Support Manual:

Using a Combination of the Online Form and XML file Upload Methods for Recording Data

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Using a combination of the online form and XML file upload methods for recording data

Using a combination of the online form and XML file upload methods for recording data

Attempting to use a combined method may result in data loss if you aren’t familiar with the processes required

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It’s advised to use only one of the collection methods for your initial data return reducing the burden should data become accidentally overwritten.

Using the Online Form to Record Data and then Upload an XML file

If you use the online form to record staff members and then upload an XML file for the same return with additional staff members (not including the original staff members) data previously recorded through the online form in the current academic year will be overwritten by the last XML file uploaded from your organisation.

Example scenario where staff data can be accidentally overwritten

1. Initially you use the online form to record 12 staff member’s data manually.
2. You then upload an XML file with additional staff members but excluding the previous 12 members of staff that were recorded using the online form
3. The 12 staff members previously recorded are now overwritten and cannot be retrieved
4. The solution to re-record the overwritten staff member data is to include the data on the same source XML file and re-upload with a new file name or add them individually using the online form

Using an XML file for your data return and making changes using the online form

If you upload staff data in an XML file for your return, you can then use the online form to check details, make changes, delete, add new members of staff.

Data changes made using the online form will supersede data on the uploaded XML file. The XML file remains on the system archive.

Example scenario uploading an XML file and modifying data using the online form

1. You use a spreadsheet or the staff data desktop application to prepare data for your return and output an XML file.
2. You upload the XML file.
3. You can then view and modify staff details through the online system. Any modifications using the online system will display as the latest data collection for the organisation.