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Inbound file data formats

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This is to be used in conjunction with the Inbound integration article.

The details in this article will guide you through the requirements for the types of integration data files that the PageUp system can process. Each data file has its own set of requirements, and where relevant, mandatory fields have been highlighted as they are required for that particular file.

Discussions with your PageUp representative are highly recommended for best practices between your HRIS and PageUp.

User file

A user file is important, and it will populate the system with the recruiters, hiring managers, and approvers who will use the system. This will generally contain all the employees within an organisation.

Unique identifiers like employee numbers or network IDs can be passed to PageUp. These identifiers allow functionality like single sign-on and identification of user records when information is passed back out to the client systems from PageUp.

Clients using 2-way integration will also need to include a unique identifier that is provided by PageUp on the outbound file. This identifier is independent of the employee numbers or network IDs noted above. For more information, refer to Outbound integration.

Things to note:

  • Users will be matched from the source data based on an employee number. This is mapped to the UserID via the import configuration.
  • Users in PageUp who have an Employee number listed that is not found in the data file (i.e., it doesn't match the UserID) will be archived and disabled. The data will not be deleted and will be retained for historical and reporting purposes.
  • Users will be mapped to the default permission group if none is provided.
  • Users included in the data file that do not yet exist in PageUp will be created and set to a status of "Active".
  • Users existing in both the data file and PageUp will be updated from the data file. The status will remain as "Active". Both records (in the file and the system) must have matching "employee numbers".

Date format

It is possible to specify the formatting of all dates within the User import file. Popular date formats include (case sensitive):

Format Details
DD or dd Day
MM Month
yyyy Year
hh Hour
mm Minute

Examples:

dd/MM/yyyy 31/12/2018
MM/dd/yyyy 12/31/2018
yyyy/MM/dd 2018/12/31
dd.MM.yyyy hh.mm 31.12.2018 23.59

User file requirements

The following section details the data formatting requirements for the user file.

Column name Column description Required field Size Type
Employee Number (UserID) Uniquely identifies the User. Can be used for Single sign-on verification if implemented. Y 50 String
Title (Prefix)

Mr, Mrs, Miss, Ms, Dr. (other options may be supported if requested)

Note:

  • Omit commas and full stops from the title.
  • The title is case sensitive and should follow the same format as per the examples provided above (Mr & Mrs).
  • The title can not be in upper case (MR & MRS) or in lower case (mr & mrs).
 N 50 String
First Name First name of the user Y 50 String
Preferred Name Preferred name of the user N 255 String
Last Name Last name of the user Y 50 String
Email Email address of the user Y 255 String
Initials User initials are used throughout the recruitment module to identify the user's ownership of jobs, etc. Y 5 String
Position Position Name/Title of the User's Position e.g., Director of Human Resources N 50 String
Gender

Accepted values include (case insensitive):

  • Male: M, Male
  • Female: F, Female
  • Unspecified: Indeterminate, Intersex, Unspecified, X

No other values are supported

 N 50 String
Active

If Active (1):

  • The user can log into PageUp
  • Can be selected as a Hiring manager, as the Approver for a job.

If Inactive (0):

  • The user cannot log into PageUp
  • Cannot be selected as a Hiring Manager, cannot be selected as the Approver for a job.
 N 1 Bit
Position number (Position ID)

Unique identifier of User's position (must match record in Position file)

Multiple positions for a single employee are not supported.

 N 50 String
Permission Group ID (Permission code) Identifies a permission group within the current PageUp system to which the user will be allocated.
If this is not provided, the user will be allocated to a default (unallocated) permission group.		 N 50 String
Primary Team ID (Team code) Identifies a team within the current PageUp system that the user will be allocated to. If this is not provided, the user will be allocated to a default (unallocated) team. N 50 String
Phone Number Employee's work phone number (desk phone) N 45 String
Mobile Number Employee's mobile phone number (cell phone) N 45 String
Date of Birth Employee's date of birth
Format: dd/MM/yyyy 		N   Date
Badge ID

Uniquely identifies the User. This would be a number that employees use to identify themselves.

