COB - Import Management

Requirement:

• System shall support file uploads using:
• Drag and drop into upload area.
• Select File button for manual browsing. 
• Supported file types: .xlsx, .xls, .csv with a maximum size of 10 MB.
• If the uploaded file is invalid:
• System shall show alert: “The workbook contains extra sheets not allowed in the template: Name format of valid files.” 
• On successful upload:
• System shall show confirmation: “Workbook 'File Name' saved successfully.”
• Workflow shall move to the Map Fields step. 

Requirements:

• System shall follow a stepwise workflow:

Upload & Preview > Map Fields > Split & Validate Datasets > Import Datasets.

• The Upload & Preview step shall be highlighted as the active stage.
• Subsequent stages shall remain disabled until prerequisites are completed.

Requirements:

• System shall provide data set tabs: Employment Types, Shift Master, Holiday Master, Weekly Off Master, Leave Management, Leave Credit Rules, Separation.
• On clicking a tab, the system shall switch to its respective dataset view.
• Dataset tables shall display:
• Mandatory vs. Non-Mandatory fields
• Restrictions (valid values, probation periods, notice periods, etc.)
• Remarks section for additional rules (e.g., valid codes or conditions)

Requirement:

• System shall provide following grid functionalities:
• Quick Search Box: Filters rows instantly based on typed text.
• Column Visibility Option: Allows showing/hiding of specific columns.
• Frozen Column Option: Locks chosen columns to the left for easier scrolling.
• Filter Option: Per-column filters with conditions (equals, contains, starts with).
• Reset Column Configuration: Restores grid to default state (original column order, visibility, frozen state, filters). 

Requirements:

• System shall display dataset information in tabular format with:
• Column headers showing tooltips with full name and data restrictions on hover.
• Rows listing acceptable field values, restrictions, and validation rules.
• Example: Employment Type field shall support values such as Permanent – Confirmed, Permanent – Probation, On-Contract, etc.

Dataset Organization:

Calendar Master Sheet: A new “Calendar” sheet is introduced in the Admin Workbook.

• You can now create and manage calendar records directly in this sheet
• Earlier, calendars were created from the Employee Workbook > Calendar Column

Updated Flow:

• Step 1: Create calendar data in Admin Workbook > Calendar Sheet
• Step 2: Map employees to the correct calendar using the Employee workbook

Requirement:

• Exported template shall contain multiple pre-defined sheets:
• Employee Master > Organization Name, Employment Number, Effective Date, Title, First Name, Middle Name, Last Name, Designation, Employee Role, Skill Category, Previous Experience.
• Family Details > Family member details, relation, date of birth, dependent flag.
• Leave Balance > Leave type, balance days, validity period.
• Education Details > Qualification, institute, passing year, grade. 
• Each sheet shall define:
• Mandatory vs. non-mandatory fields
• Data types: Character, Number, Date (DD-MMM-YYYY)
• Maximum length restrictions (e.g., Character 100, Number fields with limits)

The Map Fields tab is the second step in the client onboarding process. It ensures that each column in the uploaded Excel dataset is correctly aligned with its corresponding system-defined field. This mapping is critical to maintain data integrity when importing employee data into the HRMS.

Mapping must be reviewed and confirmed before proceeding to the next stage, Split & Validate Datasets.

The Map Fields tab is designed to help users correctly associate (or "map") the data columns from a client's uploaded Excel file with the standard data structure used in the HRMS. This ensures accurate data transformation and integrity during the import process.

1.1. Tabbed Interface for Worksheets

• When an Excel file is uploaded, each worksheet in that file appears as a separate tab on the mapping interface.
• Example worksheet tabs include:
• Employee Master
• Family Details
• Leave Balance
• Education Details
• Only tabs corresponding to worksheets that exist in the uploaded file are displayed.
• Each tab contains a visual indicator to reflect mapping status:
• All required fields on this tab are correctly mapped.
• One or more required fields are either unmapped or incorrectly mapped.
• This structure allows users to work independently on different data segments (employee, family, leave, etc.), making the mapping process modular and manageable.

