Bulk Downloading Users
1. Gorilla Expense allows you to download user profiles in a format that can be used to re-import the user profiles again, if desired, after updating the downloaded user profiles with any changes.
2. This section talks about the bulk downloading of user-profiles so that they could be updated for re-import.
3. Login to the application with the admin credentials
4. Go to Analytics -> Reports-> Report for Employee Template for integration App, this will display the employee details in a grid format similar to the employee template.
5. Using the save to excel option (refer below figure) Admin can export the data to excel
6. Admin can open the file or save it to the default location( as per admins local machine configuration) on the local machine
7. Downloaded Excel sheet, The below figure shows the downloaded data in the format similar to the employee template. The admin can use this downloaded excel to update the existing records or create new records in the system
Re-importing Updated Users
11. Once all the desired user profiles are updated, make sure column A has the “Update” flag on it.
22. Remove any user profile rows that are not desired to be updated.
33. If you desire to create new user profiles, make sure column A has the “Create” flag on it.
4. Save the excel sheet on the local drive, close the excel sheet before selecting the file from the integration app settings->browse
55. Re-import the updated excel: Refer to the doc “Import employee tutorial”
What are the possible errors while Import? How to fix them?
The possible errors while re-importing would be
1. Sheet name not changed (Ref : Re-Importing Updated Users point 4)
2. Select the required action in the Action column “Create” in the action column to create new records and “Update” to update existing records.
3. Unit of travel field not populated with the KMS or Miles
4. User Type field not populated correctly with either Employee, Manager or Admin
5. Role Assigned field not populated as per the roles defined in the system to verify go to Masters -> Role
6. The company name does not exist which could mean either the spelling is incorrect or the company is not defined in the application. To verify go to Masters -> Company
7. The business Unit name does not exist which could mean either the spelling is incorrect or the Business Unit is not defined in the application. To verify go to Masters -> Business Unit
8. Cost Center name does not exist which could mean either the spelling is incorrect or the Cost Center is not defined in the application. To verify go to Masters -> Cost Center
9. Default currency not populated currently or is not set to default. To verify go to Masters -> Currency
10.Manager Action status Field: Default value is 'Submitted to Manager'. This should match exactly to what is configured in the system. To verify go to Masters -> Status, this is the status for 1st level of approval (in case of multiple levels of approval) or last level in case of a single level of approval. When the expense report has this status, the manager indicated in the "Manager Email" column will get the expense report for approval.
11.Manager Email: The manager needs to be existing in the system, if not create the user with user type as manager.