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Userdata: Fields, columns and data structure

The following shows what data should be delivered to Acubiz via automatic maintenance.

Minimum user data requirements

The files must contain at least the following information:

  1. Unique key
    Used to decide if it is a new user or one to be updated. It is important that this key is not changed in the user's lifetime in Acubiz.
  2. Login
    Login for user(Usually initials or email address)
  3. Initials
    User's initials or other identification.
  4. First name
  5. Last name
  6. E-mail address

Example of Basic User Data:

UserFileExample.jpg

The file provided must not contain headings - only user data:

UserFileExample_txt.jpg

See attached "user_example_basic.txt"

There are other information that may be required depending on your configuration

  • Employee approver
  • Secretary / Personal Assistant
  • Employee accounts in the ERP system
  • Employee Number.
  • Amount of limits for approval

 

 

A further clarification must be made based on your configuration

Example of user data with approver and employee number:

In this example there are 2 additional information included:

  1. Unique key
    Used to decide if it is a new user or one to be updated. It is important that this key is not changed in the user's lifetime in Acubiz.
  2. Login
    Login for user(Usually initials or email address)
  3. Initials
    User's initials or other identification.
  4. First name
  5. Last name
  6. E-mail address
  7. Employee number
  8. Users approver.

UserFileExample_Approver_txt.jpg

In the example, the unique key (column 1) of the user that approves must be entered in column 8 of the users who have this user as approver.

The file provided must not contain headings - only user data:

UserFileExample_With_Approver_txt.jpg

See attached "user_example_approver.txt"

More Acubiz EMS with same user database (One Staff More EMS)

 

If more Acubiz EMS solutions and one user database are used, the userfile may be enriched with information about the accessrights users have. Alternatively, individual user update should be done manually.

Example: A company has more countries (or more companies) where the same user is the manager (approver) for employees across countries / companies.

One EMS and one employee database per country. (One Staff One EMS) More EMSs and One Employee Database (One Staff More EMS)
In this case, the same user must be created twice in each user database to access all companies. Thus, users must log in to 2 different Acubiz EMS depending on the purpose. Here the user must only be created once. The user must specify "Home EMS" that determines where the user can settle as employee and "Available EMS" is specified for which the user has additional access. The user's approval role applies to both Home EMS and Available EMSs.
OneStaff_OneEMS_EN.jpg OneStaff_MoreEMS_EN.jpg

 

  1. Unique key
    Used to decide if it is a new user or one to be updated. It is important that this key is not changed in the user's lifetime in Acubiz.
  2. Login
    Login for user(Usually initials or email address)
  3. Initials
    User's initials or other identification.
  4. First name
  5. Last name
  6. E-mail address
  7. Employee number
  8. Users approver.
  9. Hjemme EMS ID
    Employee default EMS solution (ID)
  10. Tilgængelig EMS ID
    List of the EMSs that the employee must have access to beyond their home EMS. (ID). EMS IDs are separated by *

 

Acubiz provides the EMS ID that must be included in the data delivery to determine which EMS is the user's own and which provides further access.

The following are exemplified by the following 2 Acubiz EMS solution IDs. The company uses 2 Acubiz EMS solutions. The different users belong to one of the 2 EMS solutions (HomeEMS), but some users must have access to several of the EMS solutions for different reasons (approving cross EMS, finance or administrator rights).

User

Home EMS

Available EMS’er

Hans Jensen (haje)

APP00001

 

Signe Hansen (siha)

APP00002

APP00001*APP00002

Hanne Pedersen (hape)

APP00002

APP00001

Torben Jensen (toje)

APP00001

 

Example of data with Home EMS and Available EMS

UserFileExample_Approver_HomeEMS_txt.jpg

The file provided must not contain headings - only user data:

UserFileExample_Approver_HomeEMS_file.jpg

Se vedhæftede "user_example_HomeEMS.txt"

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