Automatically translated from Dutch. Some wording may be inaccurate.
The import process consists of three steps: reading the data, validating it and finally importing it.
Read from
This button opens a submenu with the supported formats and sources:
•Regelneef XML file
•Excel file
•CSV file
•Import Inbox
•Freepack employee export file (module 161, version 2)
•Freepack employee export file (module 735, comma-separated)
After choosing a format, a dialog appears, for example to open a file. The default location can be configured. Regelneef then validates and displays the data in the import module.
If you use the Regelneef Inbox, a separate button shows the number of waiting documents. Click it to display them, then double-click a document to open it in the import module.
The Import affiliate field determines which affiliate is assigned when reading employees. An affiliate name provided in the import file takes precedence over Import affiliate.
Selecting As registration ignores the BSN and scans of identity documents, passport photos and similar files. This supports the legal requirement described here that such data should not be stored until the applicant actually starts work.
Select Delete import file after importing if import files always have different names. They are then deleted after the data has been imported, preventing old files from accumulating.
Status
Regelneef must determine whether an employee already exists and should be updated, or is new. This is called the Status. Use Determine status based on to choose personnel number or BSN as the matching key. Regelneef remembers the last choice. The status New or Update appears in the first column with distinct colours.
A third status is possible: Make a choice. This appears if no number matches but one or more existing employees have the same surname and date of birth. Open the import row's details to link it to an existing employee or treat it as new.
 | Grey columns Columns absent from the import file are shown in grey and are never imported. For Update records, the employee's existing value is preserved. |
Validate
Regelneef validates data, for example by checking nationality and country against their tables. Missing table values are reported below the import row.
If a value such as nationality is not found, investigate the reason. Open the table from the details screen, select an existing value or correct or extend the table. Click Validate to check again and clear the message.
An XML import can include one or more files per employee. Their number is shown in the Files column. View or remove them on the Files tab of the import row's details.
If files are included, a folder name is also required. Regelneef suggests one. It must be a valid Windows folder name that has not already been used for another employee.
| Table A table value itself may be incorrect or missing. Correct the table and validate the import data again. |
| Affiliate For New records, assign an affiliate if no import affiliate was specified. To fill all missing affiliates at once, open a row's details, select the affiliate and enable Use this affiliate for other missing affiliates too. |
| Delete To exclude a group of records, select them and use Delete to remove them from the import module. |
Import
When validation no longer reports problems, click Import. If documents are included, Regelneef creates each employee's folder automatically and places the files in it.