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

Minimum requirements for user data

The files must contain at least the following information:

1. Import ID: Unique key for user (SearchKey)
   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. Login
   User login (usually initials or email address)
3. Initials
   User initials or other identification.
4. First name
5. Last name
   Usually indicated with the user's initials in parentheses
6. Email address

Example of basic user data:

The file for Acubiz should not contain header lines - only user data:
Example of file content

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

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

• Employee approver/manager
• Secretary / Personal Assistant
• Employee accounts in 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 has been added:

1. Import ID: Unique key for user (SearchKey)
   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. Login
   User login (usually initials or email address)

3. Initials
   User initials or other identification.

4. First name

5. Last name
   Usually indicated with the user's initials in parentheses

6. Email address

7. Employee number

8. 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 8 of the users who have this user as the approver.

The file for Acubiz should not contain header lines - only user data:

Example of file content

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

The EMSID value can be agreed as needed. Usually the company has an internal key which identifies the different companies ... this structure can be used in Acubiz.

Users with access to its Home EMS

The example below shows that users can be associated with the company they belong to as 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 EMS is the user's own.

1. ImportID: Unique key for user (SearchKey)
   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. Login
   User login (usually initials or email address)

3. Initials
   User initials or other identification.

4. First name

5. Last name
   Usually indicated with the user's initials in parentheses

6. Email address

7. Employee number

8. Employee approver/manager

9. Home EMS ID
   Employee default EMS solution (ID)

The example shows, with column 9, the affiliation of the individual users' company

The file for Acubiz should not contain header lines - only user data:

Example of file content

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

IMPORTANT: All user data across companies must be provided in one single file to Acubiz.