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:

References — Overview of record types in OpenAir and NetSuite with links to the relevant reference material for information about fields available for mapping.
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.
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.
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 [`SOAP object`]	OpenAir Record Type [`table`]	Mapping Group [`Integration point`]
Employee [`Employee`] Schema: Employee (2020.1)\|Employee (2023.1) XSD: `EmployeeSearchRowBasic` platformCommon (2020.1)\|platformCommon (2023.1)	Employee [`user`] Data Dictionary: user	Employee [`EMPLOYEE_TO_USER`]

NetSuite Record type [SOAP object]

OpenAir Record Type [table]

Mapping Group [Integration point]

Employee [Employee]

Schema: Employee (2020.1)|Employee (2023.1)

XSD: EmployeeSearchRowBasic platformCommon (2020.1)|platformCommon (2023.1)

Employee [user]

Data Dictionary: user

Employee [EMPLOYEE_TO_USER]

Default and Custom Filters

By default, employee records are imported from NetSuite into OpenAir if the following conditions are all met:

The Inactive box is NOT checked on the employee record in NetSuite. You can modify this behavior — See Enable import of inactive employees.
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	OpenAir Field	Notes
`Employee.internalId`	`User.netsuite_user_id__c`	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 [`netsuite_user_id`] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.
`="1"` [Initial Only] `NOT Employee.isInactive` (see notes)	`User.active`	[Initial Only] By default, the Active box is checked when the Employees (Employees) import workflow creates a new employee record in OpenAir. If the Inactive box is checked on the employee record in NetSuite, OpenAir NetSuite Connector does not import the employee into OpenAir — the record is excluded from the integration. If you clear the Inactive box on the NetSuite employee record, OpenAir NetSuite Connector will import the employee record in the next integration run, and create or update the corresponding employee record in OpenAir according to the field mapping definitions set for the workflow. Checking the Inactive box on the NetSuite employee record does not clear the Active box automatically on the OpenAir employee record. If you check the Inactive box on the NetSuite Employee record, clear the Active box manually on the demographic form for this employee in OpenAir. If the Enable import of inactive employees box is checked on the Employees (Employees) import workflow settings form, both active and inactive employees are imported into OpenAir. The Active box is checked or cleared accordingly whether the Employees (Employees) import workflow creates a new employee record or updates an existing employee record in OpenAir. Make sure you use filter conditions so that you only import the inactive records that you need. See Enable import of inactive employees. 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.
`Employee.entityID`	`User.nickname`	[Initial Only] The user nickname is set when the Employees (Vendors) import workflow creates a new employee record in OpenAir.
`Employee.email`	`User.email`	—
`Employee.lastName`	`User.last`	—
`Employee.firstName`	`User.first`	—
Base currency for Subsidiary associated with the employee (NetSuite OneWorld) NetSuite account (Otherwise)	`User.currency`	Multiple currency — If the Multicurrency feature is enabled for your OpenAir account, the Currency on the employee record in OpenAir is set to: The base currency of the subsidiary associated with the employee record in NetSuite if you use NetSuite OneWorld. The base currency of the NetSuite account, otherwise.
Randomly generated string	`User.password`	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	`User.role_id`	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.
`="USA"` `="Canada"` `="VAT"`	`User.netsuite_tax_nexus__c`	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 [`User.netsuite_tax_nexus__c`] is set on the employee record in OpenAir in function of the default shipping address on the NetSuite employee record. See Expense Reports (Expense Reports) Export Workflow and Enable tax export on expense reports.

NetSuite Field

Direction

OpenAir Field

Notes

Employee.internalId

User.netsuite_user_id__c

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 [netsuite_user_id] custom field. This custom field is used to link the OpenAir and NetSuite records for future updates and matching record associations.

="1" [Initial Only]
NOT Employee.isInactive (see notes)

User.active

[Initial Only] By default, the Active box is checked when the Employees (Employees) import workflow creates a new employee record in OpenAir. If the Inactive box is checked on the employee record in NetSuite, OpenAir NetSuite Connector does not import the employee into OpenAir — the record is excluded from the integration.
- If you clear the Inactive box on the NetSuite employee record, OpenAir NetSuite Connector will import the employee record in the next integration run, and create or update the corresponding employee record in OpenAir according to the field mapping definitions set for the workflow.
- Checking the Inactive box on the NetSuite employee record does not clear the Active box automatically on the OpenAir employee record. If you check the Inactive box on the NetSuite Employee record, clear the Active box manually on the demographic form for this employee in OpenAir.
If the Enable import of inactive employees box is checked on the Employees (Employees) import workflow settings form, both active and inactive employees are imported into OpenAir. The Active box is checked or cleared accordingly whether the Employees (Employees) import workflow creates a new employee record or updates an existing employee record in OpenAir. Make sure you use filter conditions so that you only import the inactive records that you need. See Enable import of inactive employees.

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.

Employee.entityID

User.nickname

[Initial Only] The user nickname is set when the Employees (Vendors) import workflow creates a new employee record in OpenAir.

Employee.email

User.email

—

Employee.lastName

User.last

—

Employee.firstName

User.first

—

Base currency for

Subsidiary associated with the employee (NetSuite OneWorld)
NetSuite account (Otherwise)

User.currency

Multiple currency — If the Multicurrency feature is enabled for your OpenAir account, the Currency on the employee record in OpenAir is set to:

The base currency of the subsidiary associated with the employee record in NetSuite if you use NetSuite OneWorld.
The base currency of the NetSuite account, otherwise.

Randomly generated string

User.password

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

User.role_id

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.

="USA"
="Canada"
="VAT"

User.netsuite_tax_nexus__c

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 [User.netsuite_tax_nexus__c] is set on the employee record in OpenAir in function of the default shipping address on the NetSuite employee record. See Expense Reports (Expense Reports) Export Workflow and Enable tax export on expense reports.

Note:

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.

Enable purchaser integration — Adds purchaser record associated with the employee
Map NetSuite employee class to employee hierarchy — Can be used to import employee class information as a hierarchy node associated with the employee.
Map NetSuite employee department to employee hierarchy — Can be used to import employee department information as a hierarchy node associated with the employee.
Map NetSuite employee location to employee hierarchy — Can be used to import employee location information as a hierarchy node associated with the employee.
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

Important:

Review the following guidelines

You should contact your OpenAir Professional Services representative if you need to make changes to your integration configuration and field mapping definitions.
For advanced mapping usage and best practice guidelines, see Advanced Field Mapping Definition.
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:

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.