Quick imports

Quick imports allow you to load information from the organisational structure into Smart OSH without having to do so via KB020 or the general data import system.

From this section, you can quickly import records of Companies, Sites, Sections, Positions, Employees, and Employee position assignments.

Caution

This process affects direct data of the organisational structure and employees. Always carefully review the data you are going to load before executing the import.

General flow

Any quick import always follows the same three steps:

1. Download the Excel template you need.
2. Complete the Excel with the data you want to import.
3. Upload the Excel in the quick imports section and wait for the programme to finish processing it.

Two templates, two use cases

Smart OSH offers two templates depending on what you are going to load:

Empty template

This is the complete template. Use it when you want to load organisational structure (companies, sites, sections, positions) and, optionally, also employees and their assignments. It contains six tabs: Companies, Sites, Sections, Positions, Employees, and Assignments.

Employee load template

A simplified template for when you only need to load employees and their assignments on an organisational structure that already exists in Smart OSH. It contains two tabs: Employees and Assignments (the latter is automatically completed from the Employees tab).

Tip

If you are going to load employees, always load Employees and Assignments in the same import. Position assignments give meaning to the employee within the organisational structure.

How to download a template

The three download options are in Settings > Quick imports > Operations.

Empty template

1. Go to Settings > Quick imports.
2. Click on Operations > Export empty template.
3. Open the downloaded Excel document.

Employee load template

1. Go to Settings > Quick imports.
2. Click on Operations > Export employee load template.
3. Open the downloaded Excel document.

Template with example data

If you want to see an example of how to complete the Excel:

1. Go to Settings > Quick imports.
2. Click on Operations > Export template with example data.
3. Open the downloaded Excel document.

Tip

It is the same empty template but with example rows completed. Useful as a visual reference when you are learning to use the tool.

How to complete the Excel

1. Open the Excel template you want to complete. If the download opens in protected view, click Enable Editing.
2. Complete the data in the tabs you want to import.
3. Save the Excel on your computer.

General completion rules

These rules apply to all tabs and are the most common cause of errors when omitted:

Caution

Blank fields also modify data. If you leave a field blank for a record that already exists in Smart OSH and that field was previously completed in the programme, the import erases the existing content, leaving it empty.

Recommendation: when modifying an existing record, complete the maximum number of optional fields it already had, even if you do not want to change them.

Note

• Tabs you do not want to import and are not mandatory can be deleted or left blank.
• Mandatory columns are indicated in dark blue in the template.
• Optional columns are indicated in light blue.
• Some columns have notes integrated in the template itself detailing how to complete them.

Tip

• For the Employees and Assignments tabs, always load them in the same import. If you are not going to load that information, delete both tabs from the Excel.
• When a tab depends on others (for example, Assignments references companies, sites, sections, positions, and employees), copy and paste the identification codes from the other tabs to avoid discrepancies due to typographical errors.

The “Operacion” field

Almost all tabs include an Operacion column with two possible values:

• Modificación: adds the record if it does not exist or modifies it if it already existed.
• Eliminar or Baja (depending on the tab): permanently deletes the record.

Caution

For employees, if you want to mark them as inactive without deleting them, indicate Modificación in the Operacion field and complete the FechaBaja field in the Assignments tab.

The “Codigo” field

When a column is called Codigo, CodigoEmpresa, CodigoCentro, etc., the value must be identical to the one already existing in Smart OSH if the record is already registered.

Caution

The code is case-sensitive and exact. For example, if in Smart OSH the code is registered as 01, indicating 1 is considered a different code and the import will create a new record instead of updating the existing one.

Companies tab

Column	Description
Operacion	Modificación to add/modify; Eliminar to permanently delete.
Codigo	Record code. Must exactly match the one in Smart OSH if the company already exists.
Nombre	Company name or identifying name.
TipoIdentificacion	0 (CIF), 1 (NIF), 2 (NRT), 99 (Others).
Identificador	Identification number corresponding to the type (CIF, NIF, NRT or Others).
Observaciones	Notes to include in the company detail screen.
EMail	Email address for the detail screen.
DescripcionActividad	Activities to include in Description and classification.
DescripcionInstalaciones	Facilities to include in Description and classification.
Telefono	Phone number to include in the Phones tab.
Activo	X to keep the company active.
Etiquetas	Tags to add in the detail screen.
CodigoCNAE	Code of the National Classification of Economic Activities to include in Description and classification.

