The first tab when creating an export is titled 'Properties' and is used to configure the settings of the data export. Required fields are labeled in red and an export cannot be saved until all required fields have been completed.
- Expand Data, expand Exports, and click Manage from the menu.
- Click the name of an existing data export or go to the Actions drop-down menu and click Create Export.
Expand any of the sections below for more information about a field from the 'Properties' tab.
There are two options for how the data will be formatted with your export:
- Basic (Default) - A basic export that provides four tabs: Properties, Fields, Schedule, and History
- Advanced (Enables additional tabs for formatting data) - An advanced mode export provides eight tabs: Properties, Records, Fields, Formatting, Filter, Schedule, History, and Log. These tabs allow for a more custom configuration of an export.
The "Name" field is an open text field that allows up to 150 characters. The name entered in the field will appear as the export name on the landing page of the export tool. It is best to have the name of the export describe the contents of the report or what it will be used for.
Exports are assigned a Category within the properties tab of the export and used to organize exports within the landing page of the data export tool.
"-- Not Assigned --" is a valid category and the properties tab can be saved if the "-- Not Assigned --" category is selected for the export.
If the needed category is not listed, you can add categories by navigating to 'Categories' in the toolbar at the top of the page. For more information, you can refer to the following article.
The open text field for Notes allows you to enter text which can help describe the use of the export or inform/remind others of other actions that should be done for the report that cannot be indicated elsewhere.
Include Columns Headers in Export
If enabled, column headers will appear in the export. Column headers appear as the name of the field selected in the file.
If you do not want the field name as the column header, the desired name can be written in the Prefix field on the Formatting tab.
Execute this Export in Test Mode
If enabled, the export will not be logged against an employee's history record for any employee that was included in the export. Additionally, if the Data Type is Benefit, COBRA, Employee, or Payroll Deduction then the corresponding Change Log will not be reset when this export is executed.
The Data Type field identifies the type of data that will be exported and determines which fields will be available for export on the Fields tab. The table below describes the various Data Types available.
|Activity Log Reports
|There are multiple Activity Log Reports that show an activity log for the specific item selected.
|Allows for the export of Applicant and Requisition data form the Applicant Tracking Component.
|Allows for the export of Asset Transaction data associated with Employee records.
|Allows for the export of Beneficiary data associated with employee records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.
|Allows for the export of Benefit Election data associated with Employee records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.
|Allows for the export of COBRA election data associated with Employee records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.
|Allows for the export of Compensation Rate data associated with Employee records.
|Allows for the export of Compensation Transaction data associated with Employee records. Compensation Transactions include Bonus, Commission, etc.
|Allows for the export of Dependent demographic data associated with Employee records.
|Allows for the export of Direct Deposit data associated with Employee records.
|Allows for the export of Employee demographic data.
|Federal Tax Withholding
|Allows for the export of Federal Tax Data associated with employee records.
|Allows for the export of Imputed Income data from the Imputed Income Log. The Imputed Income Log must be populated before this DataType can export records. When this data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.
|Allows for the export of Payroll Deduction data associated with Employee Benefit Election records. When this Data Type is selected, an additional tab titled 'Benefits' is available and at least one benefit must be selected.
|Allows for the export of Termination data from the Termination Log.
|Time Clock Summary
|Allows for the export of Time Clock data in summary form(i.e. regular hours, overtime hours, time off hours by employee, etc...) for a pay period.
|Time Clock Transactions
|Allows for the export of Time Clock transaction data (i.e.all time clock records/punches).
|Allows for the export of Time Off transaction data (i.e.all taken, granted, and accrued transactions)
|Allows for the export of Timesheet transaction data.
|Allows for the export of Performance Management Training data associated with Employee records.
|Allows for the export of Workflow data associated with the Workflow component
If the Data Type field selected is Benefit, Employee, Payroll Deduction, or COBRA and this export is delivering data to a third-party carrier, select the appropriate carrier from this dropdown field. The carriers listed in this dropdown are configured from Benefits Management. For more information, you can refer to the following section.
The Format determines the format of the file to be created. The file formats available are:
Delimited - The delimited format is commonly seen in files where the fields within records are separated by commas. This is the most common type of Export Format because the output files of this format can be viewed directly from Microsoft Excel and are commonly used in other third-party applications.
Delimiter - The Delimiter field identifies what delimiter should be used to separate fields in the export. The value in this field is only applicable when 'Delimited' is chosen as Export Format - comma will be used as default delimiter.
Two common delimiters are:
Comma - Enter a ',' in the Delimiter Field to comma delimit the export.
Tab - Enter the word 'Tab' in the Delimiter Field to tab delimit the export.
