How does integration work?

• A file containing complete user information is sent to Acubiz' server daily.
• Acubiz processes this file each day and updates user information based on the unique key provided
  • Creates new users
  • Updates master data, such as Name, Email, or Account, etc.
  • Disables users

Communication with Acubiz

1. An SFTP account is set up with Acubiz for file delivery.

What systems can Acubiz integrate with?

Acubiz has successfully integrated with systems like SAP, Navision, Microsoft, VISMA, and several others. As long as your current system has the necessary information and can generate files, automating the process should be straightforward. However, there might be some limitations in the information that could require adjustments to your system (like adding more information).

How do we proceed?

Take a look at the capabilities of your data delivery system regarding file submission to Acubiz, as well as the information available in your system. Then, reach out to Acubiz, and we can discuss the options available.

FAQ

Should all users be sent each time, or can we just send changes?

Acubiz EMS can handle both options as long as changes are sent. However, we recommend sending a "full load" of users each time. This ensures that any changes, such as updates to approvers, are reflected, preventing situations where an approver is no longer active. For example:

• If an approver leaves, it’s important not just to send the approver's information but also to include all users that the approver oversees.

Is there any user information that should not change?

When importing, the unique reference for the user determines whether to create or update. This key needs to remain unique and should not change throughout the user's time in Acubiz. Additionally, Initials and Login are fixed and must not be altered. Other details, like Name and accounts, can be updated during the import process.

Are documents in process updated? (e.g., changes in approver)

Changes in relationships, such as approver and secretary, will not be updated on existing documents but will take effect for future changes once made.

What about users not in the data delivery system (e.g., external consultants)? Can we manage these manually?

Yes, you can manage these users. A user can be maintained either automatically or manually. You can switch from Auto Maintenance to Manual Maintenance, but not the other way around, as long as there is no conflicting information about the files for users that are manually maintained.

Will there be feedback if something goes wrong?

You can receive notifications via email once the import of users is complete, allowing you to decide if there were any errors.