Import Insurance

The functionality ofimporting insuranceallows you to add several insurance contracts to the system in a single operation, from a pre-formatted file. This process optimizes management and guarantees data consistency, especially for companies with a large volume of insurance to register.

Step 1: Preparing the File

Supported Format:

• Excel file (.xlsx) or CSV.

Data Structure:

The file must contain the following columns:

Required Fields:

• Collaborator:Name and first name of the employee associated with the insurance.
• Registration number:Unique identifier of the employee.
• Start date:Start date of contract validity (format: dd/mm/yyyy).
• End date:Contract expiration date (format: dd/mm/yyyy).

Optional Fields:

• Optional Fields:

• Insurance type:Type or category of insurance (e.g. health, automobile, home).
• Certificate No.:Unique reference assigned to the contract.
• Font Number:Policy number issued by the insurance company.
• Duration:Validity period in months or years.
• Insurance Company:Name of insurance company.
• Amount excluding tax:Cost of the contract excluding taxes.
• Insurance intermediary:Responsible broker or agency.
• VAT:VAT rate applied.
• Amount including tax:Total amount, including taxes.
• Attachment:Additional documents associated with the contract (links or files).
• How:Notes or remarks.

Step 2: Load the Insurance File

Access the import tool:
In the sectionInsurance Management, click on the optionInsurance Import.

Download the template:
If necessary, use the available template to organize your data.

Load the file:
Click onBrowse, locate the prepared file on your device and select it.

Data Analysis:
The system automatically checks the contents of the file:

• Valid data:Lines ready for import.
• Incorrect data:Errors reported (e.g. missing required fields or incorrect formats).

Data summary:
Before the final import, a summary table is displayed:

• Total number of lines.
• Number of valid lines.
• Error lines requiring correction.

Step 3: Data Verification and Validation

Identifying errors:
The system highlights problems:

• Absence of mandatory fields (Collaborator, Registration number, Start Date, End Date).
• Incorrect format of dates or amounts.

• Correction of errors:
  Download the error report, fix anomalies in the source file, and reload the corrected file.

Validation of correct lines:
Check the information for each valid row:

• Collaborator and Number.
• Start and end dates.
• Type and Amount of insurance.

Step 4: Finalize the Import

1. Proceed with the final import:
   Click onImportto validate and register insurances in the system.

2. Import confirmation:
   A notification confirms that the operation was completed successfully:

   • Valid insurances are recorded in the database.
   • A report indicates any lines not imported.

Benefits of the Feature

1. Efficiency:
   Mass addition of contracts, reducing manual entry time.

2. Precision :
   Validation of data before import to ensure accuracy.

3. Optimization:
   Simplifies insurance management, even for a large volume of data.

4. Transparency:
   Ensures traceability of information, facilitating audits and monitoring.

This insurance import functionality allows simplified, fast and reliable management of contractual data, adapted to the needs of large organizations and managers in charge of several contracts.