Sites tab

Column	Description
Operacion	Modificación to add/modify; Baja to permanently delete.
CodigoEmpresa	Code of the company to which the site belongs. Must exactly match Smart OSH.
CodigoCentro	Site code. Must exactly match if it already exists.
Nombre	Identifying name of the site.
Activo	X to keep the site active.
Direccion	Will be included in the Street field of the detail screen.
Ciudad	Will be included in the Town field.
Pais	Will be included within the Address field.
Telefono	Phone number to include in the Phones tab.
DescripcionActividad	Activities to include in Description and classification.
DescripcionInstalaciones	Facilities to include in Description and classification.
CNAE	CNAE code to include in Description and classification.
CCSS	Social Security Contribution Account to include in Description and classification.
Email	Email address for the site detail screen.
Etiquetas	Tags to add in the detail screen.
Latitud	Latitude to add in Description and classification.
Longitud	Longitude to add in Description and classification.
TecnicoPRL	Employee identifier to be added as Main PRL Technician in the Preventive modalities tab.
ListaTecnicosPRL	Additional PRL technician identifiers. Separate multiple employees with ;.
Observaciones	Notes to include in the site detail screen.

Sections tab

Column	Description
CodigoEmpresa	Code of the company to which the section belongs. Must exactly match Smart OSH.
Operacion	Modificación to add/modify; Baja to permanently delete.
CodigoCentro	Code of the site to which the section belongs. Must exactly match.
CodigoSeccion	Section code. Must exactly match if it already exists.
Nombre	Identifying name of the section.
DescripcionActividad	Activities to include in the Description tab.
DescripcionInstalaciones	Facilities to include in the Description tab.
Etiquetas	Tags to add in the detail screen.
Activo	X to keep the section active.
Observaciones	Notes to include in the detail screen.

Positions tab

Column	Description
CodigoEmpresa	Company code. Must exactly match Smart OSH.
CodigoCentro	Site code. Must exactly match.
Operacion	Modificación to add/modify; Baja to permanently delete.
CodigoSeccion	Section code. Must exactly match.
CodigoPuesto	Position code. Must exactly match if it already exists.
Nombre	Identifying name of the position.
DescripcionFuncion	Description of the position’s functions, to include in the Description tab.
CNO	Code of the National Classification of Occupations to include in the Description tab.
Etiquetas	Tags to add in the detail screen.
Activo	X to keep the position active.

Employees tab

The Employees tab exists in both templates with slightly different behaviour:

• Empty template: contains the employee’s personal data and is complemented with the Assignments tab for positions.
• Employee load template: contains personal data and position assignment data in the same tab.

Caution

Complete the maximum number of optional fields when modifying an existing employee. If you leave a field empty and that field already had data in Smart OSH, the import erases the content.

Columns common to both templates

Column	Description
Operacion	Modificación to add/modify; Baja to delete. To mark an employee as inactive without deleting, use Modificación and complete FechaBaja in the Assignments tab (empty template) or in the Employees tab itself (employee load template).
Codigo	Record code. Free field and must be unique.
Nombre	Employee’s first name.
Apellido 1	First surname.
Apellido 2	Second surname.
TipoIdentificacion	0 (NIF/NIE), 1 (Cass), 99 (Others).
Identificacion	Identification number corresponding to the type.
Email	Employee’s email address.
FechaNacimiento	Date of birth in DD/MM/YYYY format.
Sexo	M (Male) or F (Female).
Sensibilidad	EM (Pregnant), ES (Special Sensitivity), LA (Breastfeeding), MY (Older). Separate multiple sensitivities with ;. The sensitivity “Minor” is calculated automatically from the date of birth.
Direccion	Street from the Address field in the detail screen.
Ciudad	Town from the Address field.
Provincia	Province from the Address field.
CP	Postal code from the Address field.
Pais	Country from the Address field.
Telefono	Phone number to include in the Phones tab.
NASS	Social Security affiliation number.
TipoEmpleado	0 (Internal), 1 (External), 2 (Self-employed), 3 (Temporary Employment Agency).

Caution

The sensitivity “Minor” (ME) MUST NOT be added manually: the programme calculates it automatically from the FechaNacimiento.

Columns specific to the empty template

These columns are only in the Employees tab of the empty template:

Column	Description
Observaciones	Notes to include in the employee detail screen.
IdentificacionResponsable	ID or identifier of the hierarchical supervisor employee. The supervisor must exist previously or have been loaded in a previous row of the same Excel.
FechaUltimoReconocimiento	Date of the last medical check-up (DD/MM/YYYY format). Will be included in Medical fitness and waivers.
CaducidadCertificado	Expiry date of the medical certificate (DD/MM/YYYY format). Will be included as Next medical check-up date for employee.
Idioma	ca-ES (Catalan), es-ES (Spanish), en-GB (English), fr-FR (French).
Etiquetas	Tags to add in the detail screen.
Nacionalidad	Nationality code according to ISO 3166 standard.
EnviarEmailsAlSupervisor	X to send the employee’s emails to their PRL supervisor. Checks by default Send all employee emails through PRL supervisor. Exception: training and health surveillance emails are never sent to the supervisor.
DocBienvenidaEnviado	X if you DO NOT want welcome document emails to be sent. Checks Welcome document(s) sent.
ResumenAptitud	0 (Undefined), 1 (Not fit), 2 (Fit without restrictions), 3 (Fit with restrictions), 4 (Partial fit), 5 (Waiver). Completes the Medical fitness summary field in Medical fitness and waivers.
TeleTrabajo	X to mark the employee as teleworking.

