Archive Employees

Using the archive functionality removes employees from your Org structure so they are not counted against your license count, but still lets you restore their records if/when required.

Archiving Employees can either be completed immediately, or can be set up as a Timed Event. If you are accessing this procedure from the Event procedure, you have likely already configured your import spreadsheet. If this is the case, proceed to step 2 of Archive Employees procedure. If you have not configured your archive information, start at the beginning.

To open the CSV file in Microsoft Excel:

1. Click here to access a CSV file containing the relevant Import Employees fields.

The File Download dialog appears.

2. Click Save.

Please note:  Do NOT click Open.  If you do, the file will open in the Help window, with no way to save any changes you may wish to make.

The Save As dialog appears.

3. Navigate to a desired location.
4. (optional) Enter a new name for the archive employees file.
5. Click OK.

The Download Complete dialog appears.

6. Click Open.

The CSV file opens in Microsoft Excel.

Open the exported file from your HRIS or EPS system in Microsoft Excel

To view all property (column) names:

1. Highlight the columns in the Microsoft Excel file.
2. Place your cursor at the border between the last two columns.
3. Double-click to make the columns the width of the column names.

To combine the CSV template with the exported File

1. Copy the information in the columns of the exported file, and place the information in the corresponding columns of the CSV Import Employees template.
2. For any custom properties, enter the column header with the same name as was entered as a custom property in TRACCESS CI.

The information for one Employee occupies one row of the spreadsheet.

3. Select File/ Save As from the main menu.

The Save As dialog appears.

4. Navigate to an appropriate location.
5. In the Save as type field, select Unicode text.

The import will also accept other file types such as .txt, .csv, .xls.  However, if you wish to import any special characters (such as accents or unicode), selecting Unicode text is the only format that will import the information properly.

6. Enter a file name, and click Save.

To archive employees:

1. Select Maintenance > Batch Processing > Archive Employees from the main menu.

The Archive Employees dialog appears.

2. Click the ellipsis button next to the File field.

A standard Open dialog appears.

3. Navigate to the archive file, select it, and click Open.

The file name appears in the File field.

4. Select the file delimiter, Comma or Tab, from the File Delimiter dropdown menu. (This must match the format used in your import file.)

5. Choose from the options listed on the left:
   
   Display Log File - Displays the View Archive Log dialog, showing the log file information.
   Send Completion Message - Sends a copy of the log file to your email.
    
6. Select the properties you want to match with the current database information from the Match Properties box.
7. Click Archive. One of two dialogs can appear:

If you selected the Display Log File Option, the View Archive Employees Log will appear. You can copy & paste this information into another document, or if you selected the Send Completion Message, this information is sent to your email. This log indicates how many records were successfully imported and the amount of warnings and errors. For more info, visit View Archive Log.

Click Close.

-or-

If your did not select the Display Log File option, a dialog will appear indicating whether or not your import was successful.

Click OK.

Note: If you selected the Send Completion Message only, you will receive the log file information in your email.

Your archive is now complete.