Import tab from the main dashboard.
  3. Click on Import Staff from the drop-down menu.
  4. Select Import Contract History from the options.

Step 2.  Download and fill the template

  1. In the Import Contract History section, click on Download Template.
  2. Open the downloaded Excel file.
  3. Fill in the contract history data for the users, ensuring the email IDs correspond to existing users.
  4. Enter the contract details and effective dates. Make sure each contract history entry for a user has a unique effective date (duplicate dates will trigger an error).
  5. Save the filled template once all necessary data has been entered.

Step 3. Upload the filled template

  1. Return to the Import Contract History section in Plumm.
  2. Click on Upload Template.
  3. Select the updated Excel file from your device.
  4. Click Upload to begin the import process.

Step 4. Handle validation errors

  1. If there is an issue with the data (e.g., duplicate effective dates or incorrect date format), a validation error will appear.
  2. Review the error message provided (e.g., "Duplicate effective date for user" or "Incorrect date format").
  3. Correct the errors in the Excel file (ensure the effective dates are unique and the date format follows the correct pattern).
  4. Re-upload the corrected file.
  5. You may choose to skip errors, but be aware that skipped errors will not be imported to the user's profile.

Step 5. Verify the imported contract history

  1. Once the file has been successfully uploaded and the errors have been resolved, the contract history data will be updated in the system.
  2. You can verify the updates by checking the affected users' profiles and confirming that the contract history information is reflected correctly.

Frequently Asked Questions (FAQ)

1. Can I use the same effective date for multiple contract history entries for the same user?

No, the effective date for each contract history entry must be unique for each user. If the same effective date is used, an error will be triggered.

2. What happens if I skip an error during the upload process?

 If you skip an error, the data associated with that error will not be imported into the user's profile. It is recommended to fix errors before proceeding.

3. What if I encounter a date format error?

If the date format is incorrect, the system will display an error. Ensure the date format follows the system’s required format (e.g., DD/MM/YYYY).

4. Can I import contract histories for new users?

No, only existing users with valid email IDs can be included in the import. New users must be added to the platform before their contract history can be imported.
 

5. Will the imported contract history affect an existing active contract?

No, the imported contract history will not affect the user's active contract. The data will be logged as historical information while the current active contract remains unchanged.

6. How can I verify that the contract history import was successful?

After the import, you can check the user profiles to confirm that the contract history has been updated. The data should reflect the changes made in the template.