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 Leaves Smart Import provides an automatic and customizable object matching by the Integration screens for User Leave information from the Source system (e.g. SAP).
This guide introduces to administrators and HR employees how to manage the User Leaves Smart Import (e.g. mappings) easily in Fewzion.
Step-By-Step Guide
This guide provides instructions on:
Editing a User Leave Smart Import
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. Roster from SAP) to edit it
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 5:45 am). To change 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
You can 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 other system (e.g. SAP) as a user
The SQL Statement (the inquiry that extract data from the database)
Tip!
If you change the SQL Connections details, test it (by the Test Connection button) before click Save.Check the applied Lookups
Lookups match field values (e.g. Annual Leave) from the Source system (e.g. SAP) to the existing field values (e.g. Annual Leave) in Fewzion. The Lookup categories (e.g. Leave Types) are available via the Lookups tab.
The From column (manually entered) represents the Leave Types in the Source while the To column (drop-down list) represents Leave Types in Fewzion
Info
To learn more about how to manage Lookups, see the e.g. Lookups section.Check the applied Mappings
Mappings match fields (e.g. Personnel_No_SAP) from the Source system (e.g. SAP) to the existing fields (e.g. EmployeeNo) 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.
The tick in the Sync column shows that the Source field is included in the SQL Statement on the SQL tab.
Check the Logs
The integration logs is 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 and email messages to the configured users.
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. Annual Leave) from the Source system (e.g. SAP) to the existing field values (e.g. Annual Leave) in Fewzion.
Adding a Leave Type Lookup
In this exercise, we will add a Leave Type Lookup matching Source Leave Type "Study Leave Unpaid" to Fewzion Leave Type "Study Leave Unpaid"
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. Roster from SAP) to edit it
4. Click Lookups
5. Click Add on the Leave Types tab
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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 Leave Type
7. Enter the Source Leave Type name ("Study Leave Unpaid") and click on the empty row in the To column
8. Start typing the Fewzion Leave Type name ("Study Leave Unpaid") and the Leave Type name will appear
Alternatively, click on the drop-down list icon and select the Fewzion Leave Type from the list.
Info
If the Leave Type is not visible on the To column drop-down list, the Leave Type needs to be added to Fewzion. Please contact Support to add the Leave Type to Fewzion.9. Click Save
Editing a Leave Type Lookup
To change the Source Leave Type
In this exercise, we will change the Source Leave Type from Compassionate/Breavement to Compassionate / Bravement
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. Roster from SAP) to edit it
4. Click Lookups
5. Click on the Leave Type to be edited (e.g. Compassionate/Breavement)
6. Change the value to the requested value (e.g. Compassionate / Bravement) and click anywhere on the screen
7. Click Save
To change the Fewzion Leave Type
In this exercise, we will remove the lookup of the Fewzion Leave Type ("Compassionate/Breavement"). Hence, this Leave Type won’t be imported to Fewzion.
Info
When an imported user has this Leave Type ("Compassionate/Breavement") 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. Roster from SAP) to edit it
4. Click Lookups
5. Click on the Leave Type to be edited (e.g. Compassionate/Breavement)
6. 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.
7. Click Save
Logs
A log is a record of an event. We record different logs (such as 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 in Fewzion
- Unable to find a match for Source Leave Type
Info
Sometimes there is no Error Log but e.g. the updated Occupation is not displayed for the User. In this case the Occupation has not been effective until a certain date.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:
- Go to the All Users screen (Manage screen -> "List" button on the Users section) and tick "Show Inactive" so all users will be displayed
- Sort the list by Employee No
- Check the existing user accounts for Employee Number 16129
- 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 click 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
Info
If users have multiple accounts, these people will experience access difficulties when they log in. They will only see a blank screen.Unable to find a match for Source Leave Type
Example: "Study Leave Unpaid for John Doe (1057) was not found by either exact or close match."
Explanation: The Leave Type (Study Leave Unpaid) was not found in Fewzion by a lookup
Possible Cause 1: The Leave Type (Study Leave Unpaid) does not have a lookup that would match the Source Leave Type to the relevant Leave Type in Fewzion
Solution: Add a lookup for the Study Leave Unpaid Leave Type (see more information in the To add a new Leave Type Lookup section)
Possible Cause 2: The Leave Type (Study Leave Unpaid) does not exist in Fewzion, hence there is no option to select Study Leave Unpaid in the drop-down list of the To column
Solution: Create the Study Leave Unpaid Leave Type in Fewzion first and add a lookup for it (see more information in the Adding a Leave Type Lookup section)
Possible Cause 3: A lookup is exist but the Source Leave Type has a typo in its text so the lookup can’t match this Source Leave Type to the relevant Leave Type in Fewzion
Solution: Contact the HR of the Source system to get the correct name of the Leave Type, correct it in the Lookup table and ask them to check the name of the Leave Type 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 but the process can manage to work through on it
Example: "User Leave Unhandled Employees Leave Deleted Count: 0"
Debug logs
Definition: A debug log provides diagnostic information that is helpful to developers, system administrators, etc.
Example: "User Leave 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:"User Leave Smart Import started...", "User Leave Smart Import data returned."
The Result of the Smart Import on the Roster 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 User Leaves Smart Import affects user leave information that is displayed on the Edit User screen in Fewzion.
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Please note, the Edit User screen is available from the Roster and Manage/All Users screens.
the Source column shows the Source system where the data came from. Leave information cannot be edited or modified in this screen.
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 User Leaves Smart Import affects user leave 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 Source column in the Leave section shows the Source system where the data came from. Leave information cannot be edited or modified in this screen.
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