Open

Open

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.

Overview

User profile uploads/HR feeds and delegate uploads provide clients with the ability to manage their user accounts/profiles.

• An HR Feed allows clients to maintain user profiles/accounts daily, weekly, or bi-weekly.

  • Strongly recommended. It is strongly recommended to have an HR feed if a client has Single Sign-on (SSO) or Open Expense enabled.

  • Recommended. Daily HR feeds are recommended due to the frequency of employment changes. 

• A profile upload can be used as needed to provide account data.

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

  • Use profile uploads for tasks such as onboarding user accounts and making mass updates to user accounts including reporting fields

• HR feeds/profile uploads are customizable. You can remove and add columns.

• A delegate upload allows clients to associate delegates to user profiles. A delegate upload is best used before going live as a one-time association between the delegate and user account/profile.

  • 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 creates and maintain HR feeds for clients.

  • See the HR Feed Checklist for steps to follow.

  • Instructions on how to create an HR feed can be found in the following User Profile Upload section.

  • Additional documents and checklists:

    • HR Data Feed - 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

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 created properly. Extracts are also helpful when configuring the HR feed.

See User/Profile Extracts for 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:

1. From the Profiles tab, select Download Templates.

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

Review the Attached Excel Spreadsheets

Download the attached Excel spreadsheet, UserProfileUploadTemplateInstructions.xls, at the top of this page for use with these instructions. In the spreadsheet:

• The Upload Error Responses tab provides an error key with errors and resolutions when uploading data.

• The User Database List of Values tab provides an example of the list of values available for your database when uploading your data.

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.

To use the template:

1. In UserProfileUploadTemplateInstructions.xls, open the User Upload Template tab.

2. Remove any column/columns not needed.

3. 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 unique an individual user such as 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
     Activates or deactivates an account.

     • A=Activate

     • D=Deactivate

   • employeeStatus
     Activates or deactivates an account.

     • A=Activate

     • D=Deactivate

   • roleSet.role_1
     Value ROLE_TRAVEL_APPROVER 

   • userInfo.travelApproverID
     Value externalID of manager 

For more information about profile attributes, see Single Sign On - SSO.

File Name and File Type Requirements

The following list includes 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 remove any leading zeros.

Hint: Save a master file in an Excel (.xls) format for each client. A master file allows you to:

• Keep all leading zeros, if needed.

• Easily update data or correct errors.

Schedule a One-Time User Profile Upload 

This section lists steps for a one-time upload. It is recommended to schedule a one-time upload to test HR feed 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. Next, schedule a profile upload to assign the manager to the user accounts. You can then schedule the HR Feed. 

To schedule a one-time upload:

1. Select the Profiles tab.

2. Select Schedule Profile Upload.

3. Select the Schedule arrow to select Now.

4. In Job Description, enter the client's site ID.
   Note: For one-time uploads, it is best practice to describe the intent or purpose of the upload. For example: Add New Users, Adding Employee ID, or Updating Department Codes.

5. In File Source, select Upload from local file.

6. In File Format, select CSV.

7. In Local File, select Choose File to locate the file to upload.

8. In Load Type:

   1. Select the Load Type arrow to select User Profiles.

   2. Select the Allow New Users radio button.

9. Select the Ignore empty double quotes radio button.

10. Select Deactivate users not in file only if you want to deactivate any user account/profile that is not present on the file. 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.

11. Select Submit to display the Activity Logs screen.

    
    After the file is processed, either a message is displayed for each file in the Profile Uploads list.

    • Completed indicates the file is successfully uploaded with no errors detected.

    • Completed with Errors indicates the upload completed successfully, but contains errors. Select the Completed with Errors link 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 updated through a user/profile upload. The only required fields are 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, car, or hotel membership numbers are uploaded, but a user’s profile contains several membership numbers that are not on the upload file, these membership numbers are removed.

• If uploading air memberships, you do not need to also include the car or hotel membership programs, and vice versa.

Schedule HR Feed

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

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

To schedule an HR Feed: 

1. Select the Profiles tab.

2. Select Schedule Profile Upload.

3. Select the Schedule arrow to choose the frequency option that best suits the client’s needs.

4. In Start Date, enter the date to start upload pull from the Deem Vault.

5. In Time, enter the time to pull the file. Times are listed in PST (Pacific Standard Time), which is UTC-8:00.

6. In Duration, select a duration option.

7. In Job Description, enter a brief description such as Daily HR Feed or Weekly HR Feed.

8. 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.

9. In File Source, select Upload from SFTP server.

10. In File Format, select CSV.

11. In Secure FTP, select the vault that Deem has created for you.
    Note: If you do not have Secure FTP set up, please open a Deem Support Case.

12. In Remote File/File Name Pattern, enter siteID_$yyyy$mm$dd.csv.
    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, the upload will fail.

13. In Preview File Name, confirm that the file name is correct based on your entry in Step 12.

14. In Load Type:

    1. Select the arrow to select User Profiles.

    2. Select the Allow New Users radio button.

15. Select the Ignore empty double quotes radio button.

16. Select Deactivate users not in file if you want to allow clients to send an upload that contains only active traveler accounts. The system deactivates any profile not listed in the HR feed. A message is displayed to confirm the the deactivation.

17. Select Submit to display newly scheduled upload on the Schedules screen.

Upload Status

The following example shows status responses that may display after an HR feed or Profile upload:

• Complete indicates the file was successfully uploaded.

• Failed indicates the file completely failed to upload:

  • To research the cause, select the associated job name in the Description column.

  • In this example, the failure was due to a file that did not 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 indicates the file was successfully uploaded, but without any files that failed due to an error.
  Select Download from the Error Log column to view the errors for a specific file. The following example shows an error because the Approval Manager within profile does not exist. The profile will not update until an Approval Manager is created or an Approval Role is granted to them.

Note: You can use the profile upload to update the user name if UserName is the only data in the file that has changed. For example, if configure:

• The HR feed with the External ID as an employee number and the User Name is an email address, if the email address changes, the HR feed changes the External ID automatically.

• If the External ID and the UserName are both the same email address, you need to manually update the user account.

Delegate Upload

Template

1. Select the Profiles tab.

2. Select Download Templates.

3. 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
  External ID of the delegate.
  If you have more than one delegate, you can add additional columns with a header for each delegate. The number of the delegate needs to be changed in the header. In this example, a second column is added with a delegateSet.delegate_2.delegateID header.

Save a Delegate Upload

To create a 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 an Excel (.xls) format for each client. A master file allows you to:

• Keep all leading zeros, if needed.

• Easily update data or correct errors.

Schedule a Delegate Upload File

To schedule a one-time delegate file upload:

1. Select the Profiles tab.

2. Select Schedule Profile Upload.

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

   • Select the Schedule arrow to select Now.

   • In Job Description, enter Delegate Upload.

   • In File Source, select Upload from local file.

   • In File Format, select CSV.

   • In Local File, select Choose file, then locate file to upload.

   • Select the Load Type to select User-Delegate Relationship.

4. Select Submit.

Upload Status

The following example show status responses that may be displayed with a delegate file.

Status options are:

• Complete indicates the file was successfully uploaded.

• Completed with errors indicates the file was successfully uploaded, but without any files that failed due to an error.
  
  
  

  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 ENTIRE file to correct the errors because the delegate upload is a full replacement of existing associations. Please do NOT upload only the corrections.