1.2. Field Mapping Grid

• The main content of each tab is a two-column grid:
• Client Fields – Columns/headers from the uploaded Excel file.
• System Fields – Standardized HRMS fields that client data must align with.
• The system attempts auto-mapping: it matches client fields to system fields based on name similarity.
• Unmapped or mismatched fields are clearly highlighted (e.g., in red or with warning symbols), alerting users to manual action.
• Fields that are mandatory for system operations are marked with a red asterisk (*), e.g.:
• First Name*
• Designation*
• Employee Role*
• The grid is scrollable and includes search functionality for quick navigation in large datasets.

1.3. Field Mapping Options

Users have multiple ways to adjust or correct the mapping if the auto-matching is inaccurate:

• Edit Icon:
• Clicking the edit icon beside a system field allows the user to remap it.
• Drag & Drop Mapping:
• Users can drag a field from the Client Field list and drop it onto the corresponding System Field to establish the mapping.
• Dropdown Selection:
• Clicking a system field opens a dropdown menu with a list of available client fields. Users can select the appropriate one to complete the mapping.

1.4. Search Functionality

• A search bar is placed at the top of the mapping interface.
• Users can type keywords or partial names to:
• Quickly locate specific system fields.
• Navigate large field lists efficiently.
• This is especially useful for files with dozens of columns or when working across multiple tabs.

To ensure accuracy and compliance with HRMS data requirements, the system enforces the following validation rules during the mapping process:

Mandatory Fields:

• Fields marked with a red asterisk must be mapped before continuing.
• Leaving a required field unmapped will trigger a warning and block progress.

Duplicate Mappings:

• A client field can only be mapped to one system field.
• If a client field is accidentally mapped to multiple system fields, an error is shown.

Progress Restriction:

Users cannot proceed to the next step (Split & Validate Datasets) unless:

• All required system fields are correctly mapped.
• There are no unresolved errors or conflicts in the current worksheet/tab.

iii). UI Components on Map Fields Page – Actions & Expected Results

This section defines the interactive UI elements available on the Map Fields page, along with user actions and the corresponding system behavior (expected results). Each component is designed to guide the user in accurately mapping client data fields to HRMS system fields.

The Reset Mappings button is used to clear all field mappings on the currently active worksheet tab. It only becomes active after the user has made at least one change using the Edit icon. When clicked, the system removes all mappings and restores the worksheet to its initial state (including removing any auto-mapped fields). If no changes have been made, the button remains disabled. A confirmation prompt should appear before performing the reset to avoid accidental loss of changes.

Save Mappings Button

The Save Mappings button allows users to save the current state of field mappings on the active worksheet tab. Like the Reset button, it becomes active only after the user edits a mapping using the Edit icon. Once clicked, the current mappings are saved and persist even if the user navigates away from the screen or logs out. If no changes are made, the button remains disabled, and clicking it has no effect.

Mandatory Fields Organization

A new option is available to reorder fields in the Mapped Fields Page.

• Show mandatory fields at the top
• Easily identify required fields

• All required system fields are mapped correctly.
• No duplicate mappings or errors exist.
• Users can successfully proceed to the next tab.
• Mapping is saved in the system for validation in the next stage.

Each component on the Map Fields page has been designed to enforce accurate data mapping and eliminate errors during the onboarding process. Users must actively review, adjust, and confirm mappings to ensure that all mandatory fields are covered before proceeding.

This document outlines the functional and technical requirements for the Dataset Validation and Bifurcation Process. It categorizes datasets into Reference, Master, and Transactional categories, allowing users to validate and correct data before importing.

2.1 Data Bifurcation

• Categories: Datasets are divided into Reference, Master, and Transactional.
• Display: Lists of datasets with Total records count and category labels.