This can differ from the employee number.

 N 50 String
Country

The country where the user is currently located. Value can be full country names, or ISO 3166 alpha-2 or ISO 3166 alpha-3 codes.

Note: Country is case sensitive. The first letter should be in upper case and the rest in lower case. For example:

  • Australia
  • United States
  • United Kingdom

It can not be in upper case (AUSTRALIA) or in lower case (australia).

 N 255 String
State State where the user is currently located. The value should be the full state name. N 255 String
PageUp Applicant ID Unique identifier created by PageUp and passed to the client's HRIS as part of a two-way integration. This field is primarily used when the Onboarding module has been implemented. N (Y if Onboarding module in use)   Integer
Ineligible for Performance Review

Used to indicate if an employee is not eligible to be included in a performance review.

Set to True (1) if the employee should be marked as ineligible.
Set to False (0) if the employee should be marked as eligible.

If no value is sent, the user will be defaulted to being eligible.

 N 1 Bit
Ineligible Reason Used in conjunction with the Ineligible for Performance review column, and allows a HRIS to provide a reason as to why an employee has been marked as ineligible. N 255 String

More about Teams

Assigning users to their teams via the integration can add great value as it allows you to separate the users into different groups and control their access to view Jobs, forms, offer letters, and more. The teams are first created within PageUp and can be aligned to an existing attribute within your HRIS. This is generally the department or another level of the Business Units (see below). Including this ID in the User file will allow the teams to be assigned to the desired level of granularity. See below for further details.

Primary and Secondary Teams

Teams (primary)

Team access controls which Position descriptions, requisitions, and applications users can view within the system. This file creates the List of Primary Teams, which can be linked to Jobs and Position Descriptions.

You can assign a Primary Team through the Users file, while Secondary Team(s) can be assigned using the User Team Assignments file (refer to Secondary teams below).

In Higher Education, we recommend organising Teams based on the third level of your organisational hierarchy, typically the Department.

If the User file doesn’t include the PrimaryTeamID for a user, the system will default to the team set as the "Default Team". The system requires that there is always a Team designated as the "Default Team".

Column name Column description Required field Size Type
TeamID Uniquely identifies the Team Y 50 String
Name Name of the Team Y 255 String

Secondary teams

Team access controls which Position descriptions, requisitions, and applications users can view within the system. This file helps manage team assignments and can be used to add or remove team access (any teams not listed will be removed from a user).

The Primary Team can be assigned through the Users file, while Secondary Team(s) can be assigned using the Secondary team file.

Note:

Please ensure the file includes both the Primary Team Assignment and any Secondary Teams.

Column name Column description Required field Size Type
UserID Uniquely identifies the User profile Y 50 String
TeamID Uniquely identifies the Team to be assigned Y 50 String

When only the User and Team files are used

  • Adding Only: The User Import process only adds teams; it never removes them.
  • Team Accumulation: If a user's PrimaryTeamID changes in subsequent feeds, the new team is added, but the old one is retained as a secondary team. A user can accumulate many teams over time.
  • Primary Team: The PrimaryTeam ID field on the User file always designates the user's primary team, but they can be a member of other "secondary" teams as well. The most recently imported team becomes the new Primary Team for the user.
  • Team File Behavior: The Team File lists available teams. If a team is removed from this file, it is not deleted or archived in the system. Teams can only be manually deleted from the front end after all associations have been removed.

When the Secondary Team file is also used

  • Maintenance: This is the only automated way to add and remove user-team linkages via a feed.
  • File Structure: The Secondary team inbound file is a separate flat file that uses only the structure of UserID|TeamID.
  • Required Data: This file must include all team alignments for a user, including the primary team that is also listed on the User file.
  • Removal Logic: If a UserID|TeamID record is removed from the Secondary team inbound file, the user is automatically removed from that corresponding team in the system.
  • Apostrophe Warning: Avoid including an apostrophe or single quote when adding in TeamID as the file will not process.

Position

An important file that is used to link all other files together and build the position hierarchy. This will mostly contain the ID references for other files being sent across.

