Notebook 3: Employee Onboarding

File: 3_EmployeeOnboarding.ipynb

What it creates:

• Employee accounts

• User login credentials

• Role assignments

• Jurisdiction (work area) assignments

Requires: Notebooks 1 & 2 completed first

Step 1: Open and Authenticate

Open 3_EmployeeOnboarding.ipynb and authenticate

Step 2: Generate Dynamic Template

Step 2a: Enter tenant ID (e.g., pg.citya)

Step 2b: Click "📋 Generate Employee Template"

Step 2c: Wait while system fetches:

• Departments (from Notebook 1)

• Designations (from Notebook 1)

• Roles (from MDMS)

• Boundaries (from Notebook 2)

Step 2d: Click "📥 Download Template"

Step 3: Fill Employee Template

Open the downloaded Excel file

Main columns to fill:

Column	Example	Notes
User Name*	John Doe	Full name
Mobile Number*	9876543210	10 digits, unique
Password	(leave empty)	Default: eGov@123
Department Name*	WATER DEPARTMENT	Use dropdown
Designation Name*	engineer	Use dropdown
Role Names*	GRO,EMPLOYEE	Comma-separated
Assignment From Date*	01-01-2024	DD-MM-YYYY
Date of Appointment*	01-01-2024	DD-MM-YYYY

Use the dropdown menus:

Check reference sheets for help:

• README - Roles: Lists all available roles

• README - Departments: Department reference

• README - Boundaries: Boundary codes

Save the file when done.

Step 4: Upload and Process

Step 4a: Upload your filled template

Step 4b: Click "📤 Upload & Process"

Step 4c: Watch the progress

[PHASE 4] LOADING EMPLOYEES

🔍 PRE-CHECK: Validating Roles in MDMS

✅ All 5 required roles exist in MDMS

[UPLOADING] HRMS Employees

[OK] [1/25] JOHN_DOE

[OK] [2/25] JANE_SMITH

[OK] [3/25] RAJESH_KUMAR

...

[SUMMARY] Created: 25

[SUMMARY] Already Exists: 0

[SUMMARY] Failed: 0

✅ [SUCCESS] Employees uploaded successfully!

Step 5: Handle Errors (If Any)

If some employees failed:

Step 5a: Download the processed file

Step 5b: Open and find FAILED rows

Step 5c: Read the error message

_STATUS	_ERROR_MESSAGE
FAILED	Mobile number already exists

Step 5d: Fix the errors

Step 5e: Delete status columns:

• _STATUS

• _STATUS_CODE

• _ERROR_MESSAGE

Step 5f: Save and re-upload

The system will skip already-successful rows.