How to Manage Users Smart Import

A Smart Import (by definition) is a SQL based import mechanism that is matching objects between a system (e.g. SAP) and Fewzion with proactive issue detection and resolution.

The User Smart Import provides an automatic and customizable object matching by the Integration screens for User information from the Source system (e.g. SAP).

This guide introduces to administrators and HR employees how to manage the Users Smart Import (e.g. mappings) easily in Fewzion.

Step-By-Step Guide

This guide provides instructions on:

 

Editing the User Smart Import

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

Info

Click on the   icon if you would like to contact Fewzion support and start a conversation.
 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit.

 

Fill in the Smart Import details

The Integration details are displayed on the Details tab

 

The Name is the name used for the Smart Import on the Integrations screen

The ShortCode is the short code used for the Smart Import on the Integrations screen

The Cron Schedules section is the time-based schedule for the import. The Cron Expression specifies the periodical run time (e.g. daily at 5:30 am). To Edit the Cron Expression, click on the existing expression

The Window section represents the date range to use for the Source (e.g. SAP). For example, select Source rows dated from "Today" till the "End of Time" (1-Jan-2050)

Fill in the SQL Connection details

To edit the Connection details and the SQL Statement on the SQL Connection tab

 

The Connection String contains the URL that connects the Source data to Fewzion.

Enter the Username, Password and Domain to connect to the external system (e.g. SAP) as a user

The SQL Statement is the inquiry that extracts data from the database

Tip!

After editing the SQL Connections details, test it (by the Test Connection button) before clicking Save.

Check the applied Lookups

Lookups match field values (e.g. Crew A) from the Source system (e.g. SAP) to the existing field values (e.g. A) in Fewzion. The Lookup categories (e.g. Crews, Work Schedule Rules and Occupations) are available via the Lookups tab.

 

Info

To learn more about how to manage Lookups, see the e.g. Lookups section.

Check Crews Lookup

The From column (manually entered) represents the Crews in the Source, while the To column (drop-down list) represents Crews in Fewzion

 

Check Work Schedule Rules Lookup

The From column (manually entered) represents the Work Schedule Rules in the Source, while the To column (drop-down list) represents Work Schedule Rules in Fewzion

 

Check Occupations Lookup

The From column (manually entered) represents the Occupations in the Source while, the To column (drop-down list) represents Occupations in Fewzion

 

Check the applied Mappings

Mappings match fields (e.g. First_Name) from the Source system (e.g. SAP) to the existing fields (e.g. FirstName) in Fewzion. Mappings are displayed on the Mappings tab

 

The Source column represents the fields in the Source system (e.g. SAP), while the Target column represents the fields in Fewzion.

A "tick" in the Sync column shows that the Source field is included in the SQL Statement on the SQL tab.

Info

If a new column is added to the SQL View (e.g. SAP_Roles) and you’d like to import its records to Fewzion, please follow the steps below:

    1. You need to select the records of the SAP_Roles column by including its code (e.g. LTRIM(RTRIM)(SAP_Roles)) as SapRoles) in the SQL Statement on the SQL Connections tab
       
    2. Manually enter the "SapRoles" text (by clicking on the field of the Roles row) in the Source column and tick in the checkbox of the Roles in Sync column on the Mappings tab
       
    3. Click Save
       

Please note, when a value (e.g. Lab1) is manually entered for a Source text (e.g. Laboratories) and not listed in the SQL Statement, this value will be the default value for every person who is imported into Fewzion. Hence, a tick in the Sync column is not necessary because the Target (e.g. Laboratory) is not listed in the SQL Statement.

Check the Logs

The integration logs are displayed on the Logs tab. See more information in the Logs section

 

Info

The Log Level drop-down list allows administrators to change the displayed logs.
 
Error Logs will automatically generate Alerts in Fewzion.
To extend shown Log details, move the mouse over the Timestamp column, click on the arrow, select Columns and select the necessary information.
 

 

Lookups

Lookups match field values (e.g. Crew A) from the Source system (e.g. SAP) to the existing field values (e.g. A) in Fewzion.