The default behavior of a standard 'Delimited' export is to enclose each field in double-quotes.
As an example, if the first name and last name fields for John Doe were exported in a comma-delimited file, the output would be "John","Doe".
- Double quotes are also used to denote any data enclosed in a single data set. For example, the following data would be a single field: "Los Alamedes, Huxton". Without the double quotes, the comma would separate Los Alamedes and Huxton into different fields and skew the succeeding data by a column for the export.
If a receiving system requires that fields NOT be enclosed in double quotes, then the ,NoDQ special Delimiter can be used. The delimiter must be entered exactly as ',NoDQ' to specify a comma-delimited file without double quotes.
- Fixed Length - Fixed length files are usually text files in which fields are positioned at specific (fixed) points within the file. If this format is chosen, then you will be prompted to enter the starting position of each included field in the Field Configuration section of this export.
HIPAA 834 - 834 delimited files provide the ability to delimit fields with an asterisk and to group all records into one single string of data.
- 'Place a carriage return after each Segment indicator' – If enabled, this will add a carriage return after each terminator (~). Many carriers will accept files in this format.
- XML - XML files provide the ability to define XML tags using the Prefix and Suffix fields on the Formatting tab.
The Output Filename text field allows you to enter the name that should be given to the exported file. This will help in cases where the exported file must be provided to a third party with a specific file name.
When entering the filename, keep the following in mind:
- The file extension must be entered in addition to the file name.
- To create a file without an extension, the special extension ".NOEXT" may be used. The special extension should be entered at the end of the file name like so: <filename>.NOEXT. Adding this special extension to the output file name will create a file with the given name and without a file extension.
- When adding a date stamp, the month should only be uppercase. For example, yyyyMMdd. Core HR currently cannot include seconds.
- In some cases when PGP Encryption is used, it may be required that the 'inner filename' within the PGP Zip File not contain a '.pgp' extension. If this is the case, the ".NOINNERPGP" special extension may be used at the end of the file name like so: sample.txt.NOINNERPGP. This will export an encrypted PGP file named 'sample.txt.pgp' with an inner file name of 'sample.txt'.
The Transfer Type allows you to specify how your export is to be delivered.
- Export History Only – Will be saved to the History Tab only. This is used for testing and if you wish to retrieve the file from the system.
Email – the file will be sent via email with a 'From' address of Infinity Mailer or a custom hostname.
- Emails can be password protected for security if needed.
- IMPORTANT - Protected Health Information (PHI) should NEVER be sent via an unsecured email. Check with your IT professional on how to send a secure email file if you have no other option and have to send data via email.
FTP (File Transfer Protocol) – The FTP is a standard network protocol used to transfer computer files from one host to another host over a TCP-based network, such as the Internet.
- Requires a username and password
- FTP does not encrypt its traffic; all transmissions are in clear text, and usernames, passwords, commands, and data can be read by anyone able to perform packet capture on the network, as such is commonly used with a PGP key.
- SFTP (Secure File Transfer Protocol) - Unlike FTP, it encrypts both commands and data, preventing passwords and sensitive information from being transmitted openly over the network. Commonly does not require a PGP key.
Notification Addresses are used to enter one or more email address recipients to whom a notification email will be delivered each time the export executes and it's status. The Notification recipients will only receive a notification of the export execution and not the actual file created through the export. Although not required, it is highly recommended that at least one email address be entered so that if a file fails to transmit, someone is notified.
Multiple email addresses must be separated by a semicolon (;) otherwise the notification will NOT be delivered.
You can also select an employee group that would receive the notification when the export is executed. This can help you avoid needing to enter multiple recipients if you already have the employee group set up. When selecting the employee group, keep in mind that ALL members of the employee group will receive the notification. This is not used to export data about the select employee group, but to notify the employee group. For more information about setting up employee groups, you can refer to the following article.
- If the export type is 'Benefits Export', then the notification email will also include statistical information regarding the data within the export.
- Admin users of Core HR will notice a ‘notification bell’ in the top right-hand corner of their Core HR screen while logged in and processing exports. Clicking on the bell icon will open the list of notifications showing the progress of their manual export(s). When a new notification is available, the bell icon will contain a blue dot. Users can navigate the site while manual exports are being processed. After reviewing the notification, the blue dot will disappear until a new alert is received.
An export address is required when the transfer type is any selection other than export history only. This field is used to determine where the file is sent upon execution.
One or more email addresses can be entered into this field, separated by a semicolon. When an email address is entered in this field, the file will send as an attachment in an email to the specified address.
A site address or IP address should be entered when the transfer type of the file is FTP, SFTP, or FTP/SSL. Folder paths can be included in the FTP address and should be designated by using a forward slash.
