OnTrax Timesheets allows for the importation of key information in order to assist in setting up the system. is designed to import information from your other programs for easy start up, or to interface with existing software. The OnTrax Timesheets may import specific spreadsheet information directly or can integrate with the Sage Accpac ERP system. When integrating with the Sage Accpac ERP system the systems need to be in locations so the two systems can communicate with each other. This type of communication is also important for exporting information from OnTrax Timesheets to the Sage Accpac ERP system.
(For the Sage Accpac ERP Integration, Scroll below)
Importing from an Excel Spreadsheet:
You can import existing user information from an Excel spreadsheet and populate all fields, or you can import some information and set master defaults for the rest of the fields. This will place the same information in a field for all records being imported, while importing the variable information from your interface file. In this example, we have a spreadsheet of information for a couple of users most fields are alpha/numeric in character. The salaried & budget fields require "True or False" Booleans- Spell out the entire word False or True for the correct value. The import file must be in a CSV or text file format. Ontrax does not recognize the Excel spreadsheet format.
Select "Integration" from the main toolbar of the OnTrax Timesheets and select "Import" from the submenu. Check the drop down list for the type of Import you would like (in this case the "User Master" import) and select the browse button to locate your file to import.
Once the file is selected, Move below the grid and select the "Load/View File" Button. This will open the data in a window that previews the data to be imported. There are red and green lights next to the data (as seen below).
The green lights are next to rows for users that have all the information fields filled out correctly. You must fill in all fields as they are seen, in order from the drop down list and make sure they match with the cells on your spread sheet. In rows with cells with bad or no information, the OnTrax Timesheets will show a red light at the beginning of the row and an error column in the last cell to the right. (For error column, see below)
In the example of the preview screen above, the first set of cells in the top row are the name categories so this information would not be imported as a user. Having a red light at the beginning of this row means this non information will not be imported. The second row is user information and the error shows that there is a problems importing the sysadmin name. That's because in this company, the sysadmin is not a user name, whereas TODD is. TODD happens to be the companies system administrator, but changed the sysadmin licence key to TODD to use his own name. By editing the spreadsheet to be imported you can correct this error field and this record will be ready for import as well.
Now that the records to be imported are green, its time to import. Close the import preview screen by selecting the "X" in the top right corner of the window to close it.
Type the name you would like to give the import into the text box, and select "Save/Import Data" This pulls the records that were green into the program and applies the information into the appropriate fields. After the import is done, a message will say that the information has been imported. Now log out of the program and then back in, so the OnTrax Timesheets will take the imported information and populate the appropriate areas. After Importing information, you have to select each user in the user master area and create their user settings. Rates have been imported, however you must set time, expense and project assignments.
LOAD PARAMETER/SAVE PARAMETER BUTTONS
On the import screen you have the ability to save certain parameters that will import the same information for each user across the board in that field. When you "Load/view" a file, you may now save certain parameters for each field. The right hand column says direct import, however you can override with the drop down arrow next to it.
After typing in a parameter name, you can change as many fields as you would like too default information. As an example, you can set OnTrax Timesheets import so that all users get assigned the same password on first log in (as with the OnTrax Timesheets) Choose the right column, select fixed value and type in the fixed value. Another example is if all the users being imported in have the same internal rate of pay. Set the fixed value and enter the dollar amount in the fixed value column. Salary True/False field can be set. For salaried users the default =true/ For hourly the users value =false. This field can only be set if all users being imported are either salary or hourly.