2.2 Data Validation

• Requirement: The system must validate the imported datasets and categorize them based on the validation status (valid or invalid).
• Process Flow:
1. Validation Indicators:
• Valid Datasets: A green validation status with a "Valid" indicator will be shown for datasets that pass all validation rules.
• Invalid Datasets: A red validation status will be shown with error indicators on fields where validation fails (e.g., incorrect or missing values in a field like "Personal Email"). 
• View Valid & Invalid Data Separately

In the Split & Validate stage: You can switch between:

• Valid Data
• Invalid Data

1. Field-Specific Validation: Each dataset will undergo validation based on the predefined data integrity rules for each field. For instance:
• Home Telephone: Must match the correct format (e.g., numeric, no special characters).
• Email Fields: Must match standard email format.
• Phone Numbers: Should be checked against valid country-specific formats. 
2. Error Messages: If a dataset is invalid, specific error messages will be shown next to the field that caused the error, making it easier for the user to identify and correct the issues. {N issue(s) found across Y field(s), Where N is Total no. of issues and Y is total no.of fields}

Validation Feedback:

• A summary of invalid fields will be shown at the top, with clickable indicators to quickly navigate to the specific fields needing attention.
• Clicking an error message (e.g., "Invalid email format in 'Personal Email'") will take the user directly to the 'Personal Email' field within the dataset for easy correction.
• Home Button: A Home button will be available in the error summary to allow users to return to the Home tab at any time.

2.3 Actionable Validation

• Edit & Save: Users can correct errors directly in the grid, revalidate, and save datasets once valid.
• Revalidation: After editing, users can revalidate and save corrected data.
• “Validate All” Option: You can now validate all sheets in one go.

2.5 Dataset Status Summary

• Summary View: Each category will show a quick overview of validation status (Valid/Invalid).

Usability: User-friendly interface with tooltips and grid interaction for sorting/filtering data.

4.1 Dataset Categories Display

• Sections: The UI should have three primary sections under Process Datasets:
• Reference
• Master
• Transactional
• Dataset List: For each section, datasets should be listed with the following details:
• Dataset Name
• Total Record Count
• Validation Status (Valid/Invalid)
• Validation Indicators: Clear indicators showing whether each dataset is Valid (green) or Invalid (red).

4.2 Validation Results

• Status Indicators: Each dataset should have a status bar or icon indicating whether it is valid or has errors.
• Error Messages: The grid should display error messages or icons next to fields with invalid data with count.
• Error Summary:
• A summary section at the top lists all errors across datasets, with each error presented as a clickable link.
• Clicking on any error message will automatically navigate the user to the specific field within the dataset where the error is located, allowing for a quick correction.

4.3 Actions

• Validate: Button to initiate the validation of datasets.
• Save: Button to save the validated datasets.
• Validate All” Option: You can now validate all sheets in one go.

How it works:

• Click “Validate All” in the Split & Validate stage
• System validates all datasets automatically

Saves time and effort

1. Quick Search
• What it does: A search bar allows users to type keywords to filter data across all columns in real-time.
• Action: The grid updates to show matching records instantly as you type. 
2. Column Filter
• What it does: Each column has a filter icon on hovering on column and to apply filters using filter option for each column (e.g., text, number range, date).
• Action: Clicking the filter icon opens a dropdown to set filter criteria, and the grid updates accordingly. 
3. Column Visibility
• What it does: Users can choose which columns to show or hide.
• Action: Toggle the visibility option to customize the display. 
4. Frozen Columns
• What it does: Users can freeze certain columns so they stay visible while scrolling horizontally.
• Action: Select columns to freeze, and they will remain in place when scrolling. 
5. Export Data
• What it does: Export grid data to CSV, PDF, or Excel.
• Action: Click the export button to download data in the desired format. 
6. Save
• What it does: Save grid settings like filters, column visibility, and sorting.
• Action: Use the "Save Configuration" button to save your personalized grid layout.
7. Auto Saving
• What it does: Automatically saves any changes made to filters, columns, or data.
• Action: Changes are saved instantly without manual input, ensuring preferences persist. 
8. Validation Progress Tracker: You can now see validation progress in the sidebar.

