This guide describes how, manually, if a user switches SearchKey (the unique key for each user) to the SearchKey used in Acubiz already.
This is only relevant for automatic employee import
Basically, Acubiz sees a change to a SearchKey as a new user as the reference to the old employee profile is missing (new SearchKey). There may be various reasons for this occurring. Ex. by re-employment or internal change in the company, which triggers a new SearchKey (Payrollno, 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)
- Short Name
- 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.
This also applies to resigned users!
Updating Employee Data via Employee Import (File Exchange)
When updating employee data through an automated file import, the following flow is based on the SearchKey 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 executedaccording to the following flow:
What steps to take:
- Delete temp user (s) (as error occurs AFTER change - "after the fact")
- Changing SearchKey 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 SearchKey and the new SearchKey.
Go to ADMIN => USERS=> TEMP USERS FROM IMPORT (new menu)
Find the two temp users to delete:
Once deleted, continue to the next item.
Changing the SearchKey frontend (web)
Find the affected user in Acubiz. Update/change the SearchKey on the user document to the new value.
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.