File Importing and Batch Processing

These e-access features let you import member information directly into e-access and submit requests in batches – which is faster, more efficient and saves you time. You can also track processes you have underway.

Importing, batch processing, and status tracking features are available for e-Form 165a – Leave Period Reporting, e-Form 119 – Annual Reporting of Membership Information, and e-Form 106 – Changing Member Information.

Importing and batch processing use similar screens and navigation aids, and there are help and validation screens to guide you through the process.

Overview

The file importing and batch processing features of e-access will help you streamline leave period reporting. You’ll find greater detail about these steps in this information sheet.
 
File Importing and Batch, Overview flowchart

Import a File

When you’re ready to transfer your e-form 165a, e-Form 106 or e-form 119 data into e-access, you have two options:
 
  1. Create (“build”) a member data import file from Excel using the Import file builder.\
  2. Use your own Text file (.txt) – you can import one or more member data files that have already been set up by your information technology staff (the import file specifications can be found in e-access help).

Using the Import file builder

From the e-access homepage

  • Open the Batch processes drop-down menu.
  • Click Import file builder. The import file builder page appears.


     
  • Click How to use the Import file builder for instructions, or go straight to the builder itself.
  • Right click Import file builder and select Save target as. (This saves the Import file builder to your computer, so you can work with it outside e-access, which we recommend.)

In the Import file builder Excel spreadsheet

  • Click on the tab (at the bottom of the spreadsheet) that represents the type of file you will be importing.
  • Enter or copy your member data into the builder’s spreadsheet.
  • Click Build import file. This prompts you to save the import (.txt format) file that you’ve just created.

Tips:

  • Mandatory fields in the Import file builder are in boldface. 
  • Record where your import file is saved, so that you can easily find it again when you’re ready to import it.

Using the Import file builder

There are two ways to import your member data into e-access:
  •  In the import file builder page…when you’re finished building your import file, you can click Import the file!
  •  In the e-access Batch processes drop-down menu…click Import a file.

On the Import a file page

  • Select a Contact. This will be the person listed as your contact on requests created from your import file.
  • Click Next.
  • Open the File drop-down menu and select the type of file you’re importing.
  • Select the Reconciliation year, if applicable.
  • Click Browse to find and select your previously saved import file.
  • Click Import file.

Important:
Do not exit e-access until the import-file transfer to OMERS is complete. (This will normally take no more than a couple of minutes.)

When the file is transferred it will be Pending – in queue, waiting to be processed. Then it will be listed as Processing while e-access does some basic checks to ensure the information is in the correct format for the type of import you have initiated. You can check the status of your import file by opening the Batch processes drop-down menu and clicking View status. Once the file has finished processing, it will be listed as one of the following statuses: Completed no errors, Completed with errors, Failed.

If the import was successful, and…

  • There were no errors – the information in the import file is stored in e-access as requests, which are ready to be process whenever you want.
  • There were errors – for example, you import a file with 2,000 records, and 1,990 are correct but 10 have errors – you must first click the Review errors link (in View Status  Imports), review them, and then acknowledge your review by clicking the Review completed button. Then, your successfully imported requests (all 1,990) are made available for processing.
 
Important:
Once you review errors, click Review completed.

 
Requests can’t be created in e-access for records with import errors. You have three options:
  1.  Manually create requests for the records that generated errors.
  2.  Create a new import file with just the (corrected) records that generated the errors.
  3.  Delete the import file, correct the errors, and re-import it. To delete an import file, please refer to the section of this information sheet on “Delete a batch of requests”.

If the import file failed

You’ll have to review the error log, and then correct and re-import the file.
Note:
You can only import one type of file at a time. You must wait until any previous import files have finished processing, and you’ve reviewed (and acknowledged) their error logs, before you can begin another import.

Batch processes

Batch processing e-Form 165a, e-Form 119, and e-Form 106 transactions gives you the option of submitting more than one member’s request at a time. It also enables you to print election forms or delete requests in batches.
Note: Large batches of requests will be processed overnight (after 6:00 p.m.). Until processing begins, they will be listed as Pending. Please see the section of this information sheet on “View status”.

Submit a batch of requests

This feature enables you to validate and submit all requests you haven’t yet submitted (not just those you’ve imported).
  • In the Batch processes drop-down menu, click Submit a batch of requests > Request type. You’ll be shown how many requests you haven’t yet submitted, and that are ready to submit – from any current or previous imports as well as any individual requests you’ve manually entered.
  • Either click Submit ALL requests, or enter your search criteria to identify specific requests you want to submit.




     
  • Click Submit. The requests are processed. Please see the section of this information sheet on “View status”.

View Status

This feature is extremely helpful…and necessary. It helps you keep track of everything you’ve imported, batch submitted, or batch deleted.
  •  In the Batch processes drop-down menu, click View status.


     
  • There are five tabs to click: Imports, Batch submit, Batch delete, Extracts and Activity.
  • Click the tab for the process that you want to monitor.
Imports – this tab will show you:
  •  The file(s) you are currently importing (a bar graph tracks the progress) or have most recently imported,
  •  Whether they were imported successfully, and whether there were any errors when they were imported.
Important: Here, you can (and must) review and acknowledge any import errors before your requests from the import file are made available for processing.

Batch submit – this tab shows you batches of requests you have submitted. You’ll be able to see what batches are Pending, Processing, and whether there were any exceptions with your requests.

Batch delete – this tab shows you the import files or batches of requests you asked to delete. From here, you can also cancel any deletions that haven’t yet started processing (status still Pending). Once processing starts, you can’t cancel them.

Extracts – this tab shows you the extracts you have requested. For more information, please see the information sheet on Data extracts.

Activity – this tab shows you activity type, date submitted, username and status.

Delete a batch of requests

This feature enables you to delete an import file (within 48 hours of importing it) or a batch of requests. This comes in handy, for example, if you’ve imported the wrong file, or if you want to correct errors in the file, and then re-import it.
Deleting an import file
When you’re looking at the Batch delete screen, you’ll see listed any import file(s) you can still delete (those that you imported within the last 48 hours):
  •  Select the import file you wish to delete.
  •  Click Delete.
After you click the delete button, there is a 12-hour delay before the file is actually deleted. During this time, you can stop the delete if you wish (in View status > Batch delete).

Deleting a batch of requests
  • In the Batch processes drop-down menu, click Delete a batch of requests.


     
  • You’ll be shown any import files that can still be deleted, and any requests you can delete. If you want to delete a batch of requests, you’ll be prompted to select your search criteria.
  • Enter your search criteria.
  • Click Search.
  • The requests that match your criteria will appear. If your search criteria matched many requests, they will appear in “pages”. A page will display exceptions and may extend beyond your viewing screen. You can scroll down to see the rest. If you search returns more than one page, there will be more than one page to view.
  • You will be prompted to confirm your decision. To see (or cancel) the batch deletes you’ve requested, please see the section of this information sheet on “View status”.
To see (or cancel) the batch deletes you’ve requested, please see the section of this information sheet on “View status”.

Important: Once a batch delete begins, you can’t stop it.