**Note** The File Archive Module needs to be installed (SYSTEM/MODULES/FILE ARCHIVE MODULE) first in order for everyone to see this option under Utilities depending on how the permissions are structured.  ADMIN/GM/USPS STANDARD users will, by default, be able to view all 3 types.  

File Import will be visible to everyone, but once on the view, if they don't have permission, they'll be shown a message stating that fact.  You can import files from Zip archive files for Pay Forms (Payment Notifications) and W2 Forms and Classic Payroll CD files.
User will enter pay date for pay forms and year for w2s.

There are two options for Pay Slips and W2 Forms for importing and one for Classic Payroll Cd files:

• Import Single Zip File will only allow one zip file to be imported at a time
• Import Multiple Zip Files will allow multiple zip files to be imported at one time
• Import Classic Payroll CD Archives will allow uploading Payroll Cd files

The zip file for W2s might contain files named like "DistrictA_W2s_999917843_2017.pdf" 

The software needs to know either the SSN or Employee #.  In my example, 999917843 is the SSN.  The filename is separate by "_" characters, but it could be spaces, dashes, periods ,or some other character.  This is what the "Filename delimiter(s)" prompt is all about.  If they are using any of the default, most common delimiters, they wouldn't have to change this.

In the example, the SSN, once separated by its delimiters, is located in the 3rd "segment" out of 4, the district would choose 3 from the Filename segment for employee identifier prompt and then SSN from Employee identifier prompt. The Filename segment for control number is for Import Type, W2's and Filename segment for payment number if for Import Type, Payment Notifications.  After clicking Load or Refresh Import Preview, it will upload the selected Zip file and attempt to parse out the SSN from each file and match it with an Employee.  The results will show in the grid along with the number of the files that it was able to find for an Employee. 

Import Single Zip File

Will Import a Single Zip file only

Field Definitions

• Zip Archive File - Choose a file to Import
• Select the Import Type from the drop down:
  • W2 Forms
  • Payment Notifications(Pay slips)
• Pay Date - Any date can be entered for the import.  If importing past payrolls, you can use the Pay Date to reference or if importing W2's for 2017, you can use a 12/30/2017 date or 01/01/2018 date:
  
  • Import Type
    • W2 Forms
      • Select tax year 
  • Import Type
    • Payment Notifications
      • Enter Pay Date 
• The Filename delimiter(s) is used to "break apart" the parts of the filename - .  
  • This field should not be changed, unless they need to change or add another special field, like % or *. If this is the case then you add it to the end after a comma.
    • For instance, file names being imported might be in a format like "MyDist_1112223333_hello_goodbye.pdf"   The district will need to be able to specify how the filename is broken up, in this case, it is using the "_"(underscore) character.  So, one of the Filename delimiters is "_".  But a file might also look like this: "abc 1112223333 howdy.pdf", so we want to also check for " "(space).  Same goes for "-" and ".".  But if someone, somewhere has a filename like "MyDist*1112223333*smith.pdf", then they would add a ",*" to the list, or just replace the list with "*" as the only delimiter.  In the examples, the 111222333 part is where the Social Sec. # would be in the filename, which is why we need to parse the filename to know where the SSN is (or Employee number).
      
• The Filename segment for employee identifier is related to the Filename Delimiter(s).  For instance, if the filenames are all in the form of "MyDist_123456789_otherinfo.pdf, then the "segment" would be 2.  The first "segment" is "MyDist", second is the SSN that we want, the third is "other info" and fourth is "pdf".  The Filename Segment for employee identifier is to determine what place in the filename the Employee SSN or Employee Number is in.
• Select the Employee Identifier from the drop down:
  • Employee Number
  • Employee SSN
• The Select filename segment for control number is related to the Filename Delimiter(s).
  • Import Type
    • W2 Forms
      
      • Example - 3333333_2016_W2_FORMS/EMP0001 2016 601.pdf
        • The Control number (2016) is in the 6th place
• The Select filename segment for payment number is related to the Filename Delimiter(s).
  
  • Import Type
    • Payment Notifications
      • Example - 04-18-18 111111/EMP000001 50031.pdf 
        • The Payment Number (50031) is in the 6th place
• Enter the Filter file names - This is an optional filter.  If you have a zip file with 10 different districts' files in it, you need a way to pick only the 1 district's files to import.  In this situation, they would have named the files or directories with something to differentiate, like the district's IRN.  If they had named the files with IRN, then they could enter the specific IRN in that field, and it would 'filter out' any names that do not match that IRN.
  
• Click onto preview the file of the Zip Contents

Once all Contents has been previewed, click onor to start over, click on .

Import Multiple Zip Files

Allows Multiple Zip files to be imported at one time

The Import Multiple Zip File section is illustrating how to upload your zip files.  After you have uploaded your files, you will need to import these uploaded file.  To import files please refer to the Import Payment Notifications and W2 Forms section.

To select zip files, you will need to drag from your desktop or directory and drop in selected zip file box.

The Refresh button is used if one or more zip files are not all importing. As it shows in the grid above, the Status for the last Zip File, it is Awaiting Upload.  Click on the button to immediately update the file status from Awaiting Upload to Upload Finished.

This is the Uploading part but you still need to perform the setup for importing of the files.

Payment Notifications

To Preview your imported Zip files, click on 

Next is to fill out the Import Type and segments:

Each section is highlighted in different colors so you can see what's related and where they came from.  The yellow highlighted Zip file below would import 1 zip file (04012018 111111(1).zip) with 10 files out of 11.

Enter in the segment information:

04182018 111111.zip

To view the details of each file, click on the Preview box or click on will refresh the Zip File that is highlighted:

Once all data is correct, click on  to import pay slips to the File Archive.  Using the Import Zip File will import only one file at a time:

To Import Multiple Files at one time, use the .  This option will import all Zip Files listed:

W2 Forms

Drag and Drop the files to the box:

To detail view the W2's, click on Preview and each W2 in that file will be shown below:

The W2's for each year can be imported as a single Zip File or Imported by All Remaining Zip Files

Import Classic Payroll CD Archives

This import option is only necessary when the Payroll CD files were not imported as part of the initial Classic import.

The first chance to import Payroll CD into Redesign is during the initial extract, import of the Classic USPS data. They need to use the "TRUE" option on the Classic USPSREXTR.COM command procedure as detailed here: USPS Classic Extract Process

If they did not choose TRUE during extract, they would follow the instructions and choose the "ONLY" option from the classic extract wiki.

Click on  to Upload file.  Then click  .  It will state the number of Files loaded:

To view the imported files, go to Utilities/File Archive