Employee Master

Introduction

The Employee Master sheet is used for creating employee records inside the system. The Excel file is dynamically generated by the backend using the tenant ID, ensuring that all tenant-specific metadata is prefilled correctly.

The template contains exactly three sheets, as defined by the loader:

1. Instructions – User guidance

2. Employee Master – Actual data entry

3. README – Roles – All role codes and names available for this tenant

The system pulls and pre-fills:

• Department Names (tenant-specific)

• Designation Names (linked to departments)

• Roles (from backend role master)

Users fill only the employee details; backend-generated columns must remain empty.

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Templates

• TEMPLATE – Auto-generated Employee Master

• PREFILLED TEMPLATE – Employee Master with sample rows and dropdowns

• Sample Template: Employee_Master Sample Excel

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Data Table

Column	Description
User Name	Employee’s full name (login name)
Mobile Number	Must be numeric; used for authentication
Password	Optional; if empty backend can auto-generate
Department Name	Must match tenant’s department list
Designation Name	Must match tenant’s designation list
Role Names	Comma-separated list from README – Roles
Employee Status	EMPLOYED, SUSPENDED, RETIRED, TERMINATED
Employee Type	PERMANENT, CONTRACT, TEMPORARY
Gender	Male, Female, Other
Hierarchy Type	ADMIN, FIELD, ZONAL
Boundary Type	City, Zone, Ward, etc.
Boundary Code	Must match Boundary Master
Assignment From Date	Required date in YYYY-MM-DD
Date of Appointment	Required date in YYYY-MM-DD

Backend columns:

• _STATUS

• _STATUS_CODE

• _ERROR_MESSAGE

These are populated after ingestion by the Python processor.

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Data Definition

Column Name	Mandatory?	Description	User Input?	Validation
User Name	Yes	Employee login name	Yes	Alphabets, spaces
Mobile Number	Yes	Contact number	Yes	Digits only
Password	No	Login password	Yes	Free text
Department Name	Yes	Select from prefilled sheet	Dropdown	Must match
Designation Name	Yes	Select from prefilled sheet	Dropdown	Must match
Role Names	Yes	Comma separated role names	Yes	Must match README – Roles
Employee Status	No	Employment status	Dropdown	Must match
Employee Type	No	Employment type	Dropdown	Must match
Gender	No	Gender	Dropdown	Must match
Hierarchy Type	No	ADMIN/FIELD/ZONAL	Dropdown	Must match
Boundary Type	No	Type of boundary	Dropdown	Must match
Boundary Code	No	Boundary code	Yes	Must match Boundary Master
Assignment From Date	Yes	Effective from date	Yes	YYYY-MM-DD
Date of Appointment	Yes	Appointment date	Yes	YYYY-MM-DD
_STATUS	Auto	Backend status	No	Protected
_STATUS_CODE	Auto	Numeric code	No	Protected
_ERROR_MESSAGE	Auto	Error from backend	No	Protected

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Steps to Fill Data

1. Download the Employee Master template (generated dynamically by Tenant ID).

2. Review reference sheets:

   1. README – Roles

   2. Instructions

   3. All dropdowns inside Employee Master (Departments, Designations, Employee Type, Hierarchy Type, Boundary Type, Boundary Code)

3. Fill in the employee details:

   1. User Name

   2. Mobile Number

   3. Password (optional)

4. Select:

   1. Department Name

   2. Designation Name

Backend internally maps these to Department ID and Designation Code.

1. Assign roles:

   1. Refer to README – Roles

   2. Enter only Role Names

   3. Separate multiple roles using commas

Example:

SYSTEM,APPROVER,VIEWER

1. Fill organizational mapping:

   1. Employee Type

   2. Employee Status

   3. Gender

   4. Hierarchy Type

   5. Boundary Type

   6. Boundary Code

2. Fill dates:

   1. Assignment From Date

   2. Date of Appointment Format: YYYY-MM-DD

3. Do NOT fill:

   1. _STATUS

   2. _STATUS_CODE

   3. _ERROR_MESSAGE

These are filled by the Python ingestion script.

1. Validate data (Excel validation + backend rules).

2. Upload the file into the Jupyter Notebook loader.

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Excel Validation Framework

1. Mandatory Field Validation

Ensures:

• User Name

• Mobile Number

• Department Name

• Designation Name

• Role Names

• Assignment From Date

• Date of Appointment are filled.

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2. Dropdown Validation

The loader enforces:

• Department Name → must match prefilled list

• Designation Name → must match prefilled list

• Employee Type, Status, Gender, Hierarchy Type → must match dropdown

• Boundary Code → must match allowed boundaries

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3. Mobile Number Validation

• Digits only

• No characters or symbols

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4. Date Validation

Format:

YYYY-MM-DD

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Sample User-Filled Rows

User Name	Mobile Number	Dept	Designation	Role Names	Status	Type	Boundary Code	Assign Date	Join Date
Ramu	9993999999	Street Lights	Superintending Engineer	SUPERUSER,SYSTEM	EMPLOYED	PERMANENT	statea	2024-09-05	2024-06-20

The backend will fill system columns after processing.