 

Adding a Crew Lookup

In this exercise, we will add a Crew Lookup matching Source Crew "99 Crew" to Fewzion Crew "99"

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Add on the Crews tab

 

An empty row will appear either on the top or the bottom of the table.

6. Click on the empty row in the From column to enter the name of the Source Crew

 

7. Enter the Source Crew name ("99 Crew") and click on the empty row in the To column

 

8. Start typing the Fewzion Crew name ("99") and the Crew name will appear

 

Alternatively, click on the drop-down list icon and select the Fewzion Crew from the list.

 

Info

If the Crew is not visible on the To column drop-down list, the Crew needs to be added to Fewzion. Please following the instruction of the How to Manage Crews article to add the Crew to Fewzion.

9. Click Save

 

 

Editing a Crew Lookup

To change the Source Crew

In this exercise, we will change the Source Crew from 99 Crew to 999 Crew

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click on the Crew to be edited (e.g. 99 Crew)

 

6. Change the value to the requested value (e.g. 999 Crew) and click anywhere on the screen

 

7. Click Save

 

To change the Fewzion Crew

In this exercise, we will change the Fewzion Crew from 99 to DS

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click on the Crew to be edited (e.g. 99)

 

6. Change the Crew to the requested (e.g. DS)

 

7. Click Save

 

 

Adding a Work Schedule Rule Lookup

In this exercise, we will add a Work Schedule Rule Lookup matching Source Work Schedule Rule "4D 40HRS-Q008" to Fewzion Work Schedule Rule "4D 40HRS"

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Work Schedule Rules on the Lookup tab

 

6. Click Add on the Work Schedule Rules tab

 

Info

An empty row will appear either on the top or the bottom of the table.

7. Click on the empty row in the From column to enter the name of the Source Work Schedule Rule

 

8. Enter the Source Work Schedule Rule name ("4D 40HRS") and click on the empty row in the To column

 

9. Start typing the Fewzion Work Schedule Rule name ("4D 40HRS") and the Work Schedule Rule name will appear

 

Alternatively, click on the drop-down list icon and select the Fewzion Work Schedule Rule from the list.

 

Info

If the Work Schedule Rule is not visible on the To column drop-down list, the Work Schedule Rule needs to be added to Fewzion. Please following the instruction of the How to Manage Work Schedule Rules and Shift Patterns article to add the Work Schedule Rule to Fewzion.

10. Click Save

 

 

Editing a Work Schedule Rule Lookup

To change the Source Work Schedule Rule

In this exercise, we will change the Source Work Schedule Rule from "4D 40HRS-Q008" to "4D40HRS-Q008".

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Work Schedule Rules on the Lookup tab

 

6. Click on the Work Schedule Rule to be edited (e.g. 4D 40HRS-Q008)

 

7. Change the value to the requested value (e.g. 4D40HRS-Q008) and click anywhere on the screen

 

7. Click Save

 

To change the Fewzion Work Schedule Rule

In this exercise, we will remove the lookup of the Fewzion Work Schedule Rule ("4D 40HRS"). Hence, this Work Schedule Rule won’t be imported to Fewzion.

Info

When an imported user has this Work Schedule Rule ("4D 40HRS") and the Smart Import does not find it, then this event will automatically create an Error log, generate an Alert in Fewzion and email the error details to the configured users.

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Work Schedule Rules on the Lookup tab

 

6. Click on the Work Schedule Rule to be edited (e.g. 4D 40HRS)

 

7. Click on the X (that appears when you pull the mouse over the field) to delete the value

 

Alternatively, click on the   icon to delete the Lookup.

8. Click Save

 

 

Adding an Occupation Lookup

In this exercise, we will add an Occupation Lookup matching Source Occupation ("Contractor Superintendent") to Fewzion Occupation ("Contractor Superintendent")

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Occupations on the Lookup tab

 

6. Click Add on the Occupations tab

 

Info

An empty row will appear either on the top or the bottom of the table.

