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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.
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Overview
User profile uploads/HR Feeds, feeds and Delegate delegate uploads , provide clients with the ability to manage their user accounts/profiles with ease.
Benefit
An HR Feed - Allows 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 Strongly recommended. It is strongly recommended to have an HR feed , if the a client has Single Sign-on (SSO) or Open Expense enabled.
Recommended. Daily HR feeds are recommended due to the frequency of employment changes.
Profile upload - Available as an ad-hoc uploadA profile upload can be used as needed to provide account data.
Upload at any time to create, deactivate, or update user accounts/profiles.
Used whenUse profile uploads for tasks such as onboarding user accounts
.Massand making mass updates to user accounts including reporting fields
.
HR feed/Profile upload is feeds/profile uploads are customizable. You can remove and add columns
, allowing for easy upload and clarity.Delegate
A delegate upload - Allows allows clients to associate delegates to user profiles.
Note: Best used A delegate upload is best used before going live as a one-time Delegate - User association between the delegate and user account/profile association, before going live. The .Strongly recommended. Because the delegate upload is a full replacement of existing associations, the file may remove delegate/user associations if all data is not on the file. Therefore,
it is
recommended to upload only during on-boarding process
.
Recommended: Allow delegates and users to assign associations within their profile settings
after the site is live.
Need to Know
The automated HR Feed is processed by Deem. Contact Deem if you need assistance.
TMC will create an creates and maintain HR feeds for clients.
Please see See the HR Feed Checklist for steps to follow.
Instructions on how to create an HR feed can be found below - Labeled: Create in the following User Profile Upload.
Deem will be here for you if you need our guidancesection.
Additional documents and checklists:
Extract Existing User Accounts/Profiles
Tip! You can skip this step if accounts/profiles do not already exist within the site.
It is recommended to pull a profile extract to ensure that profiles are
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created properly
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. Extracts are also helpful when configuring the HR feed.
See User/Profile Extracts for
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more information.
HR Feed/User Profile Upload Template
To use the HR Feed/User Profile Upload, download the associated template, and review the instructions and support content.
Download Template
To download the HR Feed/User Profile Upload Template:
On From the Profiles tab, select Download Templates.
Select Download Templates with Instructions (Excel). Downloaded This file contains not only a template you can customize, but also instructions for the template, and database values.
Review the Attached Excel Spreadsheets
Download the attached Excel spreadsheet, UserProfileUploadTemplateInstructions.xls
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Download the attached spreadsheets for use in the following instructions.
Error Key
, at the top of this page for use with these instructions. In the spreadsheet:
The Upload Error Responses tab
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provides an error key with errors and resolutions when uploading data.
The User Database List of
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Values tab provides an example of the list of values
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available for your database when uploading your data.
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User Profile Upload
When creating a user profile upload:
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, the HR feed/User Profile upload may look overwhelming, but keep in mind you can customize.
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To use the template:
In UserProfileUploadTemplateInstructions.xls, open the User Upload Template tab.
Remove any column/columns not needed.
Complete the following fields, which are required or critical when onboarding user profiles , or HR Feeds.
Note: Headers are case sensitive.externalID(
Typically matches the User Name, but it is recommended to use information that is specific to the unique an individual user such as their an 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
Deactivates
Activates ordeactivates an account.
A=Activate
D=Deactivate
employeeStatus
Deactivates
Activates ordeactivates an account.
A=Activate
D=Deactivate
roleSet.role_1
ValueValue ROLE_TRAVEL_APPROVER
userInfo.travelApproverID
Value externalID of manager Please click link for further additional optional profile attributes available with
For more information about profile attributes, see Single Sign On - SSO.
File Name
...
and File Type Requirements
The following list are includes file name and file type requirements for profile uploads:
Ad hoc Profile Upload file name.
siteid_uploadOngoing HR Feed file name.
20231201
siteid_yyyymmdd (example: demodeem_20231201)
Upload format.
.CSV (comma delimited)
Note: CSV files
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remove any leading zeros.
Hint: Save a master file in a an Excel (.xls) format for each client. This will allow A master file allows you to keep :
Keep all leading zeros, if needed.
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Easily update data or correct errors.
