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 : 

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

TABLE OF CONTENTS

• Step 1 :  Generate a Master Report 
• Step 2: Understand Key Columns
• Step 3 : Prepare the Excel Template
  • ⚠️ Important Notes
• Step 4 : Import Data 

Step 1 :  Generate a Master Report 

Why this matters:
The Master Report ensures you know the current values before making any changes. Later, you can also use it to confirm updates were applied correctly.

⚠️ Important: Include Job Fields Only

When generating the report, include only Job Section fields.

• Do not combine Job fields with fields from other sections (e.g., Compensation, Personal Info, or Teams).

• Mixing fields from different sections may cause the import to fail or lead to unintended changes.

Example: If you want to update an employee’s Department (Job Section) and also their Manager (Team Section), you must handle these in separate bulk import processes.

Steps to generate Master Report 

1. Go to the Reports module and generate a Custom Report for the Job section.
2. Select all job fields to ensure you have complete data for reference. Do not combine any other fields, just focus on Jobs.
3. Download the report — this will serve as both your reference and your template.
   

 Example of Master Report Job [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. 

Step 2: Understand Key Columns

Here are some important columns you’ll see in the template and how to use them: 

• Column System ID
  • Found in the first column of the employee list report; required to identify each employee. 
• Column Effective date
  • Mandatory; each event for the same employee must have a unique date.

• Column Event

  • Refers to Job Events in the system (e.g., Promotion, Transfer). To check available events:

    • Go to your Profile → Job Section → Schedule a Change → Review the Events dropdown.

  • Please be advised that job events are fixed in the system.

• Columns Company, Department, Team, Position, and Employment type
  • Values must already exist in the system.
  • If what you want to input is not available,  go to Settings > Field Management > Job > Select which field > see if available > if not, can add to the options.
• Column Location
  • Values must already exist in the system.
  • The only way to see and add a new location is through the dropdown field. 
  • You could do this by going to your own profile > Job Section > Schedule a Change, click the Location dropdown field > check if Location is already there > If not, can add on the spot.
• Column Termination type and Termination reason
  
  • Values must already exist in the system.
  • If what you want to input is not available,  go to Settings > Field Management > Job > Select which field > see if available > if not, can add to the options.

Step 3 : Prepare the Excel Template

Let’s walk through a simple scenario:

Scenario: Update 5 employees’ Department and Team

• You need to move 5 employees into a new Department and assign them to a new Team.

Steps to Prepare Your Data File: Example LINK

1. Create a new of excel file, and copy all column from the Master Report you previously downloaded. 
2. Copy the 5 employee records who need updates from the Master Report into the new file. 

3. 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.

4. 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).
5. Save the File : Save the completed file as your import template to be uploaded later.  
6. Once you already filled the information, save the file as your templates to import. Remove any unnecessary notes or extra rows before uploading. 

⚠️ Important Notes

• Ensure all required data is filled in before uploading.

• If you leave fields empty in the import file, the system may replace existing values with blank. Please double-check before uploading.

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

Step 4 : Import Data 

⚠️Best Practice : Test with 1–2 employees first to confirm the format and avoid large-scale errors. 

1. Go to your Omni URL: (companyname).omnihr.co/new-import

   • Example : omnihr.omnihr.co/new-import

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

3. Upload 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.

Bulk updating can feel complex at first, but following these steps ensures smooth and consistent updates across employee profiles.

Related Article(s): 

• Generating Custom Reports
• Creating Custom Fields
  

Still Need Help?

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