User Profile Upload / HR Feed and Delegate Upload

Owned by Malissa Olofernes
Last updated: Mar 18, 2024 by Kavita Pillai
9 min read

 

To download above documents:

  • 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.

Extract Existing User Accounts/Profiles

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 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 Template

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.

Review attached .xls spreadsheets

Download the attached spreadsheets for use in the following instructions.

Error Key

The Upload Error Responses tab in the UserProfileUploadTemplateInstructions.xls list errors and resolutions when uploading data.

Database List of Values 

The list of values are available for your database when uploading your data. See attached example in the User Database List of Values tab of the UserProfileUploadTemplateInstructions.xls.

Create User Profile Upload

When creating a user profile upload:

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

  • Headers are case sensitive.

  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:

  • Ad hoc Profile Upload file name.

    • siteid_upload

  • Ongoing HR Feed file name.

    • siteid_yyyymmdd (example: demodeem_20231201)

  • 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. 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. 

Note: Set up a profile upload to assign approver role to the manager if manager from profile is set up in the approval process. Then schedule a profile upload to assign the manager to the user accounts. You can then schedule the HR Feed.   

  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 the clients siteID.

Note: It is best practice on using the Job Description for an ad hoc upload is to describe the intent or purpose of the upload. 

Example: Add New Users, Adding Employee ID, Updating Department Codes.

  1. Upload a local file from File Source:

    1. Select CSV for File Format.

    2. Select Upload from local file in File Source.

    3. Select Choose file and locate file to upload in Local File.

    4. Select User Profiles in Load Type.

  2. Click radio button for:

    1. Allow New Users.

    2. Ignore empty double quotes

  3. Select Deactivate users not in file unless you would like to deactivate accounts/profiles which are not on the file, as you will deactivate any user account/profile which is not present on the file. 

    • If you are checking Deactivate users not in file, select Allow upload if deactivation > 10% if you believe there may be more than 10% of users that may need to be deactivated.  

  4. Click Submit.

Once the file has been processed, either Completed or Completed with Errors displays.

  • 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.

Note: It is recommended to configure managers as the first users on the HR feed.  This will help alleviate errors with manager and user association. 

To schedule an HR Feed: 

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

  2. Complete the following fields:

    • Schedule:  Select from list of schedules which best suits the client’s 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 Daily HR Feed, Weekly HR Feed, etc.

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

      • File Source:  Upload from SFTP server.

      • File Format: CSV.

      • Secure FTP: Select Vault Deem has been 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.
        Note: The $ tells the system to read the date as the current date. If the file name does not contain the current date, the file will fail.

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

    • Load Type: User Profiles.

  3. Select the following radio buttons

    • Allow New Users

    • Ignore empty double quotes

    • 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.

  4. Select Submit.

  • 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:

  • Complete - File was successfully uploaded.

  • Failed - File completely failed to upload:

    • To research what is causing the error, select the job 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.

    • The following example 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: 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.

  • externalID (ExternalID of User)

  • delegateSet.delegate_1.delegateID (ExternalID of Delegate)
    Note: 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 Delegate Upload: below representing two delegates.

  • Also see 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 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:

  • 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.

Note: When correcting the error(s) on the delegate upload, you will need to re-upload the entire file to correct the errors. Please do not just upload the corrections, as the delegate upload is a full replacement of existing associations.