This document describes how the automatic user integration with Acubiz works, as well as the requirements and guidelines for stable and error-free operation.
How does the integration work?
The integration is file-based and relies on a regular (for example, daily) transfer of master data. The process proceeds as follows:
Data export: A file with current user information is generated from your HR or ERP system.
Data transport: The file is securely transferred via a dedicated SFTP account, which is created and hosted by Acubiz.
Data import and update: Acubiz automatically reads the file and updates the user database based on a unique key (reference). During the import, the following scenarios are handled:
Creation: New employees are automatically created.
Update: Existing master data (e.g., name, email, or account number) is updated.
Deactivation: Deactivating a user is not an automatic process. If a user is to be deactivated, this must be explicitly indicated in the data.
Supported systems
Acubiz can be integrated with virtually all modern business systems, including SAP, Microsoft Dynamics (Navision/Business Central), among others.
Prerequisite: The key factor is that your current system contains the necessary employee data and is able to generate and send files automatically. If certain mandatory fields are missing in your current setup, minor adjustments in your source system may be required to ensure data quality.
Next steps
To initiate the process, we recommend the following:
Investigate the capabilities of your current source system to export data and transfer files via SFTP.
Map which employee information is available in the system.
Contact your consultant or Acubiz support so we can jointly agree on the specific integration process.
FAQ – Frequently Asked Questions
Should we send all users every time, or only changes (delta)?
Acubiz can handle both methods, but we strongly recommend sending a complete user list ("full load") with each run. This ensures full data integrity.
Example: If a manager (approver) leaves, it is not sufficient to only update the manager’s own status. Data for all employees who reference that manager must also be included to ensure that a new, active approver is assigned automatically.
Are there user details that must not be changed?
Yes. The system identifies the user based on the unique reference (key). This key must never be changed during the user’s lifetime. Additionally, initials and login are locked after creation. Other master data such as name, department, and account number can be freely updated via the import file.
Are ongoing documents in Acubiz updated if an approver changes?
No. Changes in relationships (e.g., new approver or secretary) only have forward-looking effect. Documents and settlements already in process or awaiting approval will retain the original workflow structure to ensure traceability.
Can we manually maintain users who are not found in the HR/ERP system?
Yes. Acubiz supports a combination where certain users (e.g., external consultants or loosely associated personnel) are created and maintained manually directly in Acubiz. An automatically created user can also be changed to manual maintenance – this simply requires that the user is subsequently excluded from the automatic import file to avoid overwriting.
Will we be notified if an import fails?
Yes. Automatic email notifications can be configured in connection with the import. You can choose whether to receive a status email after each run or only be notified in case of errors.
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