Public

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

The details on this page will guide you through the requirements for the types of integration data files that the PageUp web application 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 recommended for best practices between your HRIS and the PageUp web application.

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 will be mapped to the default permission group if none is provided
• Users included in the data file which do not exist in the PageUp Web application will be created and set to a status of 'Active'.
• Users existing in both the data file and the PageUp Web application will be updated from the data file. The status will remain as 'Active'. Both records (in the file and in the web application) must have matching "employee numbers".
• Users in the PageUp Web application that are not found in the data file will be archived and disabled. The data will not be deleted and will be retained for historical and reporting purposes.

Date format

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

• 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	255	String
Preferred Name	Preferred name of the user	N	255	String
Last Name	Last name of the user	Y	255	String
Email	Email address of the user	Y	255	String
Initials	User initials are used throughout the recruitment module to identify 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 Can be selected as a Hiring Manager, can 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 that the user will be allocated to. 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	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 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.

Position

An important file that is used to link all other files together and builds 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 existing and having 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.

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 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.

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