User Provisioning Configuration

Abstract

User provisioning is the creation, update, and removal of user accounts and access. HRIS and other customer systems can be leveraged to automate this process.

Automated User Imports

Note

The current import process does not support user provisioning for any Business Partner applications including the sample Business Partner applications and cannot be used to enable Business Partner users.

The Infinite BrassRing Platform possesses the ability to automate the provisioning of users such that the user data is managed via your system of record.

1. Batch Integration – You will construct a .csv file of user data.

   This .csv file contains the information for users you intend to create or update. Infinite will provide an SFTP location for which to drop the file. Once the file is available then Infinite Professional Services (PSE) will post the user data to the Infinite BrassRing Platform at an agreed upon interval between 1 and 24 hours.

2. Real Time Integration (web service) – You may send XML via a web service to an Infinite endpoint.

   Note

   Additional delivery methods and file transformations may be available for an additional cost. Please consult with Infinite Talent Professional Services for more details.

Importing users through the UI

Abstract

User provisioning into the Infinite BrassRing Platform via Import Users is done via a comma-separated value (.csv) file. Any spreadsheet program, or other editor capable of handling .csv files, may build and complete the necessary fields to generate this file.

The Import Users feature is capable of both creating and updating users. No differentiation between create or update is necessary. Once the .csv is uploaded the Infinite BrassRing Platform will process the file and if the user information provided in the .csv can be matched to an existing user then it will update that user with any new values. (If no match can be found then a new user will be created.)

Specific User Import/Export settings are configured for the Infinite BrassRing Platform as described in the following sections.

Important

Any encoding of the user import file MUST be in UTF-8. (Refer to the Editing CSV Files in Excel section for instructions.)

A warning message displays when a user import is in progress. This message is to warn the user that if any updates are made while the user import is in progress that their updates may be overwritten and lost.

Warning: A user import is currently in progress. Any updates made during this time may be overwritten by the processing import data.

Figure 24. User Import Warning Message

Navigation

Abstract

This section describes navigation to download the User Import sample template used to create the CSV file.

Procedure

• Select Import Users in the navigation menu to launch the Import Users page shown in the following figure.

  The following Import Users configuration options are available:

  • Download a sample template

  • Browse (to select the .csv file)

    Figure 25. Admin - Import Users page

    

Download a Sample Template

Abstract

This section provides steps to download the sample template.

On the User Import page,

1. Select the Download a sample template hyperlink to open the Opening UserImportTemplate.csv dialog box.

   
   

2. In the Opening UserImportTemplate.csv dialog box, select either Open with or Save File.

   1. When selecting the Open with option, select Microsoft Office Excel (default); then save to the desired location.

3. Select OK.

Creating and Uploading a User Import CSV File

Abstract

This section describes how to create and upload a User Import .csv file.

The shared Talent_Suite_User_Import_Master_CSV_sample.csv file that has the latest production version of the import CSV can be located within Admin - Import users.

Refer to the configuration steps in the following sections for CSV file creation process steps.  Considerations and Assumptions User Import process steps

Considerations and Assumptions

Abstract

This section defines considerations and assumptions for creating and uploading users.

On user create there is a set of common required fields when creating a new user.

• Required columns on a create:

  • FIRST_NAME

  • LAST_NAME

  • EMAIL

  • USER_NAME

  • HRIS_EMPLOYEE_ID

  • LOCALE

  Note

  The ACTIVE field will default to true on create.

The customer may choose to completely remove any optional column from the import file on a create, with no issue.

The customer may pass optional columns with no value.

The new user email will send only after all applications have completed their processing.

On user update:

If a user is being updated then the only required value is HRIS_ID. (This is used to uniquely identify the user.)

On an update, the initial validation will only check for HRIS_ID.

The customer may choose to completely remove any column except for HRIS_ID on an update, with no issue.

The customer only needs to send column values they wish to update. (If columns are sent with blank values then no update is made to the users for those columns.)

If a value is intended to be erased/blanked out from the user, then the marker <null> is sent as the value.

Following are considerations and assumptions for creating, uploading and importing users.