7. Click on the empty row in the From column to enter the name of the Source Occupation

 

8. Enter the Source Occupation name ("Contractor Superintendent") and click on the empty row in the To column

 

9. Start typing the Fewzion Occupation name ("Contractor Superintendent") and the Occupation name will appear

 

Alternatively, click on the drop-down list icon and select the Fewzion Occupation from the list.

 

Info

If the Occupation is not visible on the To column drop-down list, the Occupation needs to be added to Fewzion. Please contact Support to add the Occupation to Fewzion.

10. Click Save

 

 

Editing an Occupation Lookup

To change the Source Occupation

In this exercise, we will change the Source Occupation from "Contractor Superintendent" to "Contractors Superintendent".

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Occupations on the Lookup tab

 

6. Click on the Occupation to be edited (e.g. Contractor Superintendent)

 

7. Change the value to the requested value (e.g. Contractors Superintendent) and click anywhere on the screen

 

8. Click Save

 

To change the Fewzion Occupation

In this exercise, we will change the Fewzion Occupation from Contractor Superintendent to Contractors

1. Click on the Manage icon

 

2. Click List in the Integrations section

 

3. Double click on the name of the Smart Import (e.g. People from SAP) to edit it

 

4. Click Lookups

 

5. Click Occupations on the Lookup tab

 

6. Click on the Occupation to be edited (e.g. Contractor Superintendent)

 

7. Change the Occupation to the requested (e.g. Contractor)

 

8. Click Save

 

 

Logs

A log is a record of an event. We record different logs (error, warning, debug and info) for an Integration.

Error logs

Definition: An error log describes an event that causes data failure during the import. Error logs need to be investigated and fixed

The most common types of error logs for the Users Smart Import are:

    • Duplicate records for a user
    • Unable to find a match for Source Crew
    • Unable to find a match for Source Occupation
    • Unable to find a match for Source Work Schedule Rule

Duplicated record for a user in Fewzion

Example: "Multiple Fewzion users in Fewzion data for: 16129"

Explanation: More than one user exists with the same Employee Number (16129) in Fewzion

Possible Cause 1: The user has two user accounts (e.g. active and inactive) in Fewzion

Solution: Delete the duplicate account

To achieve this:

    1. Go to the All Users screen (Manage screen -> "List" button on the Users section) and tick "Show Inactive" so all users will be displayed
    2. Sort the list by Employee No
    3. Check the existing user accounts for Employee Number 16129
    4. Delete the duplicate account

Info

If there is an inactive account, try to delete it first.
If there is two active (or inactive) accounts and an error message pops up ("You cannot delete a user with a non-empty Source…") after clicking Delete on the account, try the other user account. If neither can be deleted in Fewzion, contact the HR of the Source system and provide the details of the user so they can delete the duplicated record from the Source system.

Possible Cause 2: The user has two user accounts in the Source system

Solution: Contact the HR of the Source system and provide the details of the user so they can delete the duplicated record from the Source system

Unable to find a match for Source Crew

Example: "WhiteBlue crew for John Doe (1057) was not found by exact match."

Explanation: The Crew (WhiteBlue) was not found in Fewzion by a lookup

Possible Cause 1: The Crew (WhiteBlue) does not have a lookup that would match the Source Crew to the relevant Crew in Fewzion

Solution: Add a lookup for the WhiteBlue Crew (see more information in the Adding a Crew Lookup section)

Possible Cause 2: The Crew (WhiteBlue) does not exist in Fewzion, hence there is no option to select WhiteBlue in the drop-down list of the To column 

Solution: Create the WhiteBlue Crew in Fewzion first and add a lookup for it (for more information see the How to Manage Crews article and Adding a Crew Lookup section)

Possible Cause 3: A lookup exists but the From column (Source Crew) has a typo in its text so the lookup can’t match the Source Crew Whiteblue to the relevant Crew in Fewzion

Solution: Contact the HR of the Source system to get the correct name of the Crew, correct it in the Lookup table and ask them to check the name of the Crew in the Source system (for typos) to avoid further errors

Unable to find a match for Source Occupation

Example: "Contractor Superintendent occupation for John Doe (1057) was not found by either exact or close match."

