...

• Click on desired document to open it. Then, click on the cloud symbol in the top right corner of your screen to download, save, or print.

• Click on the video above to see full demonstration.

Introduction

User profile uploads , / HR Feeds, and Delegate uploads, provide clients the ability to manage their user accounts/profiles with ease.

Benefit

• HR Feed - Allows clients to maintain user profiles/accounts on a daily, weekly, or bi-weekly basis.

  • Recommend daily HR feed due to the frequency of employment changes. 

  • Highly recommended to have an HR feed, if the client has Single Sign-on (SSO) or Open Expense enabled. 

• Profile upload - Available as an ad-hoc upload.

  • Upload at any time to create, deactivate or update user accounts/profiles.

    • Used when onboarding user accounts.

    • Mass updates to user accounts including reporting fields.

• HR feed/Profile upload is customizable.

  • You can remove and add columns, allowing for easy upload and clarity.

• Delegate upload - Allows clients to associate delegates to user profiles.
  Note: Best used as a one-time Delegate - User account/profile association, before going live. The file may remove delegate/user associations if all data is not on the file, therefore it is best to upload only during on-boarding process. The delegate upload is a full replacement of existing associations.

  Best practice: Allow delegates and users to assign associations within their profile settings once the site is live.

Need to Know

The automated HR Feed is processed by Deem.

• A Statement of Work (SOW) is required for an automated HR feed, if processed by Deem (This is a cost item).

  • Contact Deem Channel Sales director.

  • Once the SOW has been signed the request will go to the Customer Experience (CX) Team who will work with the client and/or TMC to set up the process.

    • To prepare for processing, start by creating the HR feed.

    • For further information click Automated HR feed.

• Additional documents and checklists:

  • HR Data Feed Integration - Checklist 

  • Single Sign On (SSO) Integration with Deem - Form 

  • Open Expense - Chrome River - Checklist 

  • Open Expense - Workday - Information Hub 

  • SFTP Account Set-up - Form 

Extract Existing User Accounts/Profiles

You can skip this step if accounts/profiles do not already exist within the site.

• It is a recommended to pull a profile extract to ensure that profiles are not only created properly, but it is also helpful when configuring the HR feed.

• See User/Profile Extracts for further information.

HR Feed/User Profile Upload

Download Template

1. On the Profiles tab, select Download Templates.

   

2. Select Download Templates with Instructions (Excel). Downloaded file contains not only a template you can customize, but also instructions and database values.

   

Error Key

See attached example in this Wiki articlein the errors tab in the UserProfileUploadTemplateInstructions.xls.

Database List of Values 

See attached example in this Wiki articlethe User Database List of Values tab of the UserProfileUploadTemplateInstructions.xls.

Create User Profile Upload

When creating a user profile upload:

...

1. Remove any column/columns not needed.

2. Complete the following fields, which are required or critical when onboarding user profiles, or HR Feeds:

   • externalID (Typically matches the User Name, but it is recommended to use information that is specific to the user such as their Employee ID. This way if you have an HR feed you have a field that is different and will make changes easier for you.).

   • userInfo.userName

   • userInfo.firstName

   • userInfo.lastName

   • userInfo.email

   • accountStatus

     • Activates or Deactivates account

       • A=Activate

       • D=Deactivate

   • employeeStatus

     • Activates or Deactivates account

       • A=Activate

       • D=Deactivate

   • roleSet.role_1

     •  Value ROLE_TRAVEL_APPROVER 

   • userInfo.travelApproverID 

     • Value externalID of manager 

   • Please click link for further additional optional profile attributes available with SSO.

File Name/Type Requirements

The following list are file name and file type requirements for profile uploads:

...

Hint: Save a master file in a .xls format for each client. This will allow you to keep all leading zeros if needed. This also allows for updates or if there are any errors, you can update with ease.

Schedule One-Time User Profile Upload 

This section lists steps for one-time upload. It is best to schedule a one-time upload to test HR feed, prior to configuring the ongoing HR feed. 

...

• Completed: Successfully uploaded with no errors detected.

• Completed with Errors: Completed successfully, but with a few errors. You will need to fix these errors and re-upload the updated file.

  • To see the errors associated with the upload, select Completed with Errors link. Deem will advise you what is causing the error, which you will need to resolve and attempt the upload again.

  • In the following screenshot, the file was completed successfully.

    

Upload Single Reporting Field

A single reporting field can be easily updated through a user/profile upload. The only fields you will need are the externalID and the reporting field.

...

Upload Frequent Traveler Programs

When uploading a Frequent Traveler reward program, you are required to upload all reward programs for users.

• The rewards programs are dependent on each other:

  • If only one or two air reward membership numbers are uploaded, yet a user’s profile contains several, then the file removes those that are not included on the file.

  • This is the same for car and hotel as well.

  • Keep in mind if uploading air, you do not need to also include the car or hotel membership programs, vice versa.

...

Schedule HR Feed

Before scheduling an ongoing HR feed, test to ensure headers and field data are correct. Conduct a one-time upload.

...

• You will be directed to the Schedule screen.

  

Upload Status

The example below reflects status responses you may encounter with an HR feed or Profile upload:

...

Note: You can use the profile upload to update the User Name if that is the only one in the file that has changed. For example, if you configure the HR feed with the External ID as their employee number, and the UserName is their email address, yet the email address changes. The HR feed will change the External ID automatically for you. But if the External ID and the UserName are the same, you would need to manually update the user account.

Delegate Upload

Template

1. On the Profiles tab, select Download Templates.

   

2. Select Download Templates with Instructions (Excel).

   

Creating Delegate Upload

Keep in mind Headers are case-sensitive, below are the headers you will need to complete a delegate upload.

...

• Also see attached example to this Wiki article.

  

Saving Delegate Upload

• Delegate Upload file name.
  siteid_upload_delegate

• File upload format.
  .CSV(comma delimited).

...

Hint: Save a master file in .xls format for each client. This will allow you to keep all leading zeros if needed. Also allows for updates and/or if there are any errors with the upload, you can fix any errors with ease.

Schedule Delegate Upload File

Steps for one-time upload:

1. On the Profiles tab, select Schedule Profile Upload.

   

2. Enter the following criteria when scheduling a one-time upload.

   • Schedule: Now.

   • Job Description: Enter Delegate Upload

   • File Source:  Upload from local file.

   • File Format: CSV.

   • Local File: Select Choose file and locate file to upload.

   • Load Type:  Select User-Delegate Relationship.

3. Select Submit.

   

Common Errors

The following screenshot reflects status responses you may encounter with a delegate file:

...