You can also select an employee group that would receive the export after the export is executed. This can help you avoid needing to enter multiple recipients if you already have the employee group set up. When selecting the employee group, keep in mind that ALL members of the employee group will receive the export. This is not used to export data about the select employee group, but to provide the export to all members of the employee group. For more information about setting up employee groups, you can refer to the following article.
The Data Type selected allows for your file to execute either as a Full File or a Change File. This field will only show if you have selected specific Data Types.
- Full File – Looks at all data in the system
- Change File – Looks only at the records in the applicable Change Log
- Benefit – looks to the Benefit Change Log
- Payroll – looks to the Deduction Change Log
- COBRA – looks to the COBRA Log
Do not reset Change Log when this export executes
- When enabled, it will not close out any log whether the file is set up as Full or Change.
- We advise keeping this enabled to prevent changes to your benefit carrier files. Disabling this can adversely affect your EDI files.
Reset all records in Change Log when this export executes
- This option will close out records in the Change Log regardless of whether mapping exists within the export to 'exclude a record' for any change log records that have an effective date less than or equal to the Export Effective Date.
- *If this export includes the selection of Benefits, then this option will only close out records for the selected Benefits.
- This option is often selected when the 'Group by' setting is enabled on the Records Tab in order to close out any benefit records that are being grouped together (Advanced Mode only)
Include Waive Elections (elections with an Option Code of Waive)
- Often used when including Voluntary Life and Disability benefits that are pended for EOI and have an option code of Waive (typically late entrants).
Include Terminated Dependents from Change Log (Export Reason = Coverage Terminated)
- When selected, dependents terminating from an employee's coverage will appear on the file if a dependent record is configured in the export. When this is option is not selected, dependents terminating from an employee's coverage will not populate on the file.
The Effective Date is typically used when exporting manually and determines what data to use when exporting Benefit or Payroll Deduction Data.
- For example, if an export with a Data Type of Benefit is configured with an Effective Date of 04/01/2015, then the export will only export Benefit Election records that are effective as of 04/01/2015.
The Effective Date field is also used to determine the Effective Date of export fields that are date-based (you can reference the Data Dictionary from the 'Fields' tab for specific date-based fields). Date-based fields require that an effective date be determined in order to return the desired output.
- For example, the Compensation Rate - Hourly field could return various values for an employee that has had multiple rate changes over time depending upon the date for which the Hourly Rate is desired. In this example, the Effective Date will answer the question - Hourly Rate as of what date?
Select data types, such as Activity Log reports, Expense reports, and some Time reports, require both an effective date and an end date, allowing the export to pull data from a specified date range.
Run as of the first of the following month
- For example, if the export is scheduled for 02/20/2015 and this feature is enabled, the file will execute with records that are effective as of 03/01/2015.
Run as of the scheduled date
- For example, if the export is scheduled for 02/20/2015 then it will execute with records that are effective as of 02/20/2015.
Run as of the scheduled date plus the specified number of days
- The days field will accept up to 4 characters and a negative number. Often used with Time & Attendance files where the file is executed in advance or behind the actual effective date needed.
- For example, payroll should include records with an effective date of 02/25/2015. The file is scheduled for 02/20/2015 so that the payroll admin has sufficient time to review the file. The export is configured with +5 so that on 02/20, the scheduled date, it will look for records with an effective date as of 02/25 (+5) to include in the file
Select data types, such as Activity Log reports, Expense reports, and some time reports, require both an effective date and an end date, allowing the export to pull data from a specified date range. When these data types are selected, the properties tab will populate an additional schedule end date option that appears as a checkbox and must be selected.
Set the Export End Date to the Export Effective Date plus the specified number of days
- The days field allows up to four characters. This field is used to determine the date range from the effective date the scheduled file should run.
- For example, if the scheduled effective date of the file is 11/17, and the days field is entered as seven, the date range for data pulled into the file will be 11/17 until 11/24.
Encrypt Export file with Public PGP (Pretty Good Privacy) Key
- When enabled, you will need to include the key to protect the username and password upon transmission. The PGP is provided by the receiving party.
Encrypt Export File with Public GPG (GNU Privacy Guard) Key
- When enabled, you will need to include the key to protect the username and password upon transmission.
- PGP Key - The PGP key for the above two options should be entered here.
- Secure Export File through password-protected Zip File
- Zip Password – Typically used when sending files via email and containing HIPAA information. When enabled it will password-protect the document attached to the email.
- Zip Extension – The file is typically sent with a .zip extension. This field allows you to change the extension to another value. As many email servers will block attachments with a .zip extension as spam, changing the extension allows you to receive the attachment, but will be required to update the extension to .zip to open.