MBA Employee Sync Documentation
The RSC SQL Automation Engine runs your employee sync to update ARCHIBUS from source data. This document is a summary of your employee sync and related automations.
Data Source
Source Type: Excel spreadsheet is dropped into the folder
Folder: on Grouper (172.200.0.17) D:\CAFM\AFMDATA\Download\EmployeeFile
File Name: emp_list
Restriction: All past employees are in the file. Employees are only imported if their Position Status does not equal “Terminated” and their file number, first name, and last name are not null
Date Appended? Yes – once the file has been processed the processed file gets appended with the date and left in the folder.
Note: Field order matters on this report. Please provide RSC with a copy of the new report before putting it in the folder if any changes are required as the sync will need to be updated first.
Scheduled: Daily 3:00am
Log emailed to: notify@rsc2lc.com
Employee Sync
Master Function: EMSYNC
Data Path: emp_list.xls -> rsc_emsource table -> rsc_emdown table -> em table
Note: data follows this path as it is formatted for the appropriate field. Before running the emsource and emdown tables are cleared of all previous data. All data from the source is first pulled into the emsource table.
Scheduled: Checks daily at 3:00am for source file, runs only if file is found.
Log emailed to: notify@rsc2lc.com
EMSOURCE |
EMDOWN |
EM |
Updated if changed in source? |
Field1 |
Division |
Dv_id |
Yes |
Field3 |
Department |
Dp_id |
Yes |
Field8 |
managerdown |
manager |
Yes |
Field5 |
jobtitledown |
title |
Yes |
Field6 |
Date_hire |
Date_hired |
Yes |
Field7 |
emstddown |
Em_std |
yes |
Field9 |
statusdown |
status |
yes |
Field10 |
emaildown |
Email, net_user_name |
yes |
Em_number* |
No |
||
Field12 |
firstname |
Name_first |
No |
Field13 |
Lastname |
Name_last |
No |
Field14 |
Phonedown |
Phone |
Yes |
Field15 |
Name_pref |
Name_pref |
Yes |
Field12,Field13 |
Fullname |
Name_full |
No |
Field13,Field12 Field 11 |
Combined Name |
Em_id |
No |
Update_type (will display “NEW” when new, and “MODIFIED” when modified) |
|||
Date_refresh (current date) |
|||
Em_seat_status (UNLOCATED on insert) |
*Field11 employee number is used for mapping managers to employees but is not brought into Archibus, a new number is generated.
New Hire Moves Created
When a new employee is added to the database (update_type = new) a new hire move is created for them.
Scheduled: part of the employee sync
Function: EM_TO_MO_NEW
Em |
Mo |
Updated if changed in source? |
Em_id |
Em_id |
No |
Date_hired |
Date_to_perform |
Yes |
Dv_id |
To_dv_id |
Yes |
Dp_id |
To_dp_id |
Yes |
Move_type |
New Hire |
User Records Created
When a new employee is added to the database (update_type = new) a user record is created for them.
Master Function: USERS_SYNC
Scheduled: Daily 3:30am
Log emailed to: notify@rsc2lc.com
Em |
Afm_users |
Updated if changed in source? |
Net_user_name |
User_name |
Yes* |
|
|
Yes |
User_level set to 0 |
Insert only |
|
User_pwd set to PASSWORD1 |
Insert only |
|
Role_name set to MBA USER |
Insert only |
|
Home_page set to navigator-details.axvw |
Insert only |
|
Group_1 (spaceview security group) set to TYPGRP |
Insert only |
|
Sync_status set to 1 (update) |
Insert only |
Note on “Insert Only” – these fields are populated when the record is created. If they are changed the automation does not update them back.
*If the employee’s email changes, this will update their net_user_name and email for their login as well. There is an email notification configured to notify MBA ARCHIBUS admins Cory and Travis when this occurs so they can determine if the user needs to be notified of their new login.
Employee Deletion
Deletion criteria: employee is no longer in sync file with a first name, last name, file number, or position status is “terminated” – this is referred to as “not found in source file”.
Manual Employees: Sync ignores all employees who have a sync mode of “no update”.
Deletion action:
- Not in source first time sync runs: update type set to “delete”
- Not in source second time sync runs: update type set to “deleted”
- Not in source third time sync runs: employee is archived to the hem (historical employee) table and removed from the employee table.
Notification or approval for deletion: None
Leaving Moves Created
When a new employee is added to the database (update_type = new) a leaving move is created for them.
Scheduled: part of the employee sync
Function: EM_TO_MO_LEAVE
Em |
Mo |
Updated if changed in source? |
Em_id |
Em_id |
No |
Date_hired |
Date_to_perform |
Yes |
Move_type |
Leaving |
Craftsperson Email Updates
An em_id field has been added to the craftsperson table (and define craftsperson web central view) to link the craftsperson to the employee. An automation runs to update the craftsperson email to match the employee email if the employee email ever changes.
Scheduled: Daily 5am
SQL Automation Name: CRAFTS_LINK
Custom Field: rsc-ab-cf-edit.axvw
Division/department Updates
New Division/Department: If a division or department in the employee source (field 1 and field 3) is new it will be inserted into the dv and dp tables.
- Approval required for insertion: no
Updated Division/Department Name: If the name of a division of a department changes (field 2 and field 4) it will be updated in the dv and dp tables.
- Approval required for update: no
Employee Standard Updates
New Employee Standard: If an employee standard the employee source (field 7) is new it will be inserted into the emstd table.
- Approval required for insertion: no
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