Configure Field Mapping
  • 03 Apr 2024
  • 5 Minutes to read
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Configure Field Mapping

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Article Summary

When the integration is added, connection tested and the .csv file is in the configured FTP/SFTP folder, you are ready to proceed to data mapping. Follow these steps to map data for synchronization:

  1. First of all, the .csv file data scheme must be uploaded to Lanteria HR. Under Settings > Settings and Configuration > Integrations > Employee Integration, locate the newly created integration and click Get for Mapping in the Source Scheme column. 
  2. A message will display informing that the data source scheme was successfully updated and how many fields (first line fields from the .csv file separated with the delimiter specified when creating the integration) were found. Also, the Configure button will display in the List Mapping column. Click Configure
  3. On the page that opens, you can see lists in which data will be updated based on the .csv file. By default, it is only the Employees list. You cannot remove Employees from the lists for synchronization, since it's a basic list that is being updated. You can add other (additional) lists that are connected with the Employees list through lookups. Select a list and click Add. 
  4. To set up the field mapping for a list, click Configure. 
  5. For the Employees list fields that must be updated, select the corresponding fields from the .csv file. 
    The list of the fields you can choose from is identified when you click Get for Mapping or Update for Mapping for the Source Scheme. For example, in the .csv file with such structure  the following fields have been recognized

    The text is recognized as a field if it is in the first line of the file and is separated with the delimiter specified when creating an integration.

    For the Employees list, the Full Name, Job Role, Org Unit and key field are mandatory to be mapped.
  6. When mapping the fields of different types, you have the following options:
    • Text (single line of text), Note (multiple line of text)- have option to combine value with another field from the source .csv file. Values will be combined together with the space delimiter. For example, if the source file doesn't have the Full Name field, but has First Name and Last Name, these can be combined when mapping to get the full name for Lanteria HR. 
      For the single line of text, if length of text exceeds 255 symbols, it will be trimmed and the extra text won't be saved.
    • Lookup - The lookup values can be mapped by any single line of text or number field. Select it in the Bind by field that becomes available after mapping a lookup. Also, select what is to be done if a lookup value wasn't found. Set the Value not found setting to one of the following values:
      • Skip Item Processing - default choice - if a lookup value is not found, an error will be recorded to the log and the item with unknown lookup value won't be processed.
      • Ignore Item Field Processing - this option is available only for non-mandatory fields and for non-self-lookups (like Manager, etc). If value is not found, an error won't be recorded and item will be updated without changing the value of that field.
      • Automatically create choice/item with that value - if the value is not found, the missing item will be created, and if the mapped field (Code or Title) is filled in for the created item, the employee record will be processed and the missing item filled in. 
    • DateTime - Specify the date format of the source file field. 
    • Choice - For the choice fields, it is possible to transform the source value. For each choice, you can specify how the value of the source file corresponds to the Lanteria HR field value. For example, in the source file, the gender is marked as M or F, whereas in Lanteria HR, it is Female or Mail. Specify it when mapping the Gender field.  The choice fields have the same options for the value not found action as lookups.
    • Number
    • Yes/No - for the Boolean fields, the value will be interpreted as true if it equals 1, y, yes or true.
    • Hyperlink or Picture
  7. When all the fields have been mapped, click Save.

The data syn—Āhronization is performed by the Employee Integration system job. It must be enabled either through Settings > Settings and Configuration > System Settings > System Jobs or Settings > Settings and Configuration > Integrations > Employee Integration. The enabled job will run daily overnight, but you can run it manually by clicking Run the job now under Settings > Settings and Configuration > Integrations > Employee IntegrationAfter running the job, the Lanteria HR Employees list and any other mapped lists will be updated with the most recent information from the .csv file. If any errors occur, the email will be sent to the mail address specified when adding the integration. Also, the errors will be displayed in the Event Viewer and filed and stored to the Processed Files And Logs folder on the FTP/SFTP server. 

After completing the integration setup and running the job for the first time, the Processed Files And Logs folder will be created in the configured file directory and a file with the timestamp in format yyyy-MM-dd_HH-mm-ss will be added to it. If there are any errors, the {fileName}_log.txt with the error information will be created in the same Processed Files And Logs directory. After running the job for the second time and on, if the files are created successfully, the old files from the Processed Files And Logs folder are deleted based on the Log Files Storage Duration Days setting. The files to be removed are identified by the yyyy-MM-dd_HH-mm-ss. Please do not rename the files if you want them to be automatically removed.

If a new employee is being created based on the .csv file and the Employment Status field is not mapped, the status will be set to Active.

If the Termination Date and Termination Reason fields are mapped and a non-terminated employee in Lanteria HR has these fields filled in in the .csv file, the employee is terminated. If employee has a termination record, it is updated with new data, otherwise, a new one is created. After termination, the employment history is updated.

If employee doesn't have an active main assignment or termination (for terminated employee) in the employment history, a new employment history record will be created. If employee has an active main assignment, and the job role or org unit changed, the current assignment will be closed as of yesterday and a new one will be created starting from today.

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