How Acubiz Performs Data Validation via User Integration

When working with integration and import of user data, it is crucial that data validity is ensured. Each user profile contains values that refer to other data tables in Acubiz. Invalid references can compromise the system's functionality and lead to errors in workflows.

Below are the primary validation scenarios for importing and maintaining user data (the list is not exhaustive).

1. User Creation and Unique Identification

All users must be assigned a unique key (SearchKey), which is used for identification and ongoing maintenance of the user profile.

Logical Validation Flow for User Status:

• Logical Test: Does this unique key already exist in Acubiz?

  • YES: The user profile is updated with the changes recorded since the last import.

  • NO: The user is created as a new profile in Acubiz.

Technical Database Diagram (Import Flow)

When employee data is updated via an automated file import, it occurs through the following process:

Data from the import file (1) is first loaded into a temporary table (2), where it is validated and compared with the existing user database (3) before the final update is performed.

NOTE REGARDING CHANGED IMPORT ID:

The system performs a secondary check to investigate whether there exists a user with a different ImportID, but with identical name and initials. This scenario typically occurs if an employee changes employment status (e.g., transitioning from temp to permanent), which triggers a new employee number and thus a new ImportID.

For further handling of this, see the section: Updating Changed ImportID.

2. Assigning an Approver on the User Profile

The unique SearchKey is also used when an approver needs to be linked to an individual employee. If the import file contains an invalid reference to an approver, the system will fail to assign it.

Logical Validation Flow for Approver:

• Logical Test: Does the specified approver exist as an active user profile in Acubiz?

  • YES: The user is assigned the specified employee as an approver in the system.

  • NO: The user is created or updated with a [blank] approver field (i.e., without an associated approver).

3. Assignment of Dimension Values

If the company uses financial dimensions in Acubiz (e.g., department, cost center, or project), standard values (default values) can be defined for each user. These data are placed in the fields Dim1 through Dim9.

Logical Validation Flow for Dimensions:

• Logical Test: Does the specified dimension value exist in Acubiz's existing dimension tables?

  • YES: The value is registered as the default value on the user profile.

  • NO: The user profile is created or updated with a [blank] dimension value, as the reference cannot be verified in the system.