Explanation: The Occupation (Contractor Superintendent) was not found in Fewzion by a lookup

Possible Cause 1: The Occupation (Contractor Superintendent) does not have a Lookup that would match the Source Occupation to the relevant Occupation in Fewzion

Solution: Add a Lookup for the Contractor Superintendent Occupation (see more information in the Adding an Occupation Lookup section)

Possible Cause 2: The Occupation (Contractor Superintendent) does not exist in Fewzion, hence there is no Lookup for it that would match this Source Occupation to the relevant Occupation in Fewzion

Solution: Contact Support the add the Contractor Superintendent Occupation into Fewzion first and add a Lookup for it (see more information in the Adding an Occupation Lookup section)

Info

You can check the available Occupations in Fewzion by clicking on an Occupation of the To column and the drop-down list arrow on the Occupations Lookup tab of the Edit Integration screen. Please note, that the list is not in alphabetical order (the last created occupation is generally at the end of the list).

Possible Cause 3: A Lookup exists but the Source Occupation has a typo in its text so the lookup can’t match this Source Occupation to the relevant Occupation in Fewzion

Solution: Contact the HR of the Source system to get the correct name of the Occupation, correct it in the Lookup table and ask them to check the name of the Occupation in the Source system (for typos) to avoid further errors

Unable to find a match for Source Work Schedule Rule

Example: "S7ND818B-Q023 WSR for John Doe (1057) was not found be exact match."

Explanation: The Work Schedule Rule (e.g. S7ND818B) was not found in Fewzion by a lookup

Possible Cause 1: The Work Schedule Rule does not have a Lookup that would match the Source WSR to the relevant WSR in Fewzion

Solution: Add a lookup for the S7ND818B Work Schedule Rule (see more information in the Adding a Work Schedule Rule Lookup section)

Possible Cause 2: A Work Schedule Rule (e.g. S7ND818B) does not exist in Fewzion, hence there is no Lookup for it that would match this Source Work Schedule Rule to the relevant Work Schedule Rule in Fewzion

Solution: Create the S7ND818B Work Schedule Rule in Fewzion first and add a Lookup for it (see more information in the How to Manage Work Schedule Rules and Shift Patterns article and Adding a Work Schedule Rule Lookup section)

Possible Cause 3: A Lookup exists but the Source Work Schedule Rule has a typo in its text so the lookup can’t match the Source WSR S7ND818B to the relevant WSR in Fewzion

Solution: Contact the HR of the Source system to get the correct name of the WSR, correct it in the Lookup table and ask them to check the name of the WSR in the Source system (for typos) to avoid further errors

 

Warning logs

Definition: A warning log describes an event that can potentially be a problem.

Example: "Engineering & Maintenance Manager occupation for John Doe (6015925) was not found by exact match but found Manager Maintenance & Engineering as the closest match."

Debug logs

Definition: A debug log provides diagnostic information that is helpful to developers, system administrators, etc.

Example: "Users Import Custom Script Start"

Info logs

Definition: An info log provides general information about the service (e.g. service start/stop, configuration assumptions, etc.)

Examples:"Users Smart Import started...", "Users Smart Import data returned."

 

The Result of the Smart Import on the Edit User screen

A Smart Import (by definition) is a SQL based import mechanism that is matching objects between a system (e.g. SAP) and Fewzion. In other words, Fewzion imports data from the Source system and displays it on its screens for the user.

The Users Smart Import affects user information that is displayed on the Edit User screen in Fewzion.

Info

Please note, the Edit User screen is available from the Roster and Manage/All Users screens.

 

The grayed out fields (e.g. First Name, Employee No, etc.) are not editable in Fewzion because their data is imported from the Source system.

Important notes

When you manually add a user in Fewzion, the user’s details will remain editable until the user’s data has been imported from the Source system.

The updated Occupation, WSR, Process is not displayed for the User until the effective date of the change.

Duplicate user accounts will cause access difficulties e.g. a user will not able to access Fewzion screens.

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