Fields with multiple input values are delimited using |*| or |. (Refer to the specific field description to determine which syntax to use.)

The use of commas and ampersands in the file is supported.

Data fields containing a value with a comma will need to have the entire value quoted (such as, “Smith, Jane Smith”).

Data fields containing a value with an ampersand do not need to have the value quoted.

If special characters (á, é, í, ó, ú, ü, ñ) are included in the .csv file, the file must be encoded as UTF-8

For example: A user belongs to two organizational groups, Global and Standard. In the BR_ORGANIZATION_GROUP field, you would enter Global|*|Standard.

For True/False input conventions, 0 = False and 1 = True (unless explicitly stated in the field column).

For the Required field in the following table, Y = Yes and N = No

Fields using the BR, OB, TM, and TI prefixes are only utilized when entering a value in their respective ACCESS.

Note

If you do not enter a value for this field, then none of the related fields are required. (Refer to the following respective tables for more information.)

Uniqueness for an employee is determined by HRIS_EMPLOYEE_ID.

Note

Any update to the user's HRIS_EMPLOYEE_ID will result in a new account created.

Uniqueness for an external candidate being imported into the Infinite BrassRing Platform for the first time is HRIS_EMPLOYEE_ID + SSO_ID.

HRIS_EMPLOYEE_ID will be new and unique.

SSO_ID will be existing and provided by the Onboarding module during the new hire export.

User import error handling dealing with duplicate rows in a user import file:

When encountering duplicates: A duplicate is defined as a row that has the same HRIS_EMPLOYEE_ID or USER_NAME as another row.

The FIRST row in the file is used when there are duplicate rows. Any subsequent rows are marked as a duplicate and not processed, with an indicator of the row that it is a duplicate of.

The error in the failure report (populated in USER_ERROR column) reads as follows: This row has not been processed because it has been detected as a duplicate of row [#] field name [HRIS_EMPLOYEE_ID or USER_NAME].

When there are duplicates that duplicate both the HRIS_EMPLOYEE_ID and USER_NAME fields, the HRIS_EMPLOYEE_ID field takes precedence in the error.

User Import process steps

Abstract

This section describes the CSV file creation process for the User Import process into the Infinite BrassRing Platform.

• Create or update users in the Infinite BrassRing Platform by creating a row for every intended user.

  HRISID

  HRISID is not present on user records where only the New Hire license is present. When updating a New Hire record with additional applications, HRIS is provided for the first time by matching on the SSOID.

  SSOID

  The Infinite BrassRing Platform system automatically creates a unique SSOID when a user is created. It is used on import to update users (as with HRSID) and has to be included when updating New Hires since New Hire records do not have an HRSID.

  This is not related with Single Sign On (SSO).

Common User Fields

• Create and/or update Common User fields using the specifications in the following table.

