Profile Upload, HR Feed and Delegate Upload

Task

Process / Helpful Hint

Benefit

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

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

• Profile upload - Available as a one-time upload

  • Upload at anytime to create, terminate or update user accounts/profiles

    • Used when onboarding user accounts

    • Mass updates to profile reporting fields

    • Mass updates to items within a group of user profiles

• 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 profile association, before going live, as the file may remove delegate/user associations if all data is not on the file. Wipe and replace in many instances.

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

Need to Know

Automated HR Feed processed by Deem

• SOW is required if client or TMC is sending the HR feed to Deem, for Deem to upload.  (This is a cost item)

  • Contact Deem Channel Sales director

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

    • To prepare you can start by creating the HR feed

  • For further information please click link Automated HR feed

Task

Process / Helpful Hint

Download Template

• Click Profiles tab

• Click Download Templates

• Click Download Templates with Instructions (Excel)

  • Downloaded file contains not only a template you can customize, but also instructions and database values

Error Key

• Please see attached example in this Wiki article

Database List of Values 

• Please see attached example in this Wiki article

Create Profile Upload

• The HR feed/Profile upload may look overwhelming, but keep in mind you can customize

• Headers are case sensitive

• Remove any column/columns not needed

  • Fields required or critical when onboarding user profiles, or HR Feeds

    • externalID (If client has and expense system such as Workday, the externalID must match the expense system’s User ID)

    • userInfo.employeeID

      • Critical when implementing an HR feed, as this field will help validate user profile/account

    • 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

  • See attached example within this Wiki article

File Name/Type Requirements

• Profile Upload – File name

  • siteid_upload

• HR Feed – File name

  • siteid_yyymmdd

• Upload format

  • .CSV(comma delimited)

Note:  CSV files will remove any leading zeros

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

Schedule One time Profile Upload 

Steps - One-time upload

• Click Profiles tab

• Click Schedule Profile Upload

• Schedule: Now

• Job Description: Enter siteID

• File Source:  Upload from local file

• File Format: CSV

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

• Load Type: User Profiles

• Click radio button to the left of Allow New Users

• Click radio button to the left of Ignore empty double quotes

• Click Submit

Once the file has been processed, you will see either Completed or Completed with Errors

• 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.

  • You will see an error log to the right of the status of the upload, which will inform you of the errors you will need to fix.

• In this case, the file was completed successfully

Schedule HR Feed

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

• Steps to schedule

  • Click Profiles tab

  • Click Schedule Profile Upload

• Schedule:  Select from list of schedules which best suites the clients needs.

• Start Date: Enter date you would like to start upload pull from Deem Vault

• Time:  Enter time to pull file, keep in mind the times are all in PST

• Duration: Select one of the options provided

• Job Description: Enter siteID

• Job Completion Email: Enter email address of those who would like to receive the success/error report. Separate each email address with a comma.

  • Always include - ProfileLoad@deem.com

  • Emails types: Completed, Completed with Errors or Failed

• File Source:  Upload from SFTP server

• File Format: CSV

• Secure FTP: Select Vault Deem has created for you

  • You will need to open a Deem Support Case, If you do not have Secure FTP set up

• Remote File/File Name Pattern: siteID_$yyyy$mm$dd.csv

• Preview File Name: Confirm file name is correct, automatically displays based on your entry above

• Load Type: User Profiles

• Click radio button to the left of Allow New Users

• Click radio button to the left of Ignore empty double quotes

• Click radio button next to Deactivate users not on file

  • This action allows clients to send an upload of only active traveler accounts, and the system will deactivate 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 file

• Click Submit

• You will be directed to the Schedule screen

Upload Status

• Example below reflects status responses you may encounter with an HR feed or Profile upload

• Complete - File was successfully uploaded

• Failed - File completely failed to upload

  • To research what is causing the error, select the siteid name to the far left of the failed indicator

  • In this case, the failure was due to the file not being uploaded 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 was successfully uploaded minus those who have failed due to an error

  • Example below reflects error due to the Approval Manager within profile does not exist. The profile will not update until Approval Manager has been created or Approval Role granted to them.

Note: The profile upload/HR feed will not change the ExternalID or UserName, therefore if a user/profile has a UserName or ExternalID change, you would need to manually update the profile in Deem.  Once updated, the HR feed or Profile upload will upload successfully.

• Happens frequently as a result of name changes 

• Example below indicates that employee ID 27358’s email address has changed to jane.doe@deem.com. You will need to find the user’s profile with the employee number and then change to jane.doe@deem.com.

Task

Process / Helpful Hint

Template

• Click Profiles tab

• Click Download Templates

• Click Download Templates with Instructions (Excel)

Creating Upload

• Headers are case-sensitive

  • externalID

  • delegateSet.delegate_1.delegateID

    • If you have more than one delegate, you can add additional headers. Just change the number in the header.

      • example: delegateSet.delegate_2.delegateID

  • Example below representing two delegates

    • Also attached example to this Wiki article

Saving Delegate Upload

• Delegate Upload file name

  • siteid_upload_delegate

• File upload format

  • .CSV(comma delimited)

Note:  CSV files will remove any leading zeros

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 Upload File

• Steps for one-time upload

  • Click Profiles tab

  • Click Schedule Profile Upload

• Schedule: Now

• Job Description: Enter siteID

• File Source:  Upload from local file

• File Format: CSV

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

• Load Type: User-Delegate Relationship

• Click Submit

Common Error

• Screenshot below reflects status responses you may encounter with a delegate file

• Complete - File was successfully uploaded

• Completed with errors - File was successfully uploaded minus those who have 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.