Employees (Employees) Import Field Mapping Definition
The Employees (Employees) import workflow includes one mapping group:
-
Employee [Integration point:
EMPLOYEE_TO_USER
] — See Employee Mapping Group.
Employee Mapping Group
Use the Employee mapping group to map information on employee records in OpenAir with information on employee records in NetSuite.
For reference information and best practice guidelines, review the following topics:
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References — Overview of record types in OpenAir and NetSuite with links to the relevant reference material for information about fields available for mapping.
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Default and Custom Filters — Overview of default filters and how to modify the default behavior, and custom filters. Custom filters are supported for this mapping group.
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Default Field Mappings — Overview of default field mapping definitions including notes and best practice guidelines where relevant. Information imported by default includes employee name, email, password, OpenAir role and currency. Filters are supported.
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Additional Field Mappings — There are no specific guidelines for custom field mapping definitions in this mapping group.
References
The following table gives reference information about the records and fields available for custom field mapping definition with links to the relevant reference material. See also Schema Reference Documentation.
NetSuite Record type [ |
OpenAir Record Type [ |
Mapping Group [ |
---|---|---|
Employee [ Schema: Employee (2020.1)|Employee (2023.1) XSD: |
Employee [ Data Dictionary: user |
Employee [ |
Default and Custom Filters
By default, employee records are imported from NetSuite into OpenAir if the following conditions are all met:
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The Inactive box is NOT checked on the employee record in NetSuite. You can modify this behavior — See Enable import of inactive employees.
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The Export to OpenAir [
custentity_oa_export_to_openair
] box is checked on the employee record in NetSuite. You can modify this behavior — See Disable Export to OpenAir filtering for employees in NetSuite integration.
Custom filters are supported for this mapping group. For more information about adding filter conditions, see Using Filters and Filter Definition.
Default Field Mappings
The following table describes the default field mapping definitions for the Employee mapping group tab.
NetSuite Field |
D |
OpenAir Field |
Notes |
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When you import a new employee record from NetSuite into OpenAir, OpenAir stores the internal ID of the NetSuite employee in the NetSuite Employee ID [ |
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Important:
The number of active employee records you can have in your OpenAir account at any one time. When creating or updating employee records in OpenAir, the Employees (Employees) import workflow clears the Active box if you have reached the limit of active employee records authorized for your account. To review the number of active employee records authorized for your OpenAir account, contact your OpenAir account manager. Limits are enforced to prevent you from creating or activating users in OpenAir if doing so would exceed the number of user licenses purchased for your account. When creating or updating employee records in OpenAir, the Employees (Employees) import workflow clears the Active box if no user licenses of the appropriate type are available. To review OpenAir licensing or purchase additional user licenses, contact your OpenAir account manager. For more information about OpenAir licensing and compliance, see Licenses. |
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[Initial Only] The user nickname is set when the Employees (Vendors) import workflow creates a new employee record in OpenAir. |
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— |
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Base currency for
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Multiple currency — If the Multicurrency feature is enabled for your OpenAir account, the Currency on the employee record in OpenAir is set to:
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Randomly generated string |
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Not visible on mapping definition table [Initial Only] By default, the Password is set to a randomly generated string. You can add a custom mapping row to override this default behavior. |
Default role in OpenAir |
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Not visible on mapping definition table [Initial Only] By default, the Role is set to the default OpenAir role. You can add a custom mapping row to override this default behavior. |
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Not visible on mapping definition table If the Enable tax export on expense reports box is checked on the Expense Reports (Expense Reports) export workflow settings form, the NetSuite Tax Nexus Type [ |
Features controlled by the following workflow settings add additional information associated with the employee when creating or updating a project using the Employees (Employees) import workflow. For more information, see the settings descriptions.
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Enable purchaser integration — Adds purchaser record associated with the employee
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Map NetSuite employee class to employee hierarchy — Can be used to import employee class information as a hierarchy node associated with the employee.
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Map NetSuite employee department to employee hierarchy — Can be used to import employee department information as a hierarchy node associated with the employee.
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Map NetSuite employee location to employee hierarchy — Can be used to import employee location information as a hierarchy node associated with the employee.
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Map NetSuite employee subsidiary to employee hierarchy — Can be used to import employee subsidiary information as a hierarchy node associated with the employee.
Additional Field Mappings
Review the following guidelines
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You should contact your OpenAir Professional Services representative if you need to make changes to your integration configuration and field mapping definitions.
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For advanced mapping usage and best practice guidelines, see Advanced Field Mapping Definition.
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Familiarize yourself with the NetSuite and OpenAir technical documentation before attempting to set field mapping definitions using the advanced notation — See Schema Reference Documentation.
Review the following guidelines:
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The Employees (Employees) import workflow cannot be used to associate an employee work schedule to the employee. Field mappings with OpenAir field
User.workschedule_id
will be ignored. -
If you are using custom field mapping definitions to set a Password for the employee in OpenAir, the Password is subject to the same minimum password policy requirements enforced when creating or changing a password using the OpenAir UI.