  Table 7. General User Import CSV Column Specifications

  Column Header	Required on Create	Required on Update	Required on Delete	Description	Max Character Count	Value Format	Example
  HRIS_EMPLOYEE_ID	Yes	Yes	Yes	This is the unique identifier of the user in the Infinite BrassRing Platform. Note Once it is set, it can NEVER be updated. It MUST always be sent for the user.	15	Alphanumeric (case sensitive)	HRSYS1234
  USER_NAME	Yes	No	No	Username associated with the user. This is a unique identifier for each user. Note You cannot have more than one user with the same username in the same client.	255	Alphanumeric	jwtaylor
  FIRST_NAME	Yes	No	No	First name of the user. Note BrassRing has the 30 character limit.	30	Alphanumeric	John
  LAST_NAME	Yes	No	No	Last name of the user. Note BrassRing has the 30 character limit.	30	Alphanumeric	Smith
  EMAIL_ADDRESS	Yes	No	No	Email address associated with the user. Note + or # are NOT valid characters. DO NOT use them.	255	Standard email address format.	[email protected]
  LOCALE	Yes	No	No	The language ID of the user. Note If a locale is not provided, the user will fail. If a locale is provided and one of the applications is not configured for it, the user will fail and tell you which application needs to be updated.	5	ISO Locale Code. Supported ISO Locales for Infinite BrassRing Platform (en_US) English (United States) (en_GB) English (Great Britain) (de_DE) German (it_IT) Italian (es_ES) Spanish (Spain) (es_MX) Spanish (Mexico) (fr_FR) French (fr_CA) French Canadian (zh_CN) Chinese (zh_TW) Chinese (Traditional) (cs_CZ) Czech (nl_NL) Dutch (ja_JP) Japanese (ko_KR) Korean (pl_PL) Polish (pt_PT) Portuguese (pt_BR) Portuguese (Brazil) (ru_RU) Russian (th_TH) Thai (da_DK) Danish (hu_HU) Hungarian (hr-HR) Croatian (el-GR) Greek (ro-RO) Romanian (sk-SK) Slovak (tr-TR) Turkish (sr-Latn-CS) Serbian	en_US
  ACTIVE	No	No	Yes	Status of the Infinite BrassRing Platform user. This value will default to 1 (active). Note If this value is set to 0 (inactive), the user will be active in the downstream applications but all access to the Infinite BrassRing Platform will be disabled. In order to make the user inactive in the downstream applications refer to the app ACCESS columns.	1	1 or 0 On delete, the value MUST be set to 0.	0
  DELETE_USER	No	No	Yes	This column must only exist, if all the users in this table should be deleted.	N/A	The value must be Yes for all users in the table. (Column not allowed for Create and Update)	Yes
  MIDDLE_NAME	No	No	No	Middle name of the user. Note BrassRing has the 30 character limit.	30	Alphanumeric	William
  PHONE_NUMBER	No	No	No	Phone number of the user.	50	Alphanumeric	123-123-4567
  PHONE_EXTENSION	No	No	No	Extension of phone number.	10	Alphanumeric	321
  JOB_TITLE	No	No	No	Job Title of the user.	50	Alphanumeric	Accountant
  COUNTRY	No	No	No	Country/geographical location of the user.	3	ISO ALPHA­3 Country Code	USA
  FAX_NUMBER	No	No	No	Fax number of the user.	40	Alphanumeric	123-123-4568
  TIMEZONE	No	No	No	Timezone of the user in UTC format.	9	UTC Format	UTC­05:00
  EXPIRATION_DATE	No	No	No	The expiration date of the user. Note Once expired, the user will no longer have access to the Infinite BrassRing Platform. If no value is set, the user will never expire.	20	YYYY-MM-DD	3000­01­01
  VALIDITY_DATE	No	No	No	The validity date of the user. (Indicates when the user becomes enabled, this date may be set in the future.) Note The user cannot log in until the validity date is passed. If no value is set, it defaults to the current date.	20	YYYY-MM-DD	2000­01­01
  SSO_ENABLED	No	No	No	Indicator of whether a user is SSO enabled or not. 1= true 0= false If this field is not present or not valued in the CSV file, the value will default to what is set on the client level. For example: If the client is SSO enabled, all users are SSO enabled unless specified otherwise. The only time this field needs to be valued is if the client is SSO enabled, however, the user being created needs to log in to the Infinite BrassRing Platform.	1	1or 0	0
  DEPARTMENT	No	No	No	The department of the user in both BrassRing and Talent Manager.	50	Alphanumeric	Accounting
  USER_CATEGORY	No	No	No	This field sets a category on the user. This is used when distinguishing users for exports. When a New Hire completes Onboard Start, they will appear in the UI with the user category of NEW_HIRE. When a New Hire becomes a system user, the user category should be set to EMPLOYEE in the CSV file so that the user will export as an employee instead of a new hire. The other categories available are for the client's discretion. Setting the value to something other than NEW_HIRE or EMPLOYEE means that the only time the user will be seen in the export is if all users are exported.	18	Case Sensitive. It MUST be one of the following values: NEW_HIRE EMPLOYEE EXTERNAL EXTERNAL_CANDIDATE INTERNAL_CANDIDATE INTERNAL_NEW_HIRE MANAGER Note When managing users, you may see some users with the Category of Infinite. This denotes Infinite users and this value can ONLY be set by Infinite.	EMPLOYEE
  SEND_PASSWORD_EMAIL	No	No	No	This field allows for the first time login email to be suppressed on create if the client chooses to not send it. Set the value as True or 1 to send the email as expected, or False or 0 to suppress the email. If the value is True but the user fails, has a validity date in the future, or is an SSO enabled user, the user will still not receive the email. If a user is updated and SEND_PASSWORD_EMAIL = True, and if the user has not logged in before, they will receive a first time login email again.	1	1 or 0	0

