Documenten Converter via Nmbrs Converter

Download en installeer eerst de Nmbrs® Converter.

Dit artikel beschrijft hoe je documenten vanuit een reeds bestaande mappenstructuur, bestaande uit bestanden en een "metadata file", kunt uploaden naar Nmbrs. In de onderstaande situatie gaan we er van uit dat deze mappenstructuur aanwezig is.

LET OP: het metadata bestand uit Unit4 is tegenwoordig moeilijk te verkrijgen daar, zonder dit bestand is deze converter niet te gebruiken.

Structuur uploaden medewerkerniveau

De structuur voor het uploaden van documenten voor de medewerker is als volgt:

G:\U4DAEXP\Bedrijfsnummer\medewerkersnummer\metaID_naamdocument.pdf

  • U4DAEXP = de hoofdmap
  • Bedrijfsnummer = zie bedrijfsgegevens
  • medewerkersnummer = zie persoonlijke gegevens van de medewerker
  • metaID_naamdocument = het document
    • "metaID" verwijst naar het metadata-bestand (meta_id, kolom A); je kunt dit zelf bepalen (cijfers of letters), maar het moet wel uniek zijn.
    • "naamdocument" is de naam van het document

In de hoofdmap dient tevens een metadata-bestand aanwezig te zijn. Een voorbeeld hiervan is: Metadata example.csv. Het metadata-bestand is nodig om de documenten te koppelen aan de verschillende bedrijven en medewerkers in Nmbrs. 

Lees in de tabellen onderaan de pagina welke informatie verplicht is, en welke informatie van de documenten geïmporteerd kan worden.

Voorbeeld:

Structuur uploaden bedrijfsniveau

De structuur voor het uploaden van documenten op bedrijfsniveau is als volgt:

G:\U4DAEXP\Bedrijfsnummer\metaID_naamdocument.pdf

  • U4DAEXP = de hoofdmap
  • Bedrijfsnummer = zie bedrijfsgegevens
  • metaID_naamdocument = het document
    • "metaID" verwijst naar het metadata bestand (meta_id, kolom A); je kunt dit zelf bepalen (cijfers of letters), maar het moet wel uniek zijn.
    • "naamdocument" is de naam van het document

In de hoofdmap dient tevens een metadata-bestand aanwezig te zijn. Een voorbeeld hiervan is: Metadata example.csv. Het metadata-bestand is nodig om de documenten te koppelen aan de verschillende bedrijven en medewerkers in Nmbrs. 

Lees in de tabellen onderaan de pagina welke informatie verplicht is, en welke informatie van de documenten geïmporteerd kan worden.

Voorbeeld:

 

Aandachtspunten

Het uploaden van de bestanden gaat via een API-call per document naar de Nmbrs-omgeving. Het is aan te raden niet te grote hoeveelheden data in een keer over zetten. Ingescande documenten en foto's nemen meer data in beslag dan tekst-bestanden, en kunnen zodoende langer duren. 

Een handleiding voor het inrichten en gebruiken van de Nmbrs Converter volgt hieronder (in het Engels).

 

Introduction

The Nmbrs Converter is an application to simplify the process of uploading documents to your Nmbrs environment.

Requirements

To be able to use the Nmbrs Converter, you must have:

  • a fully functioning Nmbrs environment, including one or more companies;
  • local folders with documents;
  • a Metadata.csv file with correct mappings;
  • the latest version of the Nmbrs Converter software;
  • an Accountant or Business top account to establish a connection between the Nmbrs Converter and your Nmbrs environment. A top account means an account on the highest level only.

 

Process steps

Summary

  1. Manage the connection between the original data and the end point environment.
  2. Link "Companies" and "Employees" automatically or manually.
  3. Upload the files.

 

Step 1

Make sure that you:

  • know the location of folders or documents;
  • know the location of the Metadata.csv file;
  • have a top user account with a token associated with it; and
  • download and install the latest version of the Nmbrs® Converter .

 

Step 2 

Open the Nmbrs Converter: 

 

All 4 tabs need to be filled in to be able to upload the documents. They are described below.

 

Connection Settings tab

This tab specifies the base connection between the source data and the Nmbrs destination environment.

  1. Select Converter: "Documents import".

  2. Click on "Select folder" to browse to the folder containing the Companies folder and the Metadata.csv.

  3. Enter Email and Token for an existing top level account.
    Note: To create a token, log on to Nmbrs with a top Accountant/Business account and go to the "User Profile" - "Api Token" top menu.

  4. Click on "Save Connection": the Nmbrs Converter will verify if the combination of username and token are correct.

 

Step 3

Companies Tab

This tab is for matching (automatically or manually) the companies in the Metadata to the companies in Nmbrs:

The Nmbrs Converter automatically displays the companies present in the Metadata.

  1. With the top buttons on this tab you can:
    • check or uncheck all rows of the identified companies;
    • clear all rows previously checked;
    • filter companies by entering (part of) a name; and
    • auto Set Nmbrs companies: the converter will try to match all existing companies in the Metafile to Nmbrs companies; this match is based on the company numbers.
  2. All companies for which documents need to be uploaded must be selected.

