Handling Changed ImportID in Acubiz

This guide describes the manual procedure when an employee changes their ImportID (the unique key) in the source system compared to the value already registered in Acubiz.

Introduction and Background

ℹ️ Note: This procedure is only relevant for automatic employee import (file integration).

Acubiz uses ImportID as the primary key to identify each individual employee. If an employee is assigned a new ImportID in the source system (e.g., upon rehire, changed payroll number, or changed initials), Acubiz will interpret this as a completely new user.

In Acubiz, the following fields must be unique across all users (this also applies to deactivated/resigned users):

• User’s full name (first and last name)
• Initials (numeric or alphanumeric)
• Shortname
• Email address

Since the existing profile in Acubiz already occupies these unique data, the automatic import will fail with a conflict when the new ImportID is attempted to be loaded.

Data Basis and Error Mechanism

During automatic file import, data is processed in the following flow:

FILE -> TEMP TABLE -> USER DATABASE
See this article: How Acubiz performs data validation via user integration

Data from the import file is compared with existing records in the TEMP table based on ImportID. When the key changes in the file but the personal data is identical to an existing user, a validation error occurs.

Procedure

Perform the following three steps in order to resolve the conflict and update the user correctly.

1. Delete Temporary Users (Temp Users)

Remove established import conflicts. Since the error occurs during validation, the created temporary records must be removed first:

1. Go to ADMIN -> USERS -> TEMP USERS FROM IMPORT.
2. Search for the affected records. You must delete both temporary records:
   • The record with the user’s old ImportID.
   • The record with the user’s new ImportID.
     
3. Confirm the deletion of both records before proceeding.

2. Update ImportID in Admin (Frontend)

Link the existing profile to the new key. Manually update the existing user profile so it matches the new key from the source system:

1. Go to ADMIN -> USERS.
2. Find and open the affected employee profile.
3. Edit the ImportID field from the old ImportID
   
   ... to the new ImportID.
   
4. Save the changes on the user.

3. Reload Employee Master Data

Complete the synchronization. Once the ImportID is corrected on the user profile in Acubiz, the next automatic file import will update the employee correctly without causing conflicts.

• Note: You can either wait for the next scheduled run of the automatic import or run the import manually immediately if the system allows it.