BrassRing Hiring Fields

• To provision a user for the BrassRing Hiring application, follow the instructions in the BrassRing Hiring Fields table.

  Table 8. BrassRing Hiring Fields

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  BR_HIRING_ACCESS	Yes	No	This field determines whether or not the user is provisioned for BrassRing in the Infinite BrassRing Platform. Note This field is only required if you are trying to provision the user for BrassRing. This field supports the following states: ACTIVE = User is active in the system and will have access to the application through the Infinite BrassRing Platform. (We also support [1] for this state.) INACTIVE = User is inactive in the system and will not have access to the application through the Infinite BrassRing Platform. (We also support [0] for this state.) ACTIVE_NO_ACCESS = User is Active in the system but will not have access to the application through the Infinite BrassRing Platform. Note The ACTIVE_NO_ACCESS state is how the Infinite BrassRing Platform now supports the BR_EXPRESS_USER scenario.	16	Alphanumeric. (Not case sensitive.)	ACTIVE

  The following fields only apply when you are provisioning a user for access to the BrassRing application.

  Table 9. BrassRing Hiring Fields used for provisioning a user for access to the BrassRing application

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  BR_HIRING_USER_TYPE*	Yes	No	User type of the user in BrassRing. Note *This field name changed, it was previously called BR_USER_TYPE.	255	Alphanumeric. (Case sensitive.)	Hiring Manager
  BR_USER_GROUP	Yes	No	User group of the user in BrassRing. Note User Groups are used when utilizing the systems Resume Security feature. The values MUST already exist in BrassRing. Multiple user groups for the user are separated by |*|. (Each |*| counts as 3 characters towards the max character count.)	255	Alphanumeric. (Case sensitive.)	Standard Group|*|Group_2
  BR_ORGANIZATION_GROUP	Yes	No	Required only if Org Groups are being used by the client. Organizational Group the user belongs to. Org Groups control a user's access to Communications, Req Templates, Talent Gateways and Agency Manager. The values MUST already exist in BrassRing. Multiple org groups for the user are separated by |*|. (Each |*| counts as 3 characters towards the max character count.)	2000	Alphanumeric. (Case sensitive.)	Global|*|Standard
  BR_APPROVAL_GROUPS	No	No	This identifies the user as a form Approval. The values MUST already exist in BrassRing. Multiple approval groups for the user are separated by |*|. (Each |*| counts as 3 characters towards the max character count.)	255	Alphanumeric. (Case sensitive.)	HR_VP|*|COO
  BR_CODE_ACCESS_GROUPS	No	No	Code Access Groups can be configured in order to minimize the number of job codes that a user has to search through when creating a new Requisition. The values MUST already exist in BrassRing. Multiple code access groups for the user are separated by|*|. (Each |*| counts as 3 characters towards the max character count.)	255	Alphanumeric. (Case sensitive.)	Code1|*|Code2
  BR_KIB_USER_GROUP	No	No	This identifies the user's Kenexa Interview Builder User Group. The values MUST already exist in BrassRing. Multiple KIB user groups for the user are separated by |*|. (Each |*| counts as 3 characters towards the max character count.)	255	Alphanumeric. (Case sensitive.)	Administrator|*|Deity
  BR_MANAGER	No	No	Defines if the user is a manager in BrassRing.	1	1 or 0	1
  BR_RECRUITER	No	No	Defines if the user is a recruiter in BrassRing.	1	1 or 0	1
  SENDER_EMPLOYEE_ID	Yes	No	A valid Employee ID for a user that exists in both BrassRing and Talent Manager for the integration to work.	50	Alphanumeric.	HRXMLUSER
  BR_REQUISITION_PRIVILEGES	No	No	Assigns a Req Privilege to a user. The Client MUST be configured for Req Privileges and the value MUST exist in BrassRing.	4000	Alphanumeric. (Case sensitive.)	Legal
  BR_CUSTOM_APPROVAL_ROLE_ID	No	No	Assigns the user to Smart Approval. The Client MUST be configured for Smart Approval. Note It will take 24 hrs. for the user to appear in the Smart Approval section in BrassRing.	100	Alphanumeric.	SA Manager
  BR_CUSTOM_APPROVAL_SUPERVISOR_ID	No	No	Assigns the user to Smart Approval. The Client MSUT be configured for Smart Approval. Note It will take 24 hrs. for the user to appear in the Smart Approval section in BrassRing.	40	Alphanumeric.	103