Columns specific to the employee load template

In this template, the Employees tab includes the position assignment data, avoiding the need to fill in the Assignments tab manually:

Column	Description
CodigoEmpresa	Code of the company to which the employee is assigned. Must exactly match Smart OSH.
CodigoCentro	Site code. Must exactly match.
CodigoSeccion	Section code. Must exactly match.
CodigoPuesto	Position code. Must exactly match.
FechaAlta	Start date of the position assignment (DD/MM/YYYY format).
FechaBaja	End date of the position assignment (DD/MM/YYYY format).

Tip

The Assignments tab in the employee load template is protected and not editable: it is automatically completed from the data you enter in the Employees tab.

Caution

If you use the import to change an employee’s position assignment, the new assignment does not replace the previous one. Both remain assigned to the employee and the oldest is marked with the “Main position” check. If you need to close the previous one, do so manually or by completing its FechaBaja.

Assignments tab

The Assignments tab links each employee with their position within the organisational structure. Its behaviour depends on the template used.

Empty template

In the empty template, the Assignments tab is editable and must be completed manually.

Caution

This tab must contain identification data that exactly match those in the other tabs (Companies, Sites, Sections, Positions, Employees). For greater security, copy and paste the codes from the other tabs instead of typing them.

Column	Description
Operacion	Modificación to add/modify; Baja to delete. To mark the assignment as inactive, use Modificación and complete FechaBaja.
CodigoEmpresa	Company code. Must exactly match Smart OSH.
CodigoCentro	Site code. Must exactly match.
CodigoSeccion	Section code. Must exactly match.
CodigoPuesto	Position code. Must exactly match.
Identificacion	Employee identification number (CIF, NIF, NRT or Others).
FechaAlta	Start date of the assignment (DD/MM/YYYY format).
FechaBaja	End date of the assignment (DD/MM/YYYY format).
TipoContrato	Name of the employee’s contract type. Added in the Assignments tab of the employee detail screen.
SituacionProfesional	Name of the employee’s professional situation.
RegimenSS	Name of the Social Security regime.
TextoConvenio	Name of the applicable collective agreement text.
CodigoEmpresExterna	Code of the external company to which the employee belongs, if applicable.
HorasTrabajadas	Number of hours worked for that assignment.
Principal	X to mark this assignment as the employee’s main position.

Employee load template

In the employee load template, the Assignments tab is protected and not editable.

Tip

The tab is automatically completed from the CodigoEmpresa, CodigoCentro, CodigoSeccion, CodigoPuesto, FechaAlta, and FechaBaja data you have entered in the Employees tab of the same template.

If you need to control advanced assignment fields (contract type, professional situation, hours worked, etc.), use the empty template, which allows all columns to be completed.

How to upload the Excel

Once you have completed the Excel, the last step is to upload it to Smart OSH and monitor the result.

Steps

1. Go to Settings > Quick imports.
2. Click New and complete the record fields.
3. Click Save.
4. Click Import.

Import record fields

Field	Description
Nombre	Identifying name of the import. For example: “Employees December 2021”.
Archivo	Excel document with the data to import.
Estado	Default is Not started. The programme changes it automatically as the process progresses.
Fecha última carga (o reintento)	Initially empty. The programme fills it automatically when executing the import.
Usuario	Automatically filled by the programme with the user who creates the record.

Caution

The Excel format must be .xls or .xlsx. If you upload any other format, even if the system indicates it has loaded correctly, no import will be performed.

How to monitor progress

After clicking Import, the system manages the import in the background:

1. The Estado changes to Started at the start.
2. The Fecha última carga (o reintento) is filled immediately.
3. Wait a reasonable time and refresh the page to see progress.
4. When finished, the Estado will be one of these two values:
   • Completed successfully: all records have been loaded without errors.
   • Completed with errors: there was at least one problem with a record.

Tip

If you have many records to load, do not stay watching the screen. The import can take time and the page only refreshes when you reload it manually.

Behaviour in case of errors

Note

If the import contains multiple records and an error is found, the programme does load the correct records processed up to that point. It does not revert changes made before the error.

You have two ways to obtain the error details:

• From the email the system sends when the import finishes with errors: it contains a link to the error log.
• From the log of the quick import itself in Smart OSH.

Tip

When an import fails, the log indicates the specific row and the reason for the error, allowing you to correct only what is necessary and reload the Excel.

Final reminder

Caution

Quick imports affect direct data of the organisational structure and employees. Before clicking Import:

• Review the Excel data.
• Verify that the codes match those in Smart OSH.
• Check that you have not left blank fields in existing records that already had data.
• Ensure the file format (.xls or .xlsx).

---

Source: PR-SO-21-023 “Quick imports”, version 1.1, 12/04/2022.