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Requirements for People Data

Eptura Knowledge Center

Requirements for People Data

General Information


Description - A list of all staff and contractors who are located at a property.

Common Data Sources - This is usually an extract from an HR system such as SAP, Peoplesoft, Oracle, or Workday.

Recommended Refresh Frequency – The people data can be updated daily.

Custom Fields - If you have any custom fields to be included, then inform your SpaceIQ Onboarding Manager as custom fields must be configured in Serraview prior to import.

Custom fields that are not part of the original scope of work for the implementation, will be considered a modification that will incur an additional cost. Any modifications will require a change request to be created.

File Updates – Data files can be used to update, add, or automatically archive existing people. All file updates must be full files, no deltas.

If any people are missing in the new import file, then Serraview will automatically archive them.

For more information on how to manage archive candidates, refer to the People Directory and Archive Candidates.

People Import


The People Import requires the following:

  • Each row must represent a single person.

Identify a Person

The import uses the following columns to identify a person and you must include either all columns or one of the columns in the import.

  • EmployeeNo
  • Email
  • LogonName

EmployeeNo

The EmployeeNo can only be changed using the Person import. If you have an import that is:

  • Manual - then change the EmployeeNo using the Person import.
  • Automated - the EmployeeNo must be changed in the source data e.g. HR system such as SAP, Peoplesoft, Oracle, or Workday.

SSO

If your organization is using SSO (Single Sign On) then it is important that you include the column that matches the Logon Identifier that is set in Serraview's Configuration module.

For more information on how to set the Logon Identifier, refer to Configure Default User Role and the Logon Identifier.

Identify a Cost Center

The import uses the Cost Centre column as the identifier which is linked to the org unit hierarchy. If no match is found, then the person's org unit will display as unknown.

For more information on how to correct a person with an unknown org unit, refer to the People Directory.

Data Dictionary


The table below lists the columns and the required columns and values are shown in blue text.

Column Name

Description

Data Type

Max Length

Column Required

Value Required

Unique in this file

Employee ID

Unique identifier of the employee.

Text

50

Yes

Yes

Yes

Email

Work email address

Text

200

Yes

Yes

Yes

LogonName

System Logon for Windows or Mac (Useful for linking to other systems. Required for SVLive)

Text

50

Yes

Yes

Yes

First Name

First name of the employee.

Text

50

Yes

Yes

No

Last Name

Last name of the employee.

Text

50

Yes

Yes

No

Org Unit

Org Unit of the employee and this must match the Org Unit Name data.

SpaceIQ recommends you populate the Org Unit value. For more information, refer to People and Org Unit Data Relationship.

Text 20 Yes No No

Cost Centre

Cost center of the employee and this must match the Cost Centre Name data.

Note the spelling of the column header uses English (UK). 

Text

20

Yes

No

No

Team Name

The project team a person may belong to in addition to their org unit.
The max length to display in the team name in the VBS is 50.

Text

100

No

No

No

Phone Number

Work phone number

Text

60

No

No

No

Phone Ext

Work phone number's extension number.

Text

60

No

No

No

Mobile Number

Work cell number or mobile phone number.

Text

60

No

No

No

Manager Employee Number

Employee ID of the person's manager.

Text

50

No

No

No

Job Title

Person's job title.

Text

100

No

No

No

Employee Type

Personnel classification such as employee or contractor.

Lookup

200

No

No

No

Mailing Code

Person's work address for receiving mail.

Text

50

No

No

No

Image Url

System Administrators can provide a link to each employee's photograph by setting the URL to the photo (e.g. https://mycompany.com/johnsmith.jpg) the Image URL field.

Refer to Add Photography for Employees and Spaces.

Text   No No Yes
Opt out of Serraview Live

System Administrators can opt-out employees from Serraview Live.

You can use either:

  • Yes/No
  • True/False
  • 1/0 or Blank (false)
Boolean N/A No No No
Opt-out of Engage

System Administrators can opt-out employees from Engage's search.

You can use either:

  • Yes/No
  • True/False
  • 1/0 or Blank (false)

Refer to Opt-out an Employee from Engage's Search.

Boolean N/A No No No
Chat URL

This is the URL used to open the client's messaging service.

For example:

The Microsoft chat URL is in the following format and the email_address is the employee's email address.

https://teams.microsoft.com/l/chat/0/0?users=email_address&topicname=Chat

 

Text   No No Yes
Chat Type

Either:

  • Teams
  • Slack

Refer to Set up the Chat Integration.

Lookup   No No No
Archive if not in import

This will archive the person if they are not in the import.

You can use either:

  • Yes/No
  • True/False
  • 1/0 or Blank (false)
Boolean N/A No No No
 

Any custom fields?