Onboard Hiring Manager Fields

• To provision a user for the Onboard Hiring application, follow the instructions in the Onboard Hiring Fields table.

  Table 10. Onboard Hiring Manager Fields

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  OB_MANAGER_ACCESS	Yes	No	This field determines whether or not the user is provisioned for Onboard in the Infinite BrassRing Platform. Note This field is only required if you are trying to provision the user for Onboard. This field supports the following states: ACTIVE = User is active in the system and will have access to the application through the Infinite BrassRing Platform. (We also support [1] for this state.) INACTIVE = User is inactive in the system and will not have access to the application through the Infinite BrassRing Platform. (We also support [0] for this state.) ACTIVE_NO_ACCESS = User is active in the system but will not have access to the application through the Infinite BrassRing Platform.	16	Alphanumeric. (Not case sensitive.)	ACTIVE

  
  
  

  The following fields only apply when provisioning a user for the Onboard Manager application.

  Table 11. Onboard Hiring Fields used for provisioning a user for access to the Onboard Manager application

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  OB_MANAGER_USER_TYPE*	Yes	No	User type of the user in Onboard. The value MUST already exist in Onboard. Note *This field name changed. It was previously called OB_USER_TYPE.	255	Alphanumeric. (Case sensitive.)	Hiring Manager
  OB_USER_GROUP	Yes	No	User group of the user in Onboard. The value MUST already exist in Onboard. Multiple user groups for the user are separated by |*|. (Each |*|counts as 3 characters towards the max character.)	255	Alphanumeric. (Case sensitive.)	Standard Group|*|Update Group
  OB_USER_LOCATION	No	No	Sets the location of the user in Onboard. The value passed MUST be the EntryAlphaKey of the location found in Onboard.	4000	Alphanumeric. (Case sensitive.)	Local

Admin Application Fields

• To provision a user for the Infinite BrassRing Platform Admin application, follow the instructions in the Admin Application Fields table.

  Table 12. Admin Application Fields

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  TS_ADMIN_ACCESS	Yes	No	This field determines whether or not the user is provisioned for Infinite BrassRing Platform Admin in the Infinite BrassRing Platform. Note This field is only required if you are trying to provision the user for Infinite BrassRing Platform Admin. This field supports the following states: ACTIVE = User is active in the system and will have access to the application through the Infinite BrassRing Platform. (We also support [1] for this state.) INACTIVE = User is inactive in the system and will not have access to the application through the Infinite BrassRing Platform. (We also support [0] for this state.) ACTIVE_NO_ACCESS = User is active in the system but will not have access to the application through the Infinite BrassRing Platform.	16	Alphanumeric. (Not case sensitive.)	ACTIVE

  The following field is only applicable when provisioning a user for the Infinite BrassRing Platform Admin application.

  Table 13. Infinite BrassRing Platform Admin Field used for provisioning a user for access to the Infinite BrassRing Platform Admin application

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  TS_ADMIN_USER_TYPE	Yes	No	User type of the user in Infinite BrassRing Platform. The value MUST already exist in Infinite BrassRing Platform.	255	Alphanumeric. (Case sensitive.)	INFINITE_ADMIN

Talent Gateway Jobs field

• To provision a user for the Talent Gateway Jobs application, follow the instructions in the Talent Gateway Jobs field table.

