Import Passports

Feature Description:

The passport import feature allows you to bulk add multiple passports using a pre-formatted file. This method simplifies the management process by avoiding the manual addition of each record.

Step 1: Download and Prepare the Template

Download the template file:

A pre-formatted Excel file is provided to organize the data to be imported.

Fill the columns:

The following fields must be completed:

• Collaborator: First and last name.
• Passport Number: Unique identifier.
• Delivery date: Issue date (format: DD/MM/YYYY).
• End Date Validity: Expiry date (format: DD/MM/YYYY).
• Attachment: Link or indication of an attached file, if applicable.
• How: Specific observations or notes.

Required fields:

• Employee, Passport Number, Delivery Date, Validity End Date.

Step 2: Load File

Select file:

• Click the buttonBrowseto choose the Excel file.

Check data:

• The system validates the information and reports errors (missing fields or incorrect format).

Preview recordings:

• Shows which data is ready to import and which data requires correction.

Step 3: Validate and Import

Once the errors have been corrected (if necessary), clickImport.

The system integrates the passports into the database and displays a summary:

• Number of passports successfully imported.
• Number of records rejected.

Advantages of Mass Import:

Saving Time: Simultaneous addition of several passports in a few clicks.

Precision: Standardized format minimizes entry errors.

Efficiency: Ideal for periodic updates or when onboarding new employees.

File Format and Structure:

• Accepted format: Excel (.xlsx).

Columns:

• Collaborator | Passport Number | Delivery Date | End Date Validity | Attachment | How.
• Clear structure: Each column corresponds to a specific field for smooth integration.

Potential Error Messages:

1. Missing Fields: Indicates mandatory columns not filled in.
2. Wrong format: Reports incorrectly formatted dates or other values.
3. Duplications: Alert if a passport number already exists in the system.

This functionality ensures fast, accurate and simplified passport management, especially for large organizations requiring regular updating of information.