# Instructions to create data

## **Section Content**

Instruct users on how to create data such as employee information, maternity data, the shift data, leave registration data, etc.

Method of creating data:

* Typing the information directly in the software interface: This method is suitable when creating data for a small number of employees or the data is being saved as paper documents.
* Create from Excel template file: This method is suitable for creating data for a large number of employees, and the data is saved in excel file format.

## **Method of creating data directly on the software interface**

On the toolbar, follow these steps: (1) Typing the information -> (2) Click **Save** button to save the data to software. Figure II.2.1

![II.2.1](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TIkOJQN3yfhl_Y%2F0.png?generation=1615425469094231\&alt=media)

**Noted:**

* Information with red color and asterisk \* are required to input data.
* Icon ![](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TJvqnxOR3Ud0Gh%2F1.png?generation=1615425469089473\&alt=media) is flashing: After clicking the **Save** button, if this icon flashes that mean the software has detected an error and user need to additional information into box where it appears.

## **Create data from the Excel template file**

The steps are as follows: Take the sample file from the software -> Typing information in the template file and save -> Import the data from the template file into the software.

### **Step 1: Get template file**

Follow the steps as shown in Figure II.2.2

![II.2.2](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TKQrYpTOECzuVb%2F2.png?generation=1615425469123435\&alt=media)

* (1): Click ![](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TLPIYYKPq3UpZA%2F3.png?generation=1615425469084653\&alt=media) to get template file.
* (2): Select a folder to save the file. The default template file name is ImportGeneralExcel.xlsx (can rename the template file to suit users)
* (3): Click **Save** to save template file.

**Noted:**

Regulations on folders name or template file names: English or Vietnamese without spaces and no accent. Example: FileMau.xlsx, DangKyTangCa.xlsx…

### **Step 2: Typing information in the template file**

Typing information in the template file was taken in part **a**.

Example: Typing the overtime registration information (Figure II.2.3)

![II.2.3](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TMzE2DyWAMu5Jz%2F4.png?generation=1615425469075186\&alt=media)

**Regulations Typing information in the template file**

* Do not insert columns or lines in the template file.
* Do not blank lines between the two information lines. If the line is blanked, the information of the lines below the blank line will lose.
* The columns containing the red title cell are required to fill in information.
* Example of the incorrect information input: (Figure II.2.4) This is a common user error (the red frame and the red X letter)

![II.2.4](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TNILbzPxYOPZBk%2F5.png?generation=1615425469119463\&alt=media)

### **Step 3: Import data from template file in to software**

Follow the steps as shown in Figure II.2.5

![II.2.5](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TO_Kk-KojHCDJM%2F6.png?generation=1615425469151680\&alt=media)

* (1): Click ![](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TPSp8rHa3qZnH7%2F7.png?generation=1615425469094607\&alt=media) button to import data from the template file.
* (2): Find the template file, then click to the template file.
* (3): Click Open. (It can ignore step 3 if double-click the template file).

After steps 2 and 3, the data will be displayed on the grid of software as Figure II.2.6

![II.2.6](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TQ4ytFl3drnrQ_%2F8.png?generation=1615425469089009\&alt=media)

* (4): Click ![](https://2677856120-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2Fsmartbooks-hrm-guideline%2F-MVTq_WybVhmUCKSlrva%2F-MVTr6TRyVQPVWL3kDlK%2F9.png?generation=1615425469094468\&alt=media)button to save data to the software. Finished creating data with Excel file

**Noted:**

In the case: After click **Save**, the software displays a message of failure. Checked the input errors in the **Input Checking** column (Figure II.2.6).