  Table 14. Talent Gateway Jobs field

  Column Header	Required on Create	Required on Update	Description	Max Character Count	Value Format	Example
  BRTG_JOBS_ACCESS	Yes	No	This field determines whether or not the user is provisioned for Talent Gateway in the Infinite BrassRing Platform. Note This field is only required if you are trying to provision the user for Talent Gateway. This field supports the following states: ACTIVE = User is active in the system and will have access to the application through the Infinite BrassRing Platform. (We also support [1] for this state.) INACTIVE = User is inactive in the system and will not have access to the application through the Infinite BrassRing Platform. (We also support [0] for this state.) ACTIVE_NO_ACCESS = User is active in the system but will not have access to the application through the Infinite BrassRing Platform.	16	Alphanumeric. (Not case sensitive.)	ACTIVE

Upload the CSV file to the Infinite BrassRing Platform

1. Once the .csv file has been created and is ready to upload to the Infinite BrassRing Platform, select the Browse button in the Select CSV file field. The File Upload dialog window opens.

   
   Figure 26. File Upload (Browse to select CSV file)

2. In the File Upload dialog box, navigate to the location of the .csv Import Users Specifications file created following the process steps in the User Provisioning, Import and Management and Creating the .csv File sections.

3. Select the .csv Import Users Specifications file and then select Open. The file will upload to the Infinite BrassRing Platform.

4. Select the .csv Import Users Specifications file and then select Open. The file then uploads to the Infinite BrassRing Platform. The .csv file appears in the Select CSV file field on the Import Users page.

   Figure 27. Import Users page - Uploaded CSV file
   

5. Select the Import button to import the file into the Infinite BrassRing Platform. A message dialog window displays with a message asking the user if they wish to proceed.

   Are you sure you want to import this file? The users you are importing will overwrite any existing users in the system.

   

6. Select Yes, proceed to import the .csv file or Cancel to exit without importing the .csv file.

7. If Cancel is selected, then select the x icon for the .csv file displayed in the Select CSV file field to remove the file for upload into the Infinite BrassRing Platform.

   

   To replace a CSV file,

8. Select Replace file. The File Upload dialog box opens.

   Figure 28. Replace file
   

9. Navigate to the location of the .csv Import Users Specifications file and select the .csv Import Users Specifications file to replace the existing file and select Open. The file then uploads to the Infinite BrassRing Platform to replace the previously uploaded file.

Editing CSV Files in Excel

Abstract

Handling the file correctly in excel and importing it as a text data set will resolve the issues with leading zeros, and will ensure correct formatting of date fields, etc. It will also allow for the persistence of UTF-8 formatting.

Important

Any encoding of the user import file MUST be in UTF-8.

The best practice is to use a CSV reader or Notepad++ to open CSV Import files that you are working to prevent leading zeros, special characters, or date formats from being removed or corrupted.

Because of its ease of use, it is common practice to work on a CSV file in Excel. The problem with Excel is that it re-formats the values in your file; most prominently, it removes leading zeros in the values. Because many of our clients need to use leading zeros in values such as HRIS_EMPLOYEE_ID, extra care must be taken when handling the CSV file to ensure not to remove them before processing.

Procedure

To import a CSV file into Excel,

1. Open a new document in Excel first, without opening your file.

2. Go to the Data tab and select From Text. The Import Text File opens.

3. Select your file in the Import Text File dialog window and then select Import.

4. In the Text Import Wizard window, confirm the following selections:

   1. Delimited and My data has headers. are selected.

   2. File Origin is set to 65001 : Unicode (UTF-8).

5. Select Next.

6. In the next window of the wizard, select only the Comma check box under Delimiters then select Next.

7. In the last window of the wizard, highlight all the columns in the Data preview first, select Text under Column data format, and then select Finish.

