How to fix errors in my employee data?

 

Error Banner

You have uploaded your employee data, confirmed the column with Unique ID's and matched the column names. Now you see the overview of all employee data. At the top of the screen a banner might indicate that some errors need to be fixed.

Click on “fix errors” to take action on these errors. There are different types of errors that can occur.

 

Fixing errors 

Issue resolve view: Fix errors by clicking on “Fix errors” in the banner at the top. This will guide you to the issue resolve window.

General data overview: You can also fix error in the general data overview. 

In both views the following options apply:

1. Edit data: edit content of cells.
2. Show errors: select participants and click show errors to make the errors appear in the data overview.
3. Delete employees: Select the employee by ticking the box and select “delete employee errors”. Or Click the 3 dots at the end of the row and select “delete employees”.
4. Ignore error: Click in the eye icon (in issue resolve mode), or select the employee by ticking the box and select “Ignore errors”. Or click the 3 dots at the end of the row and select ignore errors. You can find ignored answers by going to “Dismissed errors”. Click on the 3 dots on the top left of the overview page.   

 

 

 

Types of errors:

You can get errors on any data on which a validation check is done. These are the types of errors that can occur. Each of these errors and ways to fix them are further explained bellow.

1. Duplicate email addresses

2. Missing email addresses

3. Email domain name

4. Invalid value date of birth or gender

5. Error in managers data 

6. Missing first name 

7. Invalid language code

 

1. Duplicate email addresses

What is it?

If some email addresses appear more than once in the data, an error will indicate the number of non-unique email addresses.

How to fix it?

Are you getting a notification that duplicate email addresses have been found in your data? Then you have 3 options: Delete, edit or allow:

Click on fix errors to see which addresses are duplicate. 

Delete: Indicate which employees you want to keep.

Edit: Edit one of the email addresses

Allow duplicates: It is possible to allow for duplicate email addresses, however you must indicate this. Go to column settings by clicking on the 3 dots at the top right. Select the email column and tick “Allow duplicate email addresses”.

2. Missing email addresses

What is it?

If cells in the email address column are left empty, this will trigger an error message. It is possible to leave cells empty in the email column. However, you have to indicate this in the settings. 

How to fix it?

Did you leave a mail address for a specific employee empty? You can either fill-out the employees email address, or allow for empty cells if the employee does not have an email address. If you don't do this, you will get an error message.

Allow for empty cells in the email column: 

Go to column settings by clicking on the 3 dots at the top right.

Select the email column and tick “Accept empty cells”.

3. E-mail domain name

What is it? 

In My Effectory you can specify a domain name that you want to set a t standard for all employees. Doing this will ensure that if an email that does not match the standard domain name is entered, an error message will appear. This acts like a check to ensure all email addresses are correct. 

Set standard domain name:

Go to column settings by clicking on the 3 dots at the top right.

Select the email column. “Click edit category”. Click “Add domain name”. Fill out the domain name and confirm. 

 4. Invalid value date of birth or gender

What is it? 

Certain columns such as date of birth and gender ask for a specific value format.

When the chosen value format does not match the inserted data, you will receive an error.

How to fix it?

To solve this error you can:

Edit the data to fit the right format

or Adjust the value format by going the column settings on the top right screen.

 

5. Error in managers data

What is it? 

My Effectory checks whether the manager data is matches the organizational structure. If the manager data is entered in a way that does not match the organizational structure, you will see an error.

This error often occurs because of circle loops in the hierarchical order of the managers. 

Managers need to be added in the correct hierarchical order (e.g., A->B->C). In other words, for manager A to manage Manager B, Manager A must be at a higher level in the hierarchy.

If  manager A manages manager B, and manager B manages manager A (e.g., A->B->A), this is called a circular loop. If a circular loop happens, My Effectory cannot link the correct manager to their team. To learn more about this, see: What are 'Circular Loops' in My Effectory, and how do they occur? – Effectory

How to fix it? 

Make sure your manager data is entered in accordance with your organizational structure. 

 

6. Missing first name

What is it? 

If cells in the first name column are left empty, this will trigger an error message. It is possible to leave cells empty in the first name column. However, you have to indicate this in the settings. 

How to fix it? 

Did you leave the first name your employee(s) empty? 

You can either fill-out the first name, or allow for empty cells if you do not wish to include first names. If you don't do this, you will get an error message.

Allow for empty cells in the first name column: 

Go to column settings by clicking on the 3 dots at the top right.

Select the first name column and tick “Accept empty cells”

Please note: If you do not include first names, the employee will be addresses with the default phrase “Hi participant!” in the user mailings. 

7. Invalid language code

What is it? 

My Effectory uses standard language codes to determine the survey language (such as ‘’en-US’’ for English - United States or ‘’nl-NL’’ for Dutch ). Make sure to use a valid language code. 

How to fix it? 

Find the list of valid language codes in the excel template for uploading data, or in the upload guide that appears when you click on “upload data” at the top right of the screen.