Spreadsheet Guidelines for EIB Spreadsheet Templates in Workday

Spreadsheet Guidelines for all EIB Spreadsheet Templates

  • Always generate a spreadsheet template in Workday for the upload.
  • Keep the template in its original XML Spreadsheet 2003 format. Do not save a template to any other format.
  • Add only data values to the generated spreadsheet. Do not make formatting changes, introduce hard breaks or returns, rearrange rows or columns, or add new rows and columns. Doing so can cause the upload to fail.

Required and Default Data

  • Each worksheet section, or area, indicates whether an element is optional or required.
  • Each column in the spreadsheet indicates whether a field is optional or required.
  • Some fields have default values. If a field is required, and you want to use the default value, leave the field empty in the spreadsheet. EIB inserts default values before checking required fields for a value.
  • To override a default value, enter {empty} in the spreadsheet cell.
  • Use the spreadsheet key to coordinate the header information throughout the tabs of the spreadsheet. Keep the same spreadsheet key for each row as you add information in the subsequent tabs. The spreadsheet key is also required to coordinate multiple child rows that roll up to the same parent row.

Data Types

  • Each column in the spreadsheet indicates the data type.
  • Columns with formats such as YYYY-MM-DDY/NText, or Number accept data only in the specified format.
  • Dates must always be in YYYY-MM-DD format.
  • Spreadsheet cells provide basic data validation for text, date, numeric, and currency formats only.
  • To protect spreadsheet cell formatting, either enter values manually or reapply the correct formats if you cut and paste data from another spreadsheet or report.
  • For rich text fields, ensure that you enter data that is valid HTML markup. Example: to enter Sales Goal < $4000, enter Sales Goal < $4000 in the spreadsheet cell. To enter line breaks, enter 
     in the spreadsheet cell.

ID Type Columns

  • For any Reference ID column, you can select the Reference ID Type from a drop-down list. This action applies the selected Reference ID Type to all row of data in the column.
  • Columns identified as holding ID Type values enable you to select a Reference ID Type for each row of data in the spreadsheet. Example: if you are loading employees and contingent workers in a single EIB, you can select the appropriate Reference ID Type for each person/row.
  • If Reference ID values are empty in Workday, assign values with the Maintain Reference IDs task.. You must assign Reference IDs before you can upload data.

You can also assign Reference IDs using the Put Reference web service operation, or through an EIB using this web service operation.

ID Columns

When left blank, some ID columns trigger Workday’s ID generator to assign new ID values during the upload. To find out if IDs are automatically generated, refer to the spreadsheet comments in ID columns.

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