   Note

   Make sure each column has Text above it instead of General.

8. In the Import Data dialing window, select OK to load the data starting in the first cell.

9. In the newly imported text file, select Save As to save it as a .csv file.
   In the Save As window,

10. Select a file location and CSV (Comma delimited) (*.csv) from the Save as type drop-down menu.

11. Select Web Options from the Tools drop-down menu. The Web Options window opens.
    Figure 29. Save As dialog window

    

    Figure 30. Web Options window

    

    1. In the Web Options window, select the Encoding tab.

    2. Select Unicode(UTF-8) from the Save this document as: drop-down menu; then select OK.

12. Select Save.

    Note

    Make sure to save the file as a CSV (Comma delimited) (*.csv) file. DO NOT save it as an .xslx file.

This process treats all the values like text, which retains the formatting of all cells (allowing for leading zeros), specified date formats, etc. Every time a CSV is edited in Excel, it must be handled with these steps.

Note

Be sure to open your file in a text reader after you are done to make sure your leading zeros are still present.

Import Users Activity Log

Abstract

The Import Users Activity Log process is described in the following steps.

The Import Users Activity Log creates a common space to view the details of any user import job so that if an import is currently in-progress, the admin user may view, analyze past user data, troubleshoot, or audit a company's user management activities.

Figure 31. Import Users - Import Users Activity Log

The Import Users activity log contains the following columns:

• Start Date - Date that the import started

• Status - The status of the import (such as, complete).

  Note

  While the status is being queued, the admin has the option to select Cancel Import. Selecting Cancel Import terminates the import. No data from the file will be processed.
  Figure 32. Cancel Import function

  

• End Date - Date that the import ended.

• Total Users - Total number of users in the import.

• Successful - Number of users successfully imported.

• Failed - Number of users that failed to import.

• Failure Report - The User Import, Failure Report CSV file. The report is available if any users failed import.

  Note

  The link to the Failure Report only displays if errors were encountered during the Import Users process. If there were no errors during the Import Users process, then the Failure Report link does not display.

• Imported File - The CSV file that contains the list of users to import.

• Initiated By - The user name and email address of the user who initiated the import.

• ID - The ID of the Import User job.

To view the Failure Report,

1. Select the Failure Report link. The Save As dialog window opens.

   Figure 33. Failure Report link

   

   In the Save As dialog window,

2. Select the file location, then select Save.

   To view the Imported File,

3. Select the Imported File link. The Save As dialog window opens.

   Figure 34. Imported File link

   

   In the Save As dialog window,

4. Select the file location, then select Save.

Permanently Delete User(s)

The Import Users page contains a check box enabling the user to permanently remove users from the User Interface (UI).

The deletion is for all Infinite BrassRing Platform and applications. If the user wants to be deleted from a specific application, they should submit a ticket with that app.

The file being permanently deleted can only have these three headers which must be in the following order:

1. ACTIVE (must always be = 0)

2. HRIS_EMPLOYEE_ID (must always have an existing value)

3. DELETE_USER (must be set to yes (lowercase))

Figure 35. Sample file with required headers

If there is one failure in the file, this entire file will not be processed.

Examples include:

• The This file will delete users check box is not selected.

• DELETE_USER is not valued with yes for all entries.

• ACTIVE is not valued with 0 for all entries.

Important

You cannot add a user and delete a user in the same file. This is designed to make the Delete process very explicit and prevent accidents.

Do not attempt to immediately add a file using the same HRISID that was just deleted. It can take up to 24 hours for the delete process to complete; you should wait until the following day to attempt that import again. Issues may arise if this precaution is not taken.

Procedure

To permanently delete user(s),

1. Select the This file will delete users. Once this action is performed the user is GONE and CANNOT be retrieved so delete cautiously. check box. A dialog window displays with the message Are you sure you want to import this file? The action will delete users and is not reversible. Once this action is performed the user is immediately removed from the user interface. Within 24 hours, the user is PERMANENTLY DELETED and CANNOT be retrieved.

