When multiple payroll systems exist, employee numbers might overlap, causing data conflicts during synchronization. For example:

• Problem:

  • Joe Bloggs in Auckland has an employee number: 15972.

  • John Smith in Christchurch also has an employee number: 15972.

  • Without unique identifiers, syncing both files would cause one record to overwrite the other.

✅ How the Prefix Function Works

This feature allows you to automatically prefix a unique code to each employee number in the file, making every number unique.

• The prefix is added automatically by the synchroniser based on the file name.

• The prefix is followed by a dash (-) before the original employee number.

Example:

• Prefix 1000 + Employee Number 15972 → 1000-15972

• Prefix 2000 + Employee Number 15972 → 2000-15972

📂 Example Scenario

ABC Company has two branches:

• Auckland Branch → Prefix: 1000

• Christchurch Branch → Prefix: 2000

They name their payroll files as follows:

• EmployeeAuckland_1000.csv

• EmployeeChristchurch_2000.csv

📄 File Naming Format

The prefix must appear after an underscore (_) and immediately before .csv.

✔ Correct: EmployeeAuckland_1000.csv
✘ Incorrect: EmployeeAuckland1000.csv

When processed:

• Joe Bloggs (Auckland) → 1000-15972

• John Smith (Christchurch) → 2000-15972

📌 Important Notes

• ✅ The prefix will appear in Ideagen Workforce Safety and cannot be hidden.

• ✅ If enabled, this feature must be used globally across all synchronised files.

  • Any file without a prefix will not be processed.

• ✅ No changes are required inside your payroll file – the prefix is added automatically based on the file name.

⚠️ Why This Matters

Using this feature prevents data overwrites, ensures data integrity, and simplifies managing employee records across multiple systems.