Corporate customers can automatically update master data at regular intervals (daily, weekly, monthly) via a CSV interface. Data is exchanged via a secure sFTP connection provided by Atlatos. The CSV file can be used to control the sending of login credentials when creating a new employee, as well as the deactivation or deletion of individual employees. The structure of the CSV file is shown in the template “EinrichtungAtlatoscsvImport_jan2019.” File format: ISO-8859-1, comma-separated or semicolon-separated.
As a general rule, each data record is compared with the data stored in Atlatos. If the cost center in the imported CSV file differs from the cost center listed in Atlatos Profi Traveller, it will be updated. The customer’s CSV file is therefore the master system.
Manual changes made by travelers are overwritten if the corresponding field is populated in the CSV file.
Please also note the file structure in the attached CSV file.
| No. | Field Name | Description | Selection Options | Required | Length |
| 1 | Indicator | Defines whether the employee is deleted, inactive, or active | M: active employee, access data sent on creation or branch change N: active employee, no access data sent Z: active employee, access data sent (also without new creation) I: inactive employee P: passive employee (can be booked but cannot log in) L: employee will be deleted IL=dd.MM.yyyy: employee set to inactive and deleted on given date S: profile synchronization with travel agency without applying profile changes | Yes | 13 |
| 2 | Username | Unique ID of the employee (Primary Key in Atlatos). Recommended: email or personnel number. Personnel number is preferred if stable (no change required in case of name changes). Required for login if no SSO is used | Company-specific value Allowed characters: letters, numbers, _ - @ + ! # ~ Note: usernames must not contain spaces (otherwise URL prefill will not work) Username change format: "new_username;old_username" (comma if CSV uses semicolon separator) | Yes | 100 |
| 3 | Salutation | Traveler’s salutation | "Mrs" or "Mr" "NONE-Mr": no salutation, fallback "Mr" "NONE-Ms": no salutation, fallback "Mrs" "NONE": fallback "Mrs" Empty value on creation: defaults to "Mrs" | Yes | 4 |
| 4 | Title | Traveler’s title | e.g. Dr., Prof. (optional) | No | 75 |
| 5 | First Name | First name(s) of the traveler | Text field | Yes | 255 |
| 6 | Last Name | Last name of the traveler | Text field | Yes | 255 |
| 7 | Branch | Company entity of the traveler (also used for billing address). Must already exist in Atlatos. Unknown values will be ignored | Company-specific value | Yes | 255 |
| 8 | Department | Department of the traveler | Company-specific value | Yes | 255 |
| 9 | Phone | Traveler’s phone number | With country code, e.g. +49… (if missing, +49 is used automatically) | No (but required during booking) | 100 |
| 10 | Mobile | Traveler’s mobile number | With country code, e.g. +49… (if missing, +49 is used automatically) | No | 30 |
| 11 | Traveler’s email adress | Format: xxxx@xxxx.xx | Yes | 75 | |
| 12 | Fax | Traveler’s fax number | With country code | No | 30 |
| 13 | Cost Center | Cost center or alternative company-specific field | Company-specific value | No | 30 |
| 14 | Date of Birth | Traveler’s date of birth | dd.MM.yyyy | No | 14 |
| 15 | BahnCard Type | BahnCard type | Format: BC[Card] [Class][Discount] Examples: BCB225 (Business, 2nd class, 25%) BC1100 (Private, 1st class, 100%) | No | 6 |
| 16 | BahnCard Number | BahnCard number | 16-digit number | No | 16 |
| 17 | BahnCard Validity | Validity date of BahnCard | dd.MM.yyyy | No | 2/10/10 |
| 18 | Frequent Flyer Number | Frequent flyer number (airline code + number) | Format: CODE-NUMBER; multiple separated by ; Example: 100-123412341234 | No | 9 |
| 19 | Personnel Number | Personnel number or company-specific field | Company-specific value | No | 75 |
| 20 | Internal Account | Internal account or company-specific field | Company-specific value | No | 75 |
| 21 | Project Number | Project number or company-specific field | Company-specific value | No | 75 |
| 22 | Order Number | Order number or company-specific field | Company-specific value | No | 75 |
| 23 | Action Number | Action number or company-specific field | Company-specific value | No | 75 |
| 24 | Train Compartment | Preferred train compartment | cmp = compartment wgn = open coach tbl = seat with table | No | Default |
| 25 | Train Set | Preferred seat | win = window ail = aisle | No | Default |
| 26 | Flight Meal | Currently not used | - | No | Default |
| 27 | Flight Seat | Preferred seat | win = window ail = aisle | No | Default |
| 28 | Preferred Car Rental Provider | Currently not used | - | No | - |
| 29 | Non-Smoking Hotel | Non-smoking room preference | false = smoking true = non-smoking | No | Default |
| 30 | ID Number | Traveler’s ID card number | Alphanumeric | No | 255 |
| 31 | ID Validity | Validity of ID card | dd.MM.yyyy | No | - |