   Figure 36. Permanently Delete User(s) dialog window

   

2. Select PERMANENTLY DELETE USER(S) to permanently delete user(s) or Cancel to exit without permanently deleting user(s).

Using the User Import Failure Report

Abstract

The User Import Failure Report accompanies the User Import process and provides the Administrator with feedback about the user import job should any failure occur while performing a user import.

Note

The report is a CSV file, which is can be opened in Excel.

The User Import Failure Report provides:

• Awareness - Information is provided about all entries that have failed to import into one or more of the Talent Suite applications.

• Direction - New column headers are created that provide details of the cause of a failure for each Talent Suite application.

• Action - The administrator can simply re-use User Import Failure Report as an import file.

  Note

• To re-use the User Import Failure Report, simply correct the errors and upload as you would a typical user import .csv file. (You DO NOT need to remove the extra cause of error column headers.)

• The User Import Failure Report is generated only if there were failures during the user import process.

  Note

  New cause of failure column headers, are appended at the end of the existing column header row.

Receiving Notifications

Abstract

The Admin who initiated the User Import will receive an email notification sent to the email address (setup on their Talent Suite user account) once the User Import has been completed.

There are two types of notifications the administrator may receive.

1. A notification that the User Import has completed and there were no failures.

   1. This is simply a notification to inform the administrator that the User Import has been completed.

2. A notification that the User Import has completed and there were failures.

   1. This notification includes a link to the User Import Failure Report.

   2. Upon clicking this link, the administrator will be redirected to a page within the Talent Suite with the option to download the User Import Failure Report.

Accessing and Downloading the User Import Failure Report

Abstract

If failures occurred during the User Import process, then the administrator who initiated the User Import process will receive an email notification. This email contains a link that redirects the administrator to a page within the Talent Suite application with the option to download the User Import Failure Report.

1. Select the following link in the notification email to download the User Import Failure Report .csv file.

   The following is an example of a link in a notification email.

   https://2x.kenexa.com/wps/myportal/$tenant/client_name?uri=admin:importfail:::961c8f5a-f469-462e-987b-716570406a95

   Note

   If the user is not logged on to the Talent Suite, the administrator is then redirected to the Talent Suite Login page as shown in the following figure.
   Figure 37. Talent Suite Login page
   

   After user authentication and authorization, the Import Results page (shown in the following figure) opens if the User Import Failure Report ID is correct.

   Figure 38. Import Results page

   

2. On the Import Results page, select the User Import Results link to open and download the User Import Failure Report.

3. In the Opening userImport_failureResult dialog window, select Microsoft Excel from the drop-down list in the Open with option field (as shown in the following figure) and select OK to download the User Import Failure Report.

   Figure 39. User Import Results download

   

4. If the User Import Failure Report ID is wrong, remove the last two charecteres from valid report ID: http://localhost:10039/wps/myportal/$tenant/USSE_GEDev?uri=admin:importfail:::961c8f5a-f469-462e-987b-716570406a

   Figure 40. User Import Failure Report Service Exception

   

   The following example shows the complete error message from the Service Exception.

   responseCode=404, errorMessage =Backend Resource not available or cannot be reached . Please verify your proxy-config.xml is configured correctly Please check the installation documentation for proxy specific settings

User Import Failure Report Error Messages

Abstract

The User Import Failure Report contains Gatekeeper error messages for each application. These error messages indicate an application's license creation status. Usually, they will mean that the system failed to create the license for said application.

After an import is complete, the user that ran the import will receive an email of the status. If there were no failures, the email will state that all users were loaded successfully. However, if there were failures in the import, the email will contain a link to download the Failure Report. The Failure Report will only contain users that failed to import. Any users not included in the Failure Report have been loaded successfully.

Following are examples of the statuses you will see and the fields you will see them in.

Table 15. USER_STATUS

Table 16. BR_HIRING_STATUS

Table 17. OB_MANAGER_STATUS

Table 18. TM_PERFORMANCE_STATUS

Table 19. TS_ADMIN_STATUS

Table 20. BRTG_JOBS_STATUS

Table 21. TI_TALENT_INSIGHTS_STATUS