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syncAbsencesJob: automatically scheduled to run hourly every 15 minutes
leaveBalancesSyncJob: automatically scheduled to run nightly unless the (3:00 AM) unless a manual sync has been performed under System>USPS Data SyncSync>Sync Leave Balances
positionSyncJob: automatically scheduled to sync weekly nightly (3:00 AM) unless the manual sync has been performed under System>USPS Data SyncSync>Sync Positions
generatePeriodsJob: automatically scheduled to run ??
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depending on Automatic Period Generator set up under Timesheet Manager>Automatic Period Generator
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Configuration
Please click herefor more information on the system’s Configuration options.
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Used with existing Custom Date Codes in USPS’s Core>Date Codes (i.e. FBI check).
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Create a Date Code
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Once a date code exists in USPS, the user can pull the USPS Date Code into ESS. Next, click ‘Continue’
The Date Code and Description from USPS auto loads. The user can enter the following:
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a. Expiration Terms in Days: Number of days the date code is valid
b. Days Before Expiration to Notify: Number of days prior to the expiration date that the employee will be notified
c. Notification Message: Message employee will receive in ESS based on days before it’s set to expire
d. Active checkbox: uncheck when users needs to disable date code notification.
Currently, ESS doesn’t have a way to notify users (via email, notification or at login) of an approaching deadline. This is a planned enhancement in CY2025.
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Kiosk Load
Used to import data extracted from the Legacy Kiosk application.
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Kiosk District Configuration
Kiosk Leave Type Configuration
Kiosk Users* - please refer to Employee Self Service Import from Kiosk guide for further information on editing the Kiosk User spreadsheet prior to importing into ESS
Kiosk User Time Preferences
Kiosk Leave Request Groups
Kiosk Leave Request Group Members
Kiosk Sub Categories
Kiosk Leave Request Workflows
Kiosk Leave Request Workflow Group Levels
Kiosk URLs
Absence Management (AESOP) District
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Please follow the steps in the Employee Self Service Import from Kiosk in the order provided. Review any error messages generated from each import as well as the error file generated. Please fix the errors on the generated error file (not the original CSV) and import the updated error file to fix any errors. Repeat until all errors have been resolved.
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When loading user data, the field names on the spreadsheet must exactly match the Field names listed below. The field names are not case sensitive.
When creating new records, the fields specified below as "Required" must be included in the spreadsheet. All other fields are optional. All date formats are accepted (i.e. mm-dd-yyyy, mm/dd/yyyy, mmddyyyy, etc).
When updating existing records, use the
to extract the desired User data from the User grid. It will generate a CSV formatted file containing the filtered user data as well as automatically includes a ‘user_id' column that contains the existing user record’s UUID. Leave the 'user_id' column in the spreadsheet and do not edit or remove the data in this column. This field is needed when loading changes made to existing user record data.