Schedule a One-Time User Profile Upload
This section lists steps for a one-time upload. It is best recommended to schedule a one-time upload to test HR feed , prior to before configuring the ongoing HR feed.
Note: Set up a profile upload to assign approver role to the manager, if a manager from a profile is set up in the approval process. Then Next, schedule a profile upload to assign the manager to the user accounts. You can then schedule the HR Feed.
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To schedule a one-time upload:
Select the Profiles tab, select .
Select Schedule Profile Upload.
Enter the following criteria when scheduling a one-time upload.
Schedule:Select the Schedule arrow to select Now.
In Job Description
: Enter the clients siteID, enter the client's site ID.
Note:
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For one-time uploads, it is best practice
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to describe the intent or purpose of the upload.
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For example: Add New Users, Adding Employee ID, or Updating Department Codes.
In File Source, select Upload
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from local file
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.
In File Format, select CSV.
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Select Upload from local file in File Source.
In Local File, select Choose File to locate the file to upload
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.
In Load Type:
Select the Load Type arrow to select User Profiles
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.
Click radio button for:
Select the Allow New Usersradio button.
Select the Ignore empty double quotes radio button.
Select Deactivate users not in file
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only if you
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want todeactivate
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any user account/profile
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that is not present on the file.
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If you do select this option, also select Allow upload if deactivation > 10% if you believe there may be more than 10% of users that may need to be deactivated.
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Select Submit to display the Activity Logs screen.
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After the file
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is processed, either
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a message is displayed for each file in the Profile Uploads list.
Completed
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indicates the file is successfully uploaded with no errors detected.
Completed with Errors
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indicates the upload completed successfully, but
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contains errors. Select the Completed with Errors link
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In the following screenshot, the file was completed successfully.
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to see the associated errors. Correct the errors and upload the updated file again.
Upload a Single Reporting Field
A single reporting field can be easily updated through a user/profile upload. The only required fields you will need are the externalID and the reporting field.
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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, car, or hotel membership numbers are uploaded,
yetbut a user’s profile contains several
, then the file removes thosemembership numbers that are not
includedon the upload file
.This is the same for car and hotel as well.
Keep in mind if uploading airIf uploading air memberships, you do not need to also include the car or hotel membership programs, and vice versa.
, these membership numbers are removed.
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Schedule HR Feed
Before scheduling an ongoing HR feed, test to ensure headers and field data are correct. Conduct Then conduct a one-time upload.
Note: It is recommended to configure managers as the first users on the HR feed. This will help This order helps to alleviate errors with manager and user association.
To schedule an HR Feed:
On Select the Profiles tab, select .
Select Schedule Profile Upload.
Complete Select the following fields:
Schedule: Select from list of schedules whichSchedule arrow to choosethe frequency option that best suits the client’s needs.
In Start Date
: Enter date you would like, enter the date to start upload pull from the Deem Vault.
In Time
: Enter, enter the time to pull
file, keep in mind the times are all in PST.Duration: Select one of the options provided.
In Duration, select a duration option.
In Job Description, enter a brief description such as Daily HR Feed or Weekly HR Feed.
In Job Completion Email,enter the email addresses that will receive the success/error report. Email types are: Completed, Completed with Errors, and Failed.
Separate each email address with a comma.
Always include
-ProfileLoad@deem.com in the email list.
Emails types: Completed, Completed with Errors, or Failed.
File Source: Upload
In File Source, select Upload from SFTP server.
In File Format
:, select CSV.
In Secure FTP
: Select Vault, select the vault that Deem has
beencreated for you.
You will need to open a Deem Support Case,Note: If you do not have Secure FTP set up, please open a Deem Support Case.
In Remote File/File Name Pattern
:, enter siteID_$yyyy$mm$dd.csv.
file
Note: The dollar sign $ tells the system to read the date as the current date. If the file name does not contain the current date, theupload will fail.
In Preview File Name
: Confirm, confirm that the file name is correct
, automatically displaysbased on your entry
abovein Step 12.
In Load Type:
Select the arrow to select User Profiles.
Select the
Allow New Users radio button.
Select the Ignore empty double quotes radio button.
