This guide will walk you through the process of uploading a file containing Staff Shift data into our drag-and-drop area. This feature is primarily used for new users who are just signing up and have not yet set up a QR code with Votive. Please follow the steps carefully to ensure a smooth upload process.
Step 1: Accessing the Drag-and-Drop Area
1. Log in to your Votive account.
2. Navigate to the PBJ > Upload section in the main menu.
3. If you have access to more than one facility, please ensure you have the correct facility selected from the facility drop-down.
4. Click the blue 'Upload Files' link to show the drag and drop area.
5. You will see a designated drag-and-drop area for uploading your file, including the formats accepted.
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There are several stages of uploading a PDF. This value is always shown under the 'Status' column. The PDF upload will always first be under 'Parsing', then it will go to 'Processing', and from there it will go to 'UNAPPROVED' until someone verifies the data, and makes any necessary corrections.
Step 2: Verifying Your Data
Once your file is fully uploaded, it will show up under the 'UNAPPROVED' section of the dropdown. From here, we can do a few things, but first, you want to give it time to parse your data. If it says 'Parsing' or 'Processing' under the Status column, our system is currently reading and breaking down your data, as demonstrated below.
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Once the data has parsed, you can see if anything in the file looks incorrect. You will be notified of any issues our system caught by clicking on the yellow or red highlighted number, and an explanation of any issues will be explained.
If you have issues and need to correct them, our system will filter out duplicates. If you were to upload a file with issues, and it imported half of the file and then you uploaded the same, corrected file, it would only add the new corrected ones. This means you can safely upload the same file multiple times, and never have to worry about creating duplicates. However, if you upload files with no payroll_id field, Votive will create this for you to avoid duplicates. If someone were to change this payroll_id in any future uploads, it will make a duplicate that has to be merged.
Checking errors
If the data parsed contains any issues caught by our system, You can view them by clicking the 'Errors' column containing the number of issues. The issues within the file will have a highlighted background correlating to the issue to make it easy to find issues within both large and small uploads. If the number contains red errors, none of the affected rows will be uploaded and corrections will need to be made. If the file contains yellow warnings or blue notices, the file will upload and give you a notice at the top of the page telling you how many were/weren't uploaded. You can then correct the issues and re-upload the file. Examples of what these errors might look like are demonstrated below.
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For A list of common errors, please also read this article.
Examples of what will help readability:
Examples of what will help readability:
1. Digital PDF's:
Avoid scanning hard copies. Digital PDFs are easier for AI to read and process.
2. Shift Data:
Include detailed shift data to enhance readability and provide specific information about work hours and tasks. This task must be a value that maps to an official PBJ job code.
For more information regarding shift data, please read this article.
QR Code for Ongoing Data Updates
Votive provides a QR code for ongoing updates to your agency data. This feature allows you to quickly scan and update data directly from mobile devices, ensuring your information stays current without needing to upload a new file each time.