The following shows what data must / can be delivered to Acubiz via automatic maintenance. The article covers the following topics

• Minimum requirements for user data
• One company structure
• Structure with several companies
• Additional user information for automatic updating

Minimum requirements for user data

The files must contain at least the following information:

1. Import ID: Unique key for user
   Used to decide if it is a new user or one that needs to be updated. It is important that this key does not change during the user's lifetime in Acubiz.
2. Initials
   User initials or other identification.
3. First name
4. Last name
   Usually indicated with the user's initials in parentheses
5. Email address
   Used as a username to log in to Acubiz (and for SSO Authentication)
    

Example of basic user data:

Example of file content

1001;aaa;Anders;Andersen (aaa);aaa@mail.com

There is other information which may also be required depending on your configuration, example:

• Employee approver/manager
• Secretary / Personal Assistant
• Employee accounts in the ERP system
• Employee number
• Amount limits for approval

A further clarification must be made based on your configuration and needs.

User data with approver and employee number:

In this example, 2 additional information have been added:

1. Import ID: Unique key for user
   Used to decide if it is a new user or one that needs to be updated. It is important that this key does not change during the user's lifetime in Acubiz.
2. First name
3. Last name
   Usually indicated with the user's initials in parentheses
4. Email address
   Used as a username to log in to Acubiz (and for SSO Authentication)
    
5. Employee number
6. Employee approver/manager reference.

In the example it can be seen that the unique key (column 1) for the user who is the approver, this must be stated in column 7 of the users who have this user as the approver.

Example of file content

1001;aaa;Anders;Andersen (aaa);aaa@mail.com;1001;1002
1002;bbb;Bo;Jensen (bbb);bbb@mail.com;1002;1001

One or more companies in Acubiz

Acubiz supports different structures to suit the structure of the company - this can be a single company or it can be several companies within the same Acubiz solution

One company structure

If the company consists of one company, the Acubiz solution will contain one database with users and one database for the company (EMS). When a user is created for this structure, Acubiz will automatically set the user's affiliation with that one company. No additional parameters are required for proper placement of the user.

The above user data examples apply to one company's structure.

Structure with multiple companies

If an Acubiz solution with several companies is used, the Acubiz solution will consist of one user database and several company databases (EMSs). In this case, it is necessary to identify which company the user belongs to. This is done with an EMSID (company key) and must therefore be part of employee import data. The examples below illustrate a company as a country.

Acubiz uses the EMSID key to identify the user's corporate relationship (where the user is employed), also called HOME EMS.

Users with access to primary company

The example below shows that users can be associated with the company they belong to as Primary company (HOME EMS)

With the additional EMSID parameter on each user, the integration ensures that the user is placed in the correct company. Acubiz informs the EMSID that must be included in the data delivery to determine which company is the user's own.

1. ImportID: Unique key for user
   Used to decide if it is a new user or one that needs to be updated. It is important that this key does not change during the user's lifetime in Acubiz.
2. Initials
   User initials or other identification.
3. First name
4. Last name
   Usually indicated with the user's initials in parentheses
5. Email address
   Used as a username to log in to Acubiz (and for SSO Authentication)
    
6. Employee number
7. Employee approver/manager
8. Primary company EMS ID
   Employee primary company solution (EMSID)

The example shows, with column 8, the affiliation of the individual users' company

Example of file content

1001;aaa;Anders;Andersen (aaa);aaa@mail.com;1001;1002;DK
1002;bbb;Bo;Jensen (bbb);bbb@mail.com;1002;1001;DK
1003;ccc;Anne;Frandsen (ccc);ccc@mail.com;1003;1002;SE
1004;ddd;Hanne;Jensen (ddd);ddd@mail.com;1004;1002;NO
1005;eee;Jens;Hansen (eee);eee@mail.com;1005;1002;NO

Additional user information for automatic updating

In addition to the above basic information, additional information can be supplied which is maintained automatically. This of course places demands on the system that delivers this data that it can be delivered.

1. ImportID: Unique key for user
   Used to decide if it is a new user or one that needs to be updated. It is important that this key does not change during the user's lifetime in Acubiz.
2. Initials
   User initials or other identification.
3. First name
4. Last name
   Usually indicated with the user's initials in parentheses
5. Email address
   Used as a username to log in to Acubiz (and for SSO Authentication)
    
6. Employee number
7. Employee approver/manager
8. Primary company EMS ID
   Employee primary company solution (EMSID)
9. Financial Dimension 1
   This can be, for example, the Diet Center or the department to which the user belongs. This information will be stamped on all transactions throughout the flow in Acubiz from start to finish. Unless the setup is that the user can change this along the way. This dialog is taken during implementation. Acubiz supports up to 9 financial dimension levels.
10. Vendor number
    The user's creditor number in the accounting system, if this is used as payment of outstanding amounts to users.
11. Power of attorney limit
    Here you can enter an amount for the individual user to indicate the user's limit for approval. The value is specified in whole numeric values ​​in the system currency of the user's account.

It is possible to provide more information that may be relevant for updating in Acubiz than the above examples show. A dialogue about this is taken up during the implementation phase.

Example of file content

1001;aaa;Anders;Andersen (aaa);aaa@mail.com;1001;1002;DK;10;123;0
1002;bbb;Bo;Jensen (bbb);bbb@mail.com;1002;1001;DK;10;124;20000
1003;ccc;Anne;Frandsen (ccc);ccc@mail.com;1003;1002;SE;15;125;0
1004;ddd;Hanne;Jensen (ddd);ddd@mail.com;1004;1002;NO;20;126;0
1005;eee;Jens;Hansen (eee);eee@mail.com;1005;1002;NO;20;127;0

ℹ️See a complete list of import fields related to user import