Select Deactivate users not
on fileThis action allowsin file if you want to allow clients to send an upload
ofthat contains only active traveler accounts
, and the system will deactivate. The system deactivates any profile not listed in the HR feed.
Box will appear, allowing you to confirm you would like to deactivate all profiles that do not appear on the fileA message is displayed to confirm the the deactivation.
Select Submit.
Job Description: Enter Daily HR Feed, Weekly HR Feed, etc.
Job Completion Email: Enter email address of those who would like tothe file. Times are listed in PST (Pacific Standard Time), which is UTC-8:00.
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to display newly scheduled upload on the Schedules screen.
Upload Status
The following example below reflects shows status responses you that may encounter with display after an HR feed or Profile upload:
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Complete - File indicates the file was successfully uploaded.
Failed - File indicates the file completely failed to upload:
To research what is causing the errorcause, select the associated job name to the far left of the failed indicatorin the Description column.
In this caseexample, the failure was due to the a file that did not being uploaded upload to the Deem vault at the time of processing. This client does not send the file on Saturdays and Sundays; therefore, they fail those days.
Completed with errors - File indicates the file was successfully uploaded minus those who have , but without any files that failed due to an error.
reflects
Select Download from the Error Log column to view the errors for a specific file. The following exampleshows an error
due tobecause the Approval Manager within profile does not exist.
The profile will not update until an Approval Manager
has beenis created or an Approval Role is granted to them.
Note: You can use the profile upload to update the User Name user name if that UserName is the only one data in the file that has changed. For example, if you configure the :
The HR feed with the External ID as
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an employee number
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and the
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User Name is
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an email address,
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if the email address changes
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, the HR feed
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changes the External ID automatically
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.
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If the External ID and the UserName are both the same email address, you
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need to manually update the user account.
Delegate Upload
Template
On Select the Profiles tab, select Download Templates.
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.
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In User Delegate Upload, select Download CSV Template to download the UserDelegateUploadTemplate.csv file.
Create a Delegate Upload
To create a delegate upload:
In the UserDelegateUploadTemplate.csv, add data in the columns for the following headers.
Note: Headers are case sensitive.
externalID
External ID of the user.delegateSet.delegate_1.delegateID (ExternalID of Delegate)
Note:
External ID of the delegate.
If you have more than one delegate, you can add additional headers. Just change the number columns with a header for each delegate. The number of the delegate needs to be changed in the header.
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In this example, a second column is added with a delegateSet.delegate_2.delegateID
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Example Delegate Upload: below representing two delegates.
Also see attached example to this Wiki articleheader.
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Save a Delegate Upload
To create a delegate upload:
Delegate Upload file name.
siteid_upload_delegateFile upload format.
.CSV(comma delimited).
Note:
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CSV files will remove any leading zeros.
Hint: Save a master file in an Excel (.xls) format for each client. This will allow A master file allows you to keep :
Keep all leading zeros, if needed.
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Easily update data or correct errors.
Schedule a Delegate Upload File
Steps for To schedule a one-time delegate file upload:
On Select the Profiles tab, select .
Select Schedule Profile Upload.
Enter the following criteria when scheduling a one-time upload.
Select the Schedule : arrow to selectNow.
In Job Description: Enter , enter Delegate Upload.
In File Source: Upload , selectUpload from local file.
In File Format: , selectCSV.
In Local File: Select , select Choose file and , then locate file to upload.
Select the Load Type: Select to select User-Delegate Relationship.
Select Submit.
Upload Status
Common Errors
The following screenshot reflects example show status responses you that may encounter be displayed with a delegate file:.
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Status options are:
Complete indicates the file was successfully uploaded.
Completed with errors - File indicates the file was successfully uploaded minus those who have , but without any files that failed due to an error.
Error Example:
Delegate profile has not been created, therefore could not assign traveler. Account will need to be created and then you can re-upload the file.
If the traveler profile or the delegate profile do not exist, you will encounter this error.
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In this example, an error occurred because a delegate profile is missing. Therefore, a traveler cannot be assigned. The delegate account must be created, and then the entire file must be uploaded again.
Note: When correcting any errors on the delegate upload, you
...
must re-upload the
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ENTIRE file to correct the errors
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because the delegate upload is a full replacement of existing associations.
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Please do NOT upload only the corrections.