Upload Vacancy Benefits

How to Upload Vacancy Benefits

Set the scenario which you wish to upload your vacancy benefits into on the Overview page.

1. From Pay and Benefits, select Vacancy Benefits.

2. Select the Upload Benefits button.

3. The Select Proposal page displays.

   1. Since this is the first time uploading vacancy benefits, there will be no unapproved proposals.  Select the Add Changes to Proposal dropdown and choose + Create New Proposal.

   2. Update the Proposal Title, if applicable. The default is New Proposal for ‘Scenario name’. This is a required field.

   3. Use the Budget dropdown to select a specific budget to upload your vacancy benefits to, or leave blank if the upload applies to more than one or all Budgets. This field is optional.

   4. Enter a description or purpose for the proposal in the Proposal Justification field.  This field is optional.

   5. Select Create Proposal and Continue button to continue with the upload process.

   6. Your blank proposal has been created, and you are returned to the Select Proposal page. The proposal you created is displayed in the Add Changes to Proposal field.

   7. Select the Continue to Prepare and Upload button.

4. The Prepare and Upload page displays.

   1. Select the Download CSV Template button to download a CSV file containing all the fields necessary for the upload.

   2. Update the CSV file with your vacancy benefit records. Once you have existing vacancy benefit records, the CSV template will be pre-populated with all the data already in the system. Existing vacancy benefit records you update and records you add to the CSV file are the records that will be created in your proposal. If you select an existing proposal that contains vacancy benefit records, these are the records that are pre-populated in the CSV file.

   3. When your file is ready, drag and drop your file to the file upload box or choose the Browse Files link to select the file.

   4. Select the Upload button to upload your records.

5. The Map Fields page displays.

   1. Your CSV Spreadsheet Field will automatically be mapped to an Allovue Field. If the mapping is incorrect, you can select the Allovue Field dropdown and select the correct Allovue Field. 

   2. If there are extra columns in your CSV file, you can choose to ignore them. Select the Allovue Field dropdown and select Ignore. 

   3. Once the mappings are set, select the Review and Confirm button.

6. The Review and confirm page displays.

   1. No data has changed yet.  This is your opportunity to review the records that will be created and updated. You may also see some records displaying errors.  These records will be ignored if you choose to continue with the upload.

   2. If there are records with errors you wish to correct, select the Back to Map Fields button to return to the Map Fields page. 

      1. From Map Fields, select the Back to Prepare and Upload button to return to the Prepare and Upload page.

         1. Make your changes to your CSV file and upload the new file.

   3. If there are errors and you choose not to correct them, select the I understand some rows will be ignored, continue anyway button or if there were no errors or you corrected the errors and you are ready to save your changes, select the Confirm and Save button.

   4. The Upload Complete page displays showing which records were updated and/or ignored.

   5. Select the View benefits button to view the proposal’s Vacancy Benefits records created and/or updated by the upload.

The proposal must be submitted and approved before the changes are applied to the budget scenario and are visible on the vacancy benefits page.