Most data fields in an import template are strictly information entries. The information you enter, it the information that is stored, and becomes the information that is imported. Some data fields are action generated and the data in the field reflects an action that was taken. The action populates the data entry and not the user. The user can only assign what action is valid for the data field; the action determines the content.
The If Exists Action field in the Timesheet import template allows the user to set what action the import process will follow when there is an existing timesheet header record. The user must select one of the following options:
"Ignore" - If an existing timesheet header is found, this data will not be loaded (i.e., imported). This option should be selected when the user is going to import a timesheet but then manually adjust or approve the timesheet within Beeline Enterprise. This reduces the risk of the import overwriting work entered manually within the application. If no header exists, the time is loaded via the import.
"Replace" - If an existing timesheet header is found, the entire header (and all day-level records associated to it) is replaced by the data in the import. The status is rolled back to match the import record status. If the existing timesheet has already been billed, the timesheet is marked for reprocessing. This is the best option to select for clients who use the timesheet import process exclusively rather than manual timesheet entry within Beeline Enterprise. Be careful when selecting this option as the import record wipes out any existing Beeline Enterprise data and replaces it with the data entered in the import template. If your intention is to adjust part of a timesheet and you use this option, then the complete timesheet (not just the adjusted part) needs to be entered in the import file or you will lose the timesheet data that was not adjusted. If no header exists, the time is loaded via the import.
"Update" - Update allows day-level adjustments to existing Beeline Enterprise timesheet records. A full week’s worth of time is not required as with the “replace” option. If an existing timesheet header is found, only the day-level adjustment in the file is updated. If the existing timesheet header has already been billed, the timesheet is marked for reprocessing.
"Add" - This option adds one day-level timesheet to an existing header. If no header exists, the time is loaded as via the import. The status of the header rolls back to match the status of the imported detail record. If the existing header has already been billed, the timesheet is marked for reprocessing. This is an optional method that is best selected when you do not plan on sending over an entire week's timesheet.
"Delete" - This option can ONLY be used when there is an existing timesheet header that INCLUDES a detail record. This option lets the user delete an existing detail record via an import. If the existing header has already been billed, the timesheet is marked for reprocessing. This option should be selected with care as it can result in data loss and incorrect billing.
♦ Details and instructions for working with event-driven and standard import template files can be found in the Web Import Tool Guide located here.
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