Position details are also used where Jobs can be pre-populated with information linked to positions, such as cost centre and pay-scale information. Offers can be made against positions, and new hire information can be passed back to client systems via an outbound integration.

Additionally, position information is important when any of the employee services modules, such as succession, performance, compensation, or development, are enabled, as the manager-employee relationship is based on a position hierarchy that exists and has employees assigned to each position. For example, the organisational chart in employee services will only show a user the employees who have been linked to a position that reports to the logged-in user's position.

Where there are multiple employees linked to the same position number, the system can be configured to work alongside the import of your User and Position files, ensuring that the employees with the same position are unique. For example:

  • John Smith has an employee number of EN033 and is connected to position number P09942.
  • Sue Thompson has an employee number of RA026 and is connected to position number P09942.
  • Both these employees share the same position, which the system recognises as duplicates.
  • With the system configured to handle duplicate positions, John Smith's position will be "P09942 (EN033)", and Sue Thompson's position will be "P09942 (RA026)".
  • Both now have a unique position number.
  • The original position number P09942 remains unique and free of an incumbent.

For handling duplicate positions, consult your PageUp representative for the best configuration approach.

Position file requirements

The following section details the data formatting requirements for the position file.

Column name Column description Required field Size Type
Position number Uniquely identifies the position Y 50 String
Title Title of the position Y 255 String
FTE Full time equivalent N   Money
Funded Determines if the position has been budgeted for N 1 Bit
Critical Determines if the position is critical to the organisation N 1 Bit
Pay scale number

Unique identifier of the position's pay scale

Note: The ID must match the record in the Pay scale file.

 N 50 String
Parent position number

Unique identifier of the position's manager/parent position

Note: The ID must match the record in the Position file.

 N 50 String
Business unit level 1 number

Unique identifier of the position's Business unit level 1

Note: The ID must match the record in the Business unit level 1 file.

 N 50 String
Business unit level 2 number

Unique identifier of the position's Business unit level 2

Note: The ID must match the record in the Business unit level 2 file.

 N 50 String
Business unit level 3 number

Unique identifier of the position's Business unit level 3

Note: The ID must match the record in the Business unit level 3 file.

 N 50 String
Business unit level 4 number

Unique identifier of the position's Business unit level 4

Note: The ID must match the record in the Business unit level 4 file.

 N 50 String
Cost centre number

Unique identifier of the position's Cost centre

Note: The ID must match the record in the Cost centre file.

 N 50 String
Role number

Unique identifier of the position's Role

Note: The ID must match the record in the Role file.

 N 50 String
Site

Unique identifier of the position's Site

Note: The ID must match the record in the Site file.

 N 50 String
Agreement type number

Unique identifier of the position's Agreement type

Note: The ID must match the record in the Agreement type file.

 N 50 String
Agreement number

Unique identifier of the position's Agreement

Note: The ID must match the record in the Agreement file.

 N 50 String
Agreement classification number

Unique identifier of the position's Agreement classification

Note: The ID must match the record in the Agreement classification file.

 N 50 String
Job type

The type of position

Note: The ID must match the record in the Job type file.

 N 50 String
Job sector

The Job sector of the position

Note: The ID must match the record in the Job sector file.