Example:

• 3 out of 5 sheets validated

Helps track progress easily

10. Always Visible Horizontal Scrollbar:

• Grid scrollbar is now always visible
• No need to scroll down to find it

Improves navigation in large datasets

11. Smart Navigation for Missing Data: If required data is missing, the system provides quick navigation options:

You can directly go to:

• Setup Masters (HRMS Configuration Page)
• COB Upload File Stage

This helps:

• Quickly fix missing configurations
• Avoid delays in processing

11. Dashboard Navigation Icon:

• Every page now has a Dashboard icon
• Click it to quickly return to Dashboard

Easy navigation across the system

12. Confirmation Before Moving to Next Stage:

The Dataset Validation and Bifurcation Process ensures that the datasets are correctly categorized into Reference, Master, and Transactional categories and are validated for accuracy. The system will provide real-time validation feedback, actionable results for correcting invalid data, and an intuitive user interface to streamline the import process. This feature helps ensure data integrity and enhances the user experience by allowing them to quickly identify and resolve data issues.

iv) Import Datasets

The Import Datasets page serves as the final review stage in the Client Onboarding workflow. It presents users with a consolidated list of all datasets that have been processed during the Upload & Preview, Field Mapping, and Validation steps. Users can review the dataset names, data types, record counts, and validation statuses before clicking Import Datasets to commit the data to HRMS.

Functional Requirements

2.1 Dataset Listing

The page shall display all datasets grouped into two main categories:

• Reference Data: Lookup/Support data such as Grade & Grade Band, Designation, Skill Category, Calendars, Relationships, Employee Roles, etc.
• Master Data: Core employee-related records such as Employee Master, Education, Family, and Leave details.

Each dataset row shall display the following columns:

Each dataset must have a status badge:

• Completed (Green): All records are valid and ready for import.
• Error (Red): One or more records have validation issues that must be fixed before importing.
• Pending (Grey): Validation is still in progress or has not been triggered.
• (i) Icon(Blue) : When records are existing in the system then it displayed

2.3 Action Item Updates

Initially, each dataset will have the action item in a greyed-out state (labeled "Process"), indicating that the user cannot interact with it at this stage. When the user is allowed to process the dataset:

• The action item will turn into a yellow clickable button labeled "Process".
• Clicking the "Process" button will trigger the validation and processing of the dataset. The system will then:
• Update the dataset status to Completed (Green).
• Change the action item to a green tick icon to indicate that the dataset has been processed successfully.

After processing, users will be able to proceed with final import actions only when all datasets are marked as Completed (Green).

2.4 Navigation & Actions

• Primary Action Button:

The Import Datasets button will be enabled only when all datasets are marked as Completed. This button will commit the data to HRMS when clicked.

• Secondary Navigation:

A Back button must allow users to return to the Split & Validate Datasets or Map Fields page for corrections. The system shall retain previously uploaded files and mappings upon navigating back, ensuring no data loss.

2.5 Read-Only Nature

• The page is view-only for data — users cannot edit, delete, or add records here. The page's purpose is strictly for confirmation before import.

2.6 “Process All” Option

• You can process all sections at once
• Processing happens in the background

Allows multitasking and saves time

2.7 Download Processed Data

After processing:

• You can download final data as a new Excel (XLS) file With Only the processed Data

Why this is useful:

• Keeps a record of final uploaded data
• Includes manual corrections done in COB pages

UI/UX Requirements

Non-Functional Requirements

Error Handling

If the data import fails, the system must display a clear error message and allow the user to retry the process without losing validated data.

Summary

This page serves as the final checkpoint before committing data into HRMS. It ensures all datasets are validated, and the statuses are clearly visible, allowing the user to process datasets and proceed only when everything is confirmed as Completed. This process minimizes the risk of erroneous data being imported into the system and streamlines the client onboarding experience.