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Introduction and FAQ

How does integration work?

Overall, it works as follows:

  • A file with complete user information is provided to Acubiz EMS 'server (eg Daily)
  • Acubiz EMS imports the file daily and updates users based on the unique key delivered
    • Create new user
    • Edit master data, eg Name, Email or Account etc.
    • Disable users

Communication to Acubiz EMS

  1. An FTP account is established with Acubiz EMS for which files are to be delivered.
  2. Integration via web service.

 

What systems can Acubiz EMS integrate with?

Acubiz EMS has integrated with SAP, Navision, Microsoft, VISMA and a number of other systems. As long as your current system contains the necessary information and it can create files, there is basically nothing wrong with automating. There may be limitations in the information that will make it necessary to make changes to your system (eg add information).

How do we move on?

Examine the options your datadeleverysystem has in terms of delivering files to Acubiz EMS, as well as what information is available in your system. Then you contact Acubiz EMS and we will talk about options etc.

Should all users be sent each time or can only be sent changes?

 

As long as changes are sent, Acubiz EMS can handle both. However, we recommend "full load" of users each time, as this ensures that changes in (eg.) approvers are updated and you do not end up with users where the approver is no longer active. Example:

An approver stops, so it is not only the approver-user that needs to be sent, but also information on all the users that the approver is approve for, has to be included in the data.

Is there any information on the user that should not change?

When imported, it is the unique reference to the user who decides whether to create or update. This key must be unique and must not change in users "life-time" in Acubiz. In addition, Initials and Login are also locked and must not be changed. Name, accounts, etc. can be changed and will be updated on import

Are documents in process updated? (eg. changes on approver)

Changes in relationships - eg approver and secretary - on user will not be updated on current documents, but will work forward when the change is made.

We have users who are not in the datadelevery system (eg external consultants etc.) - can you manually maintain these?

Yes, you can do that - a user can either be maintained automatically or manually. You can go from Auto Maintenance to Manual Maintenance - but not the other way. As long as there is no information about the files on the users that are manually maintained

Is there any feedback if something goes wrong?

Notification can be made by mail when import of users has been settled - you decide whether or not there are errors.

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