# 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](/files/-MVTr6TIkOJQN3yfhl_Y)

**Noted:**

* Information with red color and asterisk \* are required to input data.
* Icon ![](/files/-MVTr6TJvqnxOR3Ud0Gh) 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](/files/-MVTr6TKQrYpTOECzuVb)

* (1): Click ![](/files/-MVTr6TLPIYYKPq3UpZA) 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](/files/-MVTr6TMzE2DyWAMu5Jz)

**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](/files/-MVTr6TNILbzPxYOPZBk)

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

Follow the steps as shown in Figure II.2.5

![II.2.5](/files/-MVTr6TO_Kk-KojHCDJM)

* (1): Click ![](/files/-MVTr6TPSp8rHa3qZnH7) 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](/files/-MVTr6TQ4ytFl3drnrQ_)

* (4): Click ![](/files/-MVTr6TRyVQPVWL3kDlK)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).


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://hr.docs.ssaudit.com/english/general-guidance/instructions-to-create-data.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.