Updating Changed ImportID

This guide describes how, manually, if a user switches ImportID (the unique key for each user) to the ImportID used in Acubiz already.

Content:

• Updating Employee Data via Employee Import (File Integration)
• Delete Temp Users
• Changing the ImportID Frontend (web)
• Reload Employee Master Data on the New/Changed User

Introduction

Basically, Acubiz sees a change to an ImportID as a new user, as the reference to the old employee profile is missing (new ImportID). There may be various reasons for this occurrence. Ex. by re-employment or internal change in the company, which triggers a new ImportID (Payroll No., Initials, or Other value), but where the following information is NOT changed:

• User name (first and last name)
• Initials (can be a numeric or alphanumeric value)
• Email address

In Acubiz, the above information must be unique across users. You cannot create a user with the same name as an existing user, nor with the same initials as an existing one, etc.

Updating Employee Data via Employee Import (File Integration)

When updating employee data through an automated file import, the following flow is based on the ImportID as a shared key:

FILE => TEMP TABLE => USER DATABASE

This means that all data from the file is compared to the data contained in the TEMP table and is executed according to the following flow:

• See How Acubiz performs data validation through user integration

What steps to take:

• Delete temp user (s) (as error occurs AFTER change - "after the fact")
• Changing ImportID in Admin frontend
• Reload employee master data on the new/changed user.

Delete Temp Users

The temp users created must be deleted. This applies to both the user's old ImportID and the new ImportID.

Go to ADMIN => USERS=> TEMP USERS FROM IMPORT

Find the two temp users to delete:

Once deleted, continue to the next item.

Changing the ImportID Frontend (web)

Find the affected user in Acubiz. Update/change the ImportID on the user document to the new value.

• Old ImportID
  
• New ImportID
  

Remember to save the user and proceed to the next point.

Reload Employee Master Data on the New/Changed User

Normally, the next automatic import is awaited in Acubiz, which therefore updates the user again, as if it is the first time the user is included in the file.