HR Connect: People and Users

What we’ll cover:

• Getting started with People and Users
• API for People and Users

Applicable Roles:

• HR Connect Administrator

Before getting started:

Critical Primary Considerations

• Choose Yes in the Create Account field only for users who will be using the system. It is very important to select No for any users that do not need access as it will consume unnecessary resources and degrade performance.
• If there is a column in the People Bulk Load Template that is not required and you do not want to use it, you can now remove the column header to avoid uploading the blank data. 
• When an uploaded file contains a blank value, the corresponding value in Admin will be updated to be blank, provided the following conditions apply:
  • The field is not required
  • There is a column header in the file associated with the field
• When a new user account is created through the user interface, the user automatically receives an email notification, allowing them to complete the account set-up process. To test your API integration without repeatedly sending users account set-up notification emails, we have provided a flag: send_account_activation_emails. When testing your integration, it is important to set this flag to False to prevent email notifications from being sent. Once your integration is ready for production, set this flag to True so all newly created users will receive an email to complete the account set up process. Users must receive this email to finish the account set up process.
• Employee ID is required to create or update a person in HR Connect. This should be used as the unique identifier when synchronizing your user data with Cayuse. As you update your records, the Employee ID should remain the same

Secondary Considerations

• You can update the username for an existing user account linked to a Person profile by including their Employee ID and new username in the uploaded People Bulk Load Template.
• Columns in the People Bulk Load Template can be uploaded in any order. The file will automatically map the header to match the column during the upload process.
• Empty rows will be ignored in the People Bulk Load Template uploads. For example, if 100 rows are sent and line 68 has no data, then line 68 will be skipped and no error will occur.
• The Person Active field can only contain a value of Yes or No. Therefore, when the Active column header is in the CSV but is blank, the default value will be set to No. However, if this column is omitted altogether and if it's for a new person, the default value will be set to Yes. When the column is omitted while updating an existing person there will not be an update to existing records.
• The User Active field can only contain a value of Yes or No. Therefore, when the User Active column header is in the CSV but is blank, the default value will be set to No. If this column is omitted altogether and if it's for a new person, the default value will also be set to No. When the column is omitted while updating Existing Users there will be not be an update to existing records.
• When a username does not exist, but the Employee ID matches an existing record which is already linked to a user account, the Person profile is now updated with the user account’s new values.
• If there is an error creating a Person, and there is an associated User in the file that is also being created, due to the error the user will not be created. Once the Person error is resolved, that row of data can be re-uploaded so that the person and user can be created at the same time.
• If a Yes or No value for a boolean field appears in the People Bulk Load Template, for consistency purposes these values are mapped to True or False in the generated report file.
• Activation email updates:
  • If the current tenant does not have SSO enabled and the send_account_activation_emails = True, then the user will receive an account activation email.
  • If the current tenant does have SSO enabled then the contents of the send_account_activation_email field will be ignored and a notification will not be sent even if it is set to True.
• You can add a Person profile without creating a user account for the individual. Doing so will add the person’s appointment and contact information into the system, but won’t create an account for them if they do not need to log into the Cayuse apps. If you wish to create a user account for an individual when adding a new person or updating an existing person, set the Create Account field in the People Bulk Load Template to Yes. Please note that a user account must be created if you intend to assign roles to the individual.

Quick Reference Links:

• • Status of Upload Job
  • Download Job Report

Getting Started with People and Users

Within HR Connect, the term Persons represent individuals and their associated user accounts. The Persons API will load people and users into the Cayuse system. Person and user records are linked together and can be associated when the API is called to create new records.

API

Request:

Example Call to Upload the Template:

curl -H "Authorization: Bearer $AUTHORIZATION_TOKEN"
-X POST
-F "file=@$PATH_TO_CSV_FILE"
"https://$HOST/api/v2/administration/batch/upload/user?send_account_activation_emails=false"

Example:

{"jobId":"66c586ae-31cb-47a9-9155-bf76460a3bec"}

Status Endpoints:

“totalRowCount”
“errors”
“successes”
“completed”
“status”
“jobId”

User Account Scenario Clarifications