  3. If one or more companies are not automatically matched by the "Auto Set Nmbrs Companies" function you can manually specify that relation by clicking on "Set Nmbrs Company" (3). Based on the existing connection a popup appears with all available debtors and their associated companies:


    Click on the correct company and then on "Set Nmbrs company" (1). It is possible to filter companies after selecting a debtor.

Only companies on the Company tab that have a name in the "Nmbrs Company" column may be considered linked.

 

Step 4

Employees Tab

After linking the companies you can match the employees:

  1. With the top buttons on this tab you can:
    - check or uncheck all employees of the previous selected companies;
    - select different companies (using their number): this action updates the available employee list;
    - clear all employees previously checked; and
    - auto set Nmbrs employees: the converter will try to match all existing employees in the Metafile to Nmbrs companies; this match is based on employee numbers.

  2. If some employees are not automatically matched by the "Auto Set Nmbrs Employees" function, you can specify that relation manually by clicking on "Set Nmbrs Employees "(3): based on the existing connection a popup appears with all available employees of the previously linked company:

 

Click on the correct employee and then on "Set Nmbrs employee" (1). It is possible to filter employees.

Only employees on the Employee tab that have a name in the "Nmbrs Employee" column may be considered linked.

You have now sucessfully specified the correct connections between the Metafile and your Nmbrs environment!

 

Step 5

Import Tab

This tab allows you to either test (simulate) the upload action (to check if there are missing documents and to get an impression of the amount of documents), or actually upload the documents to your Nmbrs Environment.

1. After clicking either "Test" or "Import", a progress bar is shown here. With the Test Button you can simulate the upload, allowing you to detect and, if necessary, correct any conflicts before performing the actual document upload.

  1. After completion of the test 3 totals are shown:

    • total records processed;
    • total records successfully tested/imported; and
    • total errors found. An example of an error message is: "Error file can't be found meta_inf:387799 to Company: 2200 | Demo BV Employee: 3 | Mark de Dwillem from Company: 870680 Employee: Belt, I.L.B. - at 2/9/2015 4:45:42 PM"

    With the Import Button you perform both the verification and the actual upload of the documents, using the settings and selections on the previous tabs. After completion a popup message stating that the document import was successfully is displayed.

2. You can keep track of the upload process in the Log area of the screen. For each processed document a row with the following information is shown:

  • Success/Fail status of the each upload operation
  • Document name (from metadata)
  • Company of origin (from metadata)
  • Employee of origin (from metadata)
  • Destination Company (from Nmbrs)
  • Destination Employee (from Nmbrs)
  • Date and Hour of the upload

3. The Error area of the screen lists all documents that failed to upload. There are three main reasons for failed uploads:

  • internal error - the file was not found in the expected folder;
  • connection error - the connection between the Nmbres Converter and the Nmbrs environment was lost;
  • generic problem - other than internal or connection error.


 

Table of Metafile.CSV (comma separated values) content

Column Description Mandatory Example
Meta_ID Id record on metafile Yes 686
cdwerkgever Employer Code Yes 773807
cdwerknemer Employee Code No (adviced when importing files for an employee) 1001068
wnnaam Not in use  No Martens
jaar Not in use  No 2007
cdtype Document Type Yes SALSPEC, see Table of Upload Content for more information
usercode Not in use  No bosm
codevolgnr Not in use  No  -
omschr Not in use  No Salarisspecificatie
cdsoort Document Format Yes Pdf
doc_id Not in use  No bedrijfdoc1

 

Table of upload content

kolom "cdtype"

Metafile Doc Type Full name Destination Area in Nmbrs

Destination 
Level 

New Doc type in Nmbrs Where to look - Dashlet
UPLWERKN Upload Employee File Management Company -

File Management

 new map:

Migrated_document(dd-mm-jjj_hh_mm_ss)

SALSPEC Salary Specifications File Management Company -

File Management

new map:

Migrated_document(dd-mm-jjj_hh_mm_ss)

WERKGEVER Employee Document File Management Company -

File Management

new map:

Migrated_document(dd-mm-jjj_hh_mm_ss)

JOG WN Annual declaration employee Employee Documents Employee - Employee Documents
ARBOVK Employee Contract Employee Documents Employee Contracts Employee Documents
ALGEMEEN General employee Employee Documents Employee Other Employee Documents
LEASE Lease Contracts Employee Documents Employee Other Employee Documents
ID Identity Documents Employee Documents Employee Identity Document Employee Documents
FUNC Performance & appraisal Documents Employee Documents Employee Other Employee Documents
DIPLOMA Diploma Employee Documents Employee Certificate Employee Documents
CORR Correspondence Employee Documents Employee Other Employee Documents
ZIEKMELD Sick Report Employee Documents Employee Other Employee Documents
EMPLOGIN Employee Login File Employee Documents Employee Employee Login FIle Employee Documents

Let op: Elk bestand dat op medewerker-niveau wordt geupload,is ook terug te vinden in het batch-bestand van de upload-actie in Bestandsbeheer. Dit staat bij elkaar in de nieuwe map met de naam Migrated_document (dd-mm-jjj_hh_mm_ss).

Volgen

Opmerkingen

Mogelijk gemaakt door Zendesk