 N 50 String
Vacant Y/N field. Can be used to filter only Vacant Positions. N 1 Bit
Vacant Date Can be used to filter positions that are to be vacant. Format: YYYY-MM-DD N 50 Date
Delegation level ID Position delegation level N   Integer
Supplementary field 1 Additional supporting information N 255 String
Supplementary field 2 Additional supporting information N 255 String
Supplementary field 3 Additional supporting information N 255 String
Supplementary field 4 Additional supporting information N 255 String
Supplementary field 5 Additional supporting information N 255 String
Supplementary field 6 Additional supporting information N 255 String
Supplementary field 7 Additional supporting information N 255 String
Supplementary field 8 Additional supporting information N 255 String
Supplementary field 9 Additional supporting information N 255 String
Supplementary field 10 Additional supporting information N 255 String
Supplementary field bool 1 Additional supporting information N 1 Bit
Supplementary field bool 2 Additional supporting information N 1 Bit
Supplementary field bool 3 Additional supporting information N 1 Bit
Supplementary field bool 4 Additional supporting information N 1 Bit
Supplementary field bool 5 Additional supporting information N 1 Bit
Supplementary field large 1 Additional supporting information N No limit String
Supplementary field large 2 Additional supporting information N No limit String
Supplementary field large 3 Additional supporting information N No limit String
Supplementary field large 4 Additional supporting information N No limit String
Supplementary field large 5 Additional supporting information N No limit String
Supplementary field large 6 Additional supporting information N No limit String
Supplementary field large 7 Additional supporting information N No limit String
Supplementary field large 8 Additional supporting information N No limit String
Supplementary field large 9 Additional supporting information N No limit String
Supplementary field large 10 Additional supporting information N No limit String
Supplementary date field 1 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 2 Supplementary date data associated with the position 
Format: YYYY-MM-DD
 		 N   Date
Supplementary date field 3 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 4 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 5 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 6 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 7 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 8 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 9 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date
Supplementary date field 10 Supplementary date data associated with the position
Format: YYYY-MM-DD 		N   Date

Control position-to-position access

This provides the ability to control employees based on the position hierarchy and is linked to the position numbers provided in the position file. A controller can have many controllees as long as they have the right permissions to do so.

Refer to the articles on Controlling employees and Searching employees within the Performance administration section for more details.

Control position-to-position access file requirements

The following section details the data formatting requirements for the control position-to-position access file.

Column name Column description Required field Size Type
ControllerPositionID Uniquely identifies the Controller's Position ID (the position that needs to do the controlling) Y 50 String
ControlleePositionID Uniquely identifies the Controllee's Position ID (the position being controlled) Y 50 String

Business units

PageUp accepts up to four business unit files (max). Business unit level 1 is the highest grouping level. Subsequent business units must reference the preceding one with the preceding business unit ID. Each subsequent business unit can only relate to one in the previous level, as the data is displayed in a hierarchical format. 

Things to note:

  • Each ID for each business unit must be unique in the files.
  • If your file has non-unique IDs, the system will only import the first occurrence of each ID, i.e., the first row that it finds.

Business Unit Level 1 file requirements

The following section details the data formatting requirements for the business unit level 1 file.

Column name Column description Required field Size Type
Number Uniquely identifies Business unit level 1 Y 255 String
Name Name of Business unit level 1 Y 255 String

Business Unit Level 2 file requirements

The following section details the data formatting requirements for the business unit level 2 file.

Column name Column description Required field Size Type
Number Uniquely identifies Business unit level 2 Y 255 String
Name Name of Business unit level 2 Y 255 String
Business unit level 1 number

Identifies which business unit from the previous file this business falls under

Note: The ID must match the record in the Business Unit Level 1 file.

 Y 255 String

Business Unit Level 3 file requirements

The following section details the data formatting requirements for the business unit level 3 file.

Column name Column description Required field Size Type
Number Uniquely identifies Business unit level 3 Y 255 String
Name Name of Business unit level 3 Y 255 String
Business unit level 2 number

Identifies which business unit from the previous file this business falls under

Note: The ID must match the record in the Business Unit Level 2 file.

 Y 255 String

Business Unit Level 4 file requirements

The following section details the data formatting requirements for the business unit level 4 file.

Column name Column description Required field Size Type
Number Uniquely identifies Business unit level 4 Y 255 String
Name Name of Business unit level 4 Y 255 String
Business unit level 3 number

Identifies which business unit from the previous file this business falls under

Note: The ID must match the record in the Business Unit Level 3 file.

 Y 255 String

Cost centre

The cost centre is linked to a job or permission and allows for the tracking of costs against a job.

Cost centre file requirements

The following section details the data formatting requirements for the cost centre file.

Column name Column description Required field Size Type
Cost centre number Uniquely identifies the Cost centre Y 50 String
Description Description of Cost centre
(often the same as the cost centre number)		 Y 255 String

Site

A site describes the physical location of a job.

Site file requirements

The following section details the data formatting requirements for the site file.

