Employees (Employees) Import Workflow

The Employees (Employees) import workflow lets you:

• Create new employee records in NetSuite first and then import them into OpenAir.

• Update employee records in NetSuite and use the NetSuite <> OpenAir integration to update the corresponding employee record in OpenAir.

Important:

NetSuite is the primary application for employee records. Changes made to employee records in OpenAir after the initial import are not exported back to NetSuite.

You can import department, class, location, and subsidiary information for employees from NetSuite into OpenAir as new hierarchies or map them to existing hierarchies in OpenAir. See Importing or Mapping NetSuite Classifications to OpenAir Hierarchies. See also the following workflow settings:

• Map NetSuite employee class to employee hierarchy

• Map NetSuite employee department to employee hierarchy

• Map NetSuite employee location to employee hierarchy

• Map NetSuite employee subsidiary to employee hierarchy

For information about workflow specific settings, see Employees (Employees) Import Workflow Settings.

For information about field mapping definitions for this workflow, see Employees (Employees) Import Field Mapping Definition.

Requirements and Downstream Dependencies

Matching employee records must exist in both NetSuite and OpenAir before you can export expense reports, timesheets, or use time and expenses in billing rules.

Supported Features

Workflow Settings	Filters	Advanced Mapping	Real-Time	OpenAir Within NetSuite	Monitored Fields

• Run the integration manually, use a scheduled integration run to create or update the OpenAir employee record after you create or update the employee record in NetSuite. See Running the Bulk Import and Export Integration on Demand and Scheduling the Integration to Run Automatically.

• Setup the real-time integration to create or update the OpenAir employee record when the Employee form is saved in NetSuite. See Configuring Real-Time Record Import from NetSuite into OpenAir.

• View and edit the OpenAir employee record from the NetSuite UI using the OpenAir Within NetSuite (NetSuite Single Sign-On Integration) feature. See Enabling Access to OpenAir From Within NetSuite.

Setting up the Employees (Employees) Import Workflow

The Employees (Employees) import workflow is enabled as standard. Use the following steps to set up the workflow.

To set up the Employees (Employees) import workflow in NetSuite

1. (Optional) To mark new employee records for export to OpenAir by default:

   1. In NetSuite, do one of the following:

      • Go to Setup > Company > General Preferences (Custom Preferences), if you are using the SuiteScript 1 versions of NetSuite OpenAir SRP Integration (Bundle ID 369637) bundle scripts.

      • Go to Customization > Lists, Records and Fields > Records > [View list forOpenAir: SRP Integration Settings] > [View OpenAir SRP Integration Settings Record] , if you are using the SuiteScript 2 versions of NetSuite OpenAir SRP Integration (Bundle ID 369637) bundle scripts.

   2. Check the Export Employees by Default box.

   After you enable this preference, the Export to OpenAir [custentity_oa_export_to_openair] box is checked by default when a user creates a new employee record. Users with the relevant permissions can clear the box on individual records if required.

To set up the Employees (Employees) import workflow in OpenAir

1. In OpenAir, go to Administration > NetSuite Connector > Mapping.

2. Click New workflow then Employees (Employees).

3. Click Employees (Employees) in the list of integration workflows.

4. Click Workflow settings to view and modify the settings specific to this workflow. For more information about the workflow settings, see Employees (Employees) Import Workflow Settings.

5. Modify the field mapping definition table for the Employees (Employees) import workflow as required. See Mapping OpenAir Fields and NetSuite Fields and Employees (Employees) Import Field Mapping Definition.

6. Click the switch next to the workflow name to activate or to deactivate the workflow.

   

7. Click Save.

8. (Optional) Add the Employees (Employees) import workflow to a workflow group and schedule it to run automatically. See Scheduling the Integration to Run Automatically.