Managing Code Translations and Import Field Mappings

You can use the Employee Import Code Translation Tables form to manage code translations and Import Field mappings.

Note:  This form does not use Client Access Group Security.

Code Translation Tables

Code set selections are made with Code Translation Tables. You can create, modify, or clone translation code sets; you can also make code sets obsolete. Code translation sets convert existing code values in the file to the codes that are created for the client within PrismHR.

Note:  You do not have to enter translated codes if they exactly match the codes within PrismHR.

To create a new code set:

1. From the New Employee Import form, select Code Translation Tables to open the Employee Import Code Translation Tables form.
2. Select a Table. These are the code translation tables used by this process:
• Client Master
• Division
• Department
• Employee Status Codes
• Employee Term Reasons
• Employee Type Codes
• Employer Master
• Ethnic Codes
• Position Codes
• Location Codes
• Project Codes
• Shift
• Pay Group
• Citizenship Status
• I9 Identification Document
• I9 Eligibility Document
• 2nd Form I-9 ID Document
• 3rd Form I-9 ID Document
3. Enter a title for the new code set.
4. Enter an imported code and a PrismHR code.
5. Click Save for each table you add codes to (before switching to a different table). If you try to close the window without saving, the system warns you about unsaved changes.

Note:  You do not need to set up any code translations for a client as the values can be edited on Screen 3. You would need a code translation set created only for values on the file that cannot be selected from existing records in PrismHR.

To manage existing code sets:

1. Select Code Translation Tables to open the Employee Import Code Translation Tables form.
2. Select a Table.
3. Click the Code Set link to open the Select Translation Table Code Set list and select a code set. Available code sets display in the form (the STD code set is always available). You can narrow the search by entering a keyword or filter by code set status (that is, All, Active, Obsolete). Reset the search field and filters if needed to start a new search. Note that code sets can specify translation values across all available tables.
4. Optional: Add an Imported Code and PrismHR code to the list.
5. After a code set and table are selected, the system displays Imported Codes on the left and equivalent PrismHR Codes on the right. You have these options:
• Save: You can save a new code set, or save changes made to an existing code set.
• Clone: Save changes to an existing code set and create a new code set. Name the new code set in the Code Set field. If a code already exists with that name, the system warns you with an error message.
• Make Obsolete: Click to make the existing code set obsolete. You cannot perform this action on the STD code set. Imports in progress are able to use an obsolete code set if this code set was selected before it was made obsolete. If a code set is marked Obsolete, you cannot choose this value on the Apply Translation Code Set field on the Data Mapping screen.
• Reactivate: This icon displays when you load an obsolete code set and you want to reactivate the code set.
• Close: If changes are unsaved when you click Close, the system asks if you still want to close the window. Click Yes to delete unsaved changes and return to Batch Management, or click No to stay on the Employee Import Code Translation Tables form.