Column name Column description Required field Size Type
Site number Identifies the site Y 50 String
Title Title of the site Y 255 String
Address line 1 First line of the site's address N 255 String
Address line 2 Second line of the site's address N 255 String
Suburb/City Suburb/City of the site N 255 String
Post code/ZIP Post code/ZIP of the site N 255 String
Country Country of the site (the full descriptor or ISO Alpha-3 is supported.) N 255 String
State State of the site N 255 String

Pay scale

A pay scale defines the salary range for a job/position.

Pay scale file requirements

The following section details the data formatting requirements for the pay scale file.

Column name Column description Required field Size Type
Pay scale number Uniquely identifies the pay scale Y 50 String
Description Description of the pay scale N 255 String
Pay scale minimum The lower range of the pay scale N 8 Money
Pay scale maximum The upper range of the pay scale N 8 Money
Pay scale middle The mid-range of the pay scale N 8 Money
Additional note Additional notes for the pay scale N 65,000 String
Currency The ISO 4217 currency code of the pay scale item N 3 String

Pay scale area

The area that the pay scale is connected to.

Pay scale area file requirements

The following section details the data formatting requirements for the pay scale area file.

Column name Column description Required field Size Type
Pay scale area number Uniquely identifies the pay scale area Y 50 String
Description Description of the pay scale area N 255 String

Role

Roles are aligned to positions and can be linked to a performance review template.

Role file requirements

The following section details the data formatting requirements for the role file.

Column name Column description Required field Size Type
Role number Uniquely identifies the role Y 50 String
Title Title of the role Y 255 String
Competency level Competency level that this role is associated with
(must match record in existing competency levels)		 N 50 String
Role Template Role template code that matches a performance review template. If the review template code is blank or no match is found, the feed will ignore the review template code. N 50 String

Job type

A Job type can be used to categorise jobs. For example, Full time or part time.

Job type file requirements

The following section details the data formatting requirements for the job type file.

Column name Column description Required field Size Type
Job type number Uniquely identifies the job type Y 50 String
Description Description of the job type Y 1000 String

Job sector

Job sectors are generally used to identify the industry for a job.

Job sector file requirements

The following section details the data formatting requirements for the job sector file.

Column name Column description Required field Size Type
Job sector number Uniquely identifies the job sector Y 50 String
Name Description of the job sector Y 255 String

Agreement type

An agreement type defines the types of agreements that are applicable to a position.

Agreement type file requirements

The following section details the data formatting requirements for the agreement type file.

Column name Column description Required field Size Type
Agreement type number Uniquely identifies the agreement type Y 50 String
Name Description of the agreement type Y 255 String

Agreement

An agreement defines the employment conditions associated with a position.

Agreement file requirements

The following section details the data formatting requirements for the agreement file.

Column name Column description Required field Size Type
Agreement number Uniquely identifies the agreement Y 50 String
Name Description of the agreement Y 255 String
Agreement type number

Identifies which agreement type from the previous file this agreement falls under

Note: The ID must match the record in the Agreement type file.

 Y 50 String
Supplementary field 1 Supporting information N 255 String
Supplementary field 2 Supporting information N 255 String
Supplementary field 3 Supporting information N 255 String
Supplementary field 4 Supporting information N 255 String
Supplementary field 5 Supporting information N 255 String
Supplementary field 6 Supporting information N 255 String

Agreement classification

An agreement classification defines sub-categories of agreements.

Agreement classification file requirements

The following section details the data formatting requirements for the agreement classification file.

Column name Column description Required field Size Type
Agreement classification number Uniquely identifies the agreement classification Y 50 String
Name Description of the agreement classification Y 255 String
Agreement number

Identifies which agreement from the previous file this agreement falls under

Note: The ID must match the record in the Agreement file.

 Y 50 String
Supplementary field 1 Supporting information N 255 String
Supplementary field 2 Supporting information N 255 String
Supplementary field 3 Supporting information N 255 String
Supplementary field 4 Supporting information N 255 String
Supplementary field 5 Supporting information N 255 String
Supplementary field 6 Supporting information N 255 String

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