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Field | Format | Definition |
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USER_ID | Automatically populated when extracting existing ESS User data (via the User grid ‘Export Grid Items’ option) | Required field if updating existing ESS user data. Otherwise, it is not required for new user imports. **Please see bulleted User Import Criteria above for more information on updating existing ESS User data.** |
USERNAME | No maximum number of characters | Required. ESS Username |
FIRST_NAME | No maximum number of characters | Required: ESS User’s first name |
MIDDLE_NAME | No maximum number of characters | ESS User’s middle name |
LAST_NAME | No maximum number of characters | Required. ESS User’s last name |
SUFFIX_NAME | No maximum number of characters | ESS User’s Suffix (i.e. Jr, PhD, etc) |
EMPLOYEE_NUMBER | If an employee of the district, must use the Employee’s Identification Number from USPS | USPS Employee Identification Number |
TITLE | No maximum number of characters | Employee Job Title |
must use a valid email format | Required. Recommended to use employee’s Primary Email Address from USPS>Employee record | |
EXTERNAL_AUTH | true or false | Enter true if user is using External Authentication (Active Directory). Otherwise leave blank and it will default to false. |
ENABLED | true or false | Enter true if user account should be disabled. Otherwise leave blank and it will default to false. |
PASSWORD_EXP | accepts ISO_LOCAL_DATE_TIME (yyyy-MM-ddThh:mm:ss) format EX: 2024-05-01T00:00:00 is May 1st, 2024 at midnight | If entered, date user's password will expire. The user will be required to change the password after this date. Does not affect externally authenticated users. |
ACCOUNT_EXP | accepts ISO_LOCAL_DATE_TIME (yyyy-MM-ddThh:mm:ss) format EX: 2024-05-01T00:00:00 is May 1st, 2024 at midnight | If entered, date at which the user account will expire. After this date, the user will be effectively disabled. This affects both locally and externally authenticated users. |
LOCKED | true or false | Leave blank to default to false for new account creation. Locked accounts are usually temporary situations caused by excessive login failures or other account status problems. Set the 'enabled' flag to false to disable a user. |
2FA | true or false | Enter true if user is using Two-Factor Authentication. Otherwise leave blank and it will default to false. |
SYNC_TO_AESOP | true or false | Enter true if the user should be synced to AESOP. |
ROLES | If multiple roles, separate each ESS role with a hyphen. Role names are case sensitive and must be in UPPERCASE. NOTE: The USER role does not need to be included in the spreadsheet. The application will add the role by default to the user account. NOTE: ADMIN role cannot be assigned via mass load. Please refer to the ‘Roles’ table below for proper format on how role names are to be entered in the ‘Roles’ column | Example below of entering (3) ESS roles for a user.  After import, when viewing the user account in ESS, it will display as follows (automatically added User role by default)  |
Please reference the available roles table below when entering a role on your user spreadsheet. The role must be in UPPERCASE and match exactly to what is displayed in the ‘Role Name for User Import' column.
Role Name for User Import | Role Name displayed in User account in ESS |
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ADMIN | Admin |
DISTRICT_MANAGER | District Manager |
ANNOUNCEMENT | Announcement Board Manager |
LEAVE_MANAGER | Leave Manager |
LEAVE_APPROVAL_MANAGER | Leave Approval Workflow Manager |
LEAVE_CAL_BUILDING | Leave Calendar by Building |
LEAVE_CAL_DEPARTMENT | Leave Calendar by Department Code |
LEAVE_CAL_DISTRICT_BUILDING | Leave Calendar by District Building |
LEAVE_CAL_PAY_GROUP | Leave Calendar by Pay Group |
LEAVE_CAL_DISTRICT_STAFF | Leave Calendar for District Staff |
LEAVE_REQUEST_APPROVER | Leave Request Approver |
LEAVE_SUPERVISOR_STAFF | Leave Supervisor for Staff |
DATA_CHANGE_MANAGER | Data Change Manager |
SUB_COORDINATOR | Substitute Coordinator |
SUB_COORDINATOR_RO | Substitute Coordinator - Read Only |
SUB_COORDINATOR_BUILDING | Substitute Coordinator by Building |
SUB_COORDINATOR_BUILDING_RO | Substitute Coordinator by Building - Read Only |
SUB_COORDINATOR_DEPARTMENT_CODE | Substitute Coordinator by Department Code |
SUB_COORDINATOR_PAY_GROUP | Substitute Coordinator by Pay Group |
TIMESHEET_APPROVER | Timesheet Approver |
TIMESHEET_MANAGER | Timesheet Manager |
TIMESHEET_STAFF_SUPERVISOR | Timesheet Supervisor for Staff |
WHITELIST_MANAGER | Whitelist Manager |
CUSTOM_LINK_MANAGER | Custom Link Manager |
METRICS | Metrics API |
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Organization
The 'Organization' refers to district information such as district address and ID numbers that are unique to a district. Currently, the organization is not included on the Legacy Kiosk load imports. Districts will have to manually add their Organization information into ESS.
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