DynamicsPlus

How to import worker attachments

In today’s fast-paced business environment, efficiency is paramount. Every tool that streamlines processes and enhances productivity is invaluable. Microsoft Dynamics 365 Human Resources (D365 HR) is one such tool, empowering organizations to manage their workforce seamlessly. Within this robust system lies the capability to import worker attachments, a feature that can significantly enhance efficiency in managing employee documents. 

Some examples of the types of worker attachments that can be added to an employee’s profile in Dynamics 365 Finance & Operations include:

  1. Resumes and CVs: These documents can be attached to an employee’s profile to provide an overview of their work experience, education, and qualifications.
  2. Certifications and licenses: Documents related to an employee’s certifications or licenses, such as a nursing license or professional certification, can be attached to their profile.
  3. Performance reviews: Performance review documents can be attached to an employee’s profile to provide a record of their performance over time.
  4. Disciplinary actions: If an employee has received a warning or disciplinary action, documents related to the incident can be attached to their profile.
  5. Emergency contacts: Emergency contact information for an employee can be attached to their profile for quick and easy access in the event of an emergency.

In this article, we’ll delve into the process of importing worker attachments in D365 HR, providing a step-by-step guide to streamline your HR operations.

Understanding Worker Attachments

Before diving into the import process, it’s essential to understand what worker attachments are and their significance within D365 HR. Worker attachments encompass a wide range of documents associated with employees, including resumes, certifications, contracts, performance appraisals, and more. These attachments are vital for maintaining comprehensive employee records and ensuring compliance with regulatory requirements.

Benefits of Importing Worker Attachments

Manually uploading each worker attachment can be time-consuming, especially for organizations with a large workforce. Importing attachments in bulk offers several advantages:

  1. Time Efficiency: Importing attachments in bulk saves significant time compared to manual uploads, allowing HR professionals to focus on more strategic tasks.
  2. Accuracy: Importing attachments reduces the risk of errors that may occur during manual data entry, ensuring data accuracy and integrity.
  3. Compliance: By centralizing document management and ensuring all necessary attachments are readily accessible, organizations can maintain compliance with regulatory standards.

Step-by-Step Guide to Importing Worker Attachments

Now, let’s walk through the process of importing worker attachments in Dynamics 365 Human Resources:

Step 1: First export worker attachments.

Go to Data management workspace > Click on export tile > Create a new export project.

Provide the group name, description.

Add an entity – Worker document attachments.


Click on export now.

Once the export is succeeded, download the package.

 

Step 2: Import worker attachments.

1.Extract the package download in the above step. Edit the excel and remove all existing entries.

2.Add the below details to your excel.

  • DocumentI 2– Generate the new guid and add in excel
  • FileName – Add file name
  • FileType – Add file type. For example, docx, txt, pdf, etc.
  • Name – Name of the file 
  • Person – Add the person recid of the employee. 

Note: You can get personRecId from below location.

  • PersonnelNumber – Add the personnel number of the worker
  • FileContentsFileName – This must be your filename.extension. For example, BenjaminCV.doc

Your file must look like below after adding the above information in the excel.

4. Copy your file to Resources > Your Folder name > filename.extension

5.Select all files in the folder and make it zip.

6.Go to Data management workspace and click on import tile.

7.Provide the group name and description

8.Add file, select source data format as Package and upload the zip file as package.

9. Click on Import now.

10. Once the import is successful, verify the data for the Benjamin.

Summary

Importing worker attachments in Dynamics 365 Human Resources offers a streamlined approach to managing employee documents, enhancing efficiency, accuracy, and compliance. By following the step-by-step guide outlined in this article, organizations can leverage the full potential of D365 HR to optimize their HR operations. Embracing automation and digitalization not only saves time and resources but also empowers HR professionals to focus on strategic initiatives that drive business growth and success.

2 Comments

  1. Hi! I cant find that entity in the DM entity list. Im not sure what im missing. Thank you.

    1. Hi Abigail,

      What is your version of D365 FO? Try to refresh entity list and check again.

Leave a Reply

Your email address will not be published. Required fields are marked *