| 32 | ID Date of Birth | Date of Birth (ID) | dd.MM.yyyy | No | - |
| 33 | BIC | Bank Identifier Code | Alphanumeric | No | 11 |
| 34 | IBAN | IBAN | Alphanumeric | No | 34 |
| 35 | EC Card Validity (Year) | Year of EC card validity | yyyy | No | 2/10/10 |
| 36 | Credit Card Validity | Credit card validity (month/year) | mm.yyyy | No | 2/10/10 |
| 37 | Credit Card Number | Credit Card provider and number | Format: PROVIDER-NUMBER Codes: 10 = American Express 11 = Visa 12 = Mastercard 14 = Diners Club 26 = AirPlus | No | 64 |
| 38 | Travel Policy | Travel policy name (must match exactly in Atlatos) | Company-specific value | No | - |
| 39 | Language | Traveler's language | 2-letter code: de, en, es, fr, it | No | 5 |
| 40 | Password | Disabled (SSO only) | - | No | 255 |
| 41 | YNodeID/Faces ID | Assigned via travel agency profile sync | - | No | 11 |
| 42 | User Role | User role (default;traveler if not set) | Company-specific roles | No | 255 |
| 43 | PLACEHOLDER_4 | Currently not used | - | No | - |
| 44 | Permissions | Booking, approval and reporting permissions | Format: MODE_USERNAME(LEVEL) Modes: ra = travel request approval rka = expense approval book = booking rights report = reporting rights Optional: LEVEL (approval level), v = deputy REMOVE: delete all permissions for user/mode Multiple entries separated by ; or , | No | Default |
| 45 | Street | Street Adress | - | No | |
| 46 | Postal Code | ZIP/postal Code | - | No | |
| 47 | City | City | - | No |
You can find the flyer for this offer in the attachment below.
Frequently Asked Questions About Master Data Import:
1. Is it better to always deliver only the records with changes, or all employee records?
For Atlatos, it makes no difference whether only the changes or all records are delivered. In many cases, it is easier for the company to provide all records. If a user is sent with the “L” flag (for deletion) over several days, this record is deleted during the first data delivery, and during the second data delivery, this deletion request is not executed because the record no longer exists and is listed accordingly in the error report. Even if individual records can no longer be processed (for example, because deletion has already taken place), the remaining records are processed in full.
2. As a business, we only want to submit the required fields. Is a file containing only the required fields sufficient?
No. The import file must include all required columns, and the information for the required fields must be entered in the corresponding columns. All other fields may be left blank. A file with fewer columns cannot be processed.
3. What username do you recommend?
At Atlatos, we don’t have any specific requirements for usernames, other than that each one must be unique for each employee. For the master data import, we do not recommend using the email address or first and last name, as the username would have to be changed every time an employee gets married or divorced. In this case, the employee would need to receive new login credentials, or the username would have to be changed via the interface (see Question 5).
If a single sign-on procedure is desired, when choosing a username, ensure that this value also exists on the selected authentication server, such as ADFS.
If single sign-on is not used, it is recommended to use a username that the employee knows personally.
If the email address is used instead, the function for changing the username should be used during the master data import.
4. What should be noted regarding the “Branch” data field?
In the “Branch” field, enter the company name as it appears in Atlatos. Example: Mustermann KG or Mustermann Subsidiary 1 GmbH & Co KG. It is currently not possible to enter company-specific IDs.
5. How can a username be changed?
When changing a username, the new and old usernames must be entered in the second column under “Username” in the following format:
Format for a comma-separated file:
<new username>;<old username>
Format for a semicolon-separated file:
<new username>,<old username>
6. What happens if fields are left blank? Will manually entered data be deleted?
If data fields are not filled in during the import, they will NOT be overwritten. For example, frequent flyer numbers can be entered by the traveler themselves and will not be overwritten during the import. If the traveler manually changes the cost center and this change is included in the import, the traveler’s manual change will be overwritten.
7. Can an error report be generated for the daily import?
Yes, an error report can be sent via email to the designated recipients. These recipients are specified in Atlatos when setting up the master data import. The error report lists the reasons why a record cannot be created (e.g., missing email address). If individual records are not processed due to missing data, all subsequent correct records are still imported.
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