Import and export Career Framework data in Perform & Engage 365

Introduction

Required role: Super admin.

The Career Framework supports importing and exporting framework data using Excel files. This enables Super admins to create, update, and maintain career structures in bulk instead of making changes manually through the user interface.

You can export the most recent state of the framework, update it in Excel, and then import the revised structure back into your Career Framework.

Before you start

To import or export Career Framework data, you must:

• Have the Super admin role in Perform & Engage 365.
• Have access to the Career Framework feature.

Export Career Framework data

Exporting creates an Excel workbook that contains the most recent state of the framework structure. The exported file follows the same format as the import template and can be edited and imported again if required.

1. Select Organisation > navigation menu (the icon) in the top right-hand corner > Career Framework. The Career framework page opens.

2. Select Export. The export runs in the background and generates an Excel file named career_framework.xlsx. in the Downloads folder on your local device.

When the export is complete:

• The file is downloaded automatically.
• The workbook contains the current framework structure.
• Edit the file with your changes before importing.

Import Career Framework data

Importing enables you to update multiple job families, career paths, and job roles at the same time using an Excel workbook.

The import process consists of several steps:

1. Upload a file.

2. Validate the file.

3. Review affected employee assignments (if required).

4. Import the framework.

5. Publish the new version when ready.

Download the import template

1. Select Organisation > navigation menu (the icon) in the top right-hand corner > Career Framework. The Career framework page opens.

2. Select Import. The Import Career Framework dialog opens.

3. Select Download import template. The template downloads.

The template contains the correct workbook structure and validation rules required for importing.

Edit the data in the template to reflect the required career framework. Don't change the structure of the template. Once you've edited the data, you can Upload an import file.

Upload an import file

1. Select Organisation > navigation menu (the icon) in the top right-hand corner > Career Framework. The Career framework page opens.

2. Select Import. The Import Career Framework dialog opens.

Here:

• If you haven't yet downloaded your current career framework and edited it, you can select Download import template. This downloads the current career framework. You can edit it to reflect your required career framework then return here to import it.
• If you previously exported your current current framework and have already edited the Excel file with your changes, as described in Export Career Framework data, you can import that file now.

3. Drag and drop the Excel file you've updated with the required Career Framework structure into the upload area, or choose Select file to browse to and select the file.

When the file is updated, the validation process starts.

4. Wait for the validation process to complete.

The existing Career Framework remains unchanged during validation. Changes are applied only when the import process is completed successfully.

Review validation results

After the file is uploaded, it's validated and checked for errors.

• If validation succeeds, the import process continues to the next step. For more information, see Manage affected employee assignments.
• If validation fails, a message is displayed and the file can't be imported. For more information, see If validation fails.

If validation fails

An error message is displayed and the file can't be imported.

You can download an annotated version of the workbook that highlights problems requiring attention.

The annotated file includes:

• Yellow highlighting for invalid cells.
• Comments explaining each validation issue.
• A validation errors worksheet containing links to every validation error.

After correcting the issues, upload the workbook again and repeat the validation process. For more information, see Upload an import file.

Manage affected employee assignments

If the imported framework changes or removes roles or levels that are currently assigned to employees, an additional review step is displayed.

Affected employees are grouped into two categories:

• Role removed. The employee's current role doesn't exist in the imported framework. If this isn't resolved, the employee's role assignment is deactivated.
• Level removed. The employee's role remains, but their current job level no longer exists. If this isn't resolved, the employee's level is cleared, but the role assignment remains active.

During this step, you can:

• Review affected employees.
• Assign employees to new roles and levels in the imported structure.
• Unassign employees if required.

Filter affected employees

The reassignment page includes filters to help locate employees:

• Unassigned
• Team
• Department
• Job family
• Job role

You can use these filters to review and resolve assignments before continuing.

Complete the import

After validation and assignment review are complete:

1. Enter a Version title. This field is required.

2. Optionally enter a Description.

3. Select Import.

The import process begins and runs in the background. During the import:

• The dialog can't be closed.
• A progress message is displayed.
• The framework is updated with the imported structure.

When the import finishes successfully:

• A confirmation message is displayed.
• Job families are refreshed.
• Employee assignment information is refreshed.
• The framework status is updated.

Publish imported changes

Importing creates a new draft version of the Career Framework. The imported changes aren't visible to employees until they are published.

To make imported changes available:

1. Review the imported framework.

2. Select Publish.

3. Publish the new framework version.

Understanding the Excel template

The import template contains three worksheets.

job families. Stores job family names, descriptions, and cover image references.

career paths. Stores career path definitions and job levels.

job roles. Stores job role definitions and relationships to job families and career paths.

When validation errors are present, an additional validation errors worksheet is included in the annotated workbook.

Frequently asked questions

Does importing replace the current framework?

No. Importing creates a new draft version of the Career Framework. The currently published version remains unchanged until the imported version is published.

Can I continue working while an import or export runs?

Yes. Both import and export operations run in the background, enabling you to continue working elsewhere in the application.

What happens if a role is removed during import?

Employees assigned to removed roles are identified during the import process, enabling you to reassign them before completing the import. If left unresolved, the affected role assignments are deactivated.

What happens if a job level is removed during import?

The employee remains assigned to the role, but their level assignment is cleared.

Can I use an exported workbook as an import file?

Yes. The exported workbook uses the same structure as the import template and can be modified and imported again.

Next steps

After importing or exporting Career Framework data, you can:

• Review framework changes.
• Resolve any employee assignment issues.
• Publish the new framework version.
• Continue managing job families, career paths, and job roles.

More information

• Introduction to the Career Framework
• Create and manage job families
• Create and manage career paths and job levels
• Create and manage job roles
• Assign employees to roles and levels
• Publish Career Framework changes
• Career Framework FAQs