Bulk Update Existing Job Information in the Employee Profile

If you need to update any information in the Job section, you can do so by importing the data in bulk instead of updating each employee manually. This method saves time and ensures data consistency across multiple profiles. 

Before you begin : 

• Prepare the Excel template before performing the import.
• Ensure you have access rights to perform bulk updates in the system.
• Identify the employees and job information fields you need to update (e.g., Teams, Departments, or any fields related to Job Information).

TABLE OF CONTENTS

• Step 1 : Prepare the Excel Template 
  • ⚠️ Important Notes
• Step 2 : Import Data 

Step 1 : Prepare the Excel Template 

1. Download a master report :

   • Generate a custom master report of the Job section containing all relevant fields. Here for more guide to Generating Custom Reports

   • Use this report as your template file for bulk updates and as a reference point to compare existing data with the updated information later.

   • Select all job fields to ensure you have complete data for reference.

   • Example of Master Report Job Section [LINK] :Note : Your report fields might vary, as the report is generated based on all the fields in Job Information, including any custom fields you’ve created. 
     
     
     

2. Prepare the Data File for Import  : Let’s use a simple scenario for easier understanding

   • Scenario : You need to bulk update 5 employees' Job Information fields such as Department and Team.  
   • Data Example [Data for Import - LINK] 

   
   

   Steps to Prepare Your Data File: 
   

   • Create a new of excel file, and copy all column from the Master Report you previously downloaded. 
   • Copy the employee records you want to update from the Master Report into the new file. 

   • Update Only the Necessary Fields

     • Modify only the fields that need updating (e.g. Department - Column I, and Team - Column K).

     • Leave all other information unchanged to retain current values.

   • Keep the Structure Intact 
     • Leave fields that don’t require changes as they are.
     • Do not delete/re-order any columns.
     • If you want certain information to remain unchanged, do not alter those cells (leave them either blank or as currently filled).
   • Save the File : Save the completed file as your import template to be uploaded later.
     

   
   

3. Once you already filled the information, save the file as your templates to import. Remove any unnecessary notes or extra rows before uploading. 

Key Template Reminders : 

1. Date Format: Use DD/MM/YYYY for all date fields (e.g., Effective Date).
2. Event & Effective Date:

   • Review available Job Events in the system before filling these fields.

   • These determine whether you are updating an existing job event or creating a new one.

   • If you don’t need to create new events, leave them as they are.

3. Company, Department, Team, Position, Employment Type:

   • These values must already exist in the system before you upload.

   • If not, add them via Settings > Field Management > Job > [Select Field] before importing.

4. Location:

   • Check available locations via Profile > Job Section > Schedule a Change > Location dropdown.
     

⚠️ Important Notes

• Ensure all required data is filled in before uploading.

• Any empty fields in your import file may overwrite existing data in the system.

• Double-check the template before importing to avoid unintended changes.

Step 2 : Import Data 

⚠️Please try running an import test with 1 or 2 employee records first. This will help identify any potential errors before importing all employee data, minimizing the risk of issues during the full upload.

1.  Upload the template in your Omni URL through "(company name).omnihr.co/new-import". 

   • For example, if your Omni URL is omnihr.omnihr.co, you will want to upload through "omnihr.omnihr.co/new-import".

2. Click Import and select Update Job from the dropdown menu.
   

3. Attach your completed template file and click Import.
   

4. Once processed, you will receive an email with an attached file showing the results:

   • Success! → The row was uploaded successfully.

   • Error Details → Explains why a row failed to import, so you can correct and re-upload.

Related Article(s): 

• Generating Custom Reports
• Creating Custom Fields
  

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