Users (grid)

Summary

To access the Users grid in ECM, go to Users > Users.

Users grid

By default, the grid shows all users for all sites in the concept, active or disabled.
- Users can opt to select a single site to view.
Columns:
- Full Name can be sorted in ascending or descending order.
- Columns with the filter icon can be filtered to create a subset of records.

Item	Description
Site	Select a site
Add User	Add a new user (See: Add/Edit Users)
Save Changes Cancel Changes	Save changes made to Users Cancel changes made to Users
Search	Search by name by entering one or more letters from the Full Name
Import Export	Import a pre-populated employee file Export the employee file to edit, then import again See Import/Export Employee File below
Deploy User(s)	Select records to be deployed then click Deploy User(s)
Edit (pencil) icon	Click to edit record
Full Name	User's full name (first name prints on receipt)
Nickname	User's nickname (appears on POS device; prints on kitchen chit)
Site Name	Name of site(s) user is associated with
Key Code	User's assigned key code to log in (If using mag card, this is the last four digits of the card); cannot be edited on grid Key code is required for user at each site in order to deploy users
External code 1	External code is an identifier field used by external systems; accepts integers only
External code 2	External Code 2 is a string field (accepts alpha and numeric characters); can hold identifiers up to 255 characters (system does not check for uniqueness; leading/trailing and spaces within code value allowed)
External ID	External ID (integer) is auto-generated when a user is created
Disabled	Records that have been disabled are checkmarked
Deploy	Select individual records to deploy or click top Deploy box to select all
Deploy User(s)	After selecting records to be deployed, click Deploy User(s) to execute deployment

Import/Export Employee File

Employee information can be added or modified using an employee file in CSV format instead of adding/modifying employee records individually through the User configuration interface.

The system will automatically check for updated employee data every 15 minutes.

Import: The CSV file can be imported to upload new or modified employee data for any number of employees. Publish after importing.
Export: The data can also be exported to a CSV file, modified, saved and then imported to update the employee records.
- NEW FILE
  - If no employee records exist, a blank CSV template file is downloaded for user to complete
  - Default values are pre-populated
  - New employee record: If creating a new employee record, leave User External ID blank. This value will be auto-populated.
  - Required fields for completion:
    Full Name
    Nickname
    Job External ID and Rate
    Account ID (pre-populated)
  - Site External ID: Key Code - If there is more than one, separate each with a comma
  - Job External ID: Rates - if there is more than one, separate each with a comma
- EXISTING FILE
  - If records exist, a CSV file of the existing user data as shown on the Users page is downloaded.
    - Filtered download: Admin can search and filter to create a subset of records before exporting the file; only the subset will be exported to a file to be edited.
      Example: User records filtered
      
      CSV file exported per filtered search
    - Edit the information on the file, save, then click Import
    - Click Import on the import window. Progress will display as file is imported to ECM.
    - Errors - If one or more errors occur, the file will not be uploaded. Error messages will note the error and row where the error occurred.
      - Click Close to close the window, correct the errors in the file then click Import on the Users page again. When the import window opens, click Import.
      - Verify publishing status of imported file on the Publishing page

Reprocess payroll data

If the site has the Schedule Jobs and Rates feature enabled, the following applies:

When changes are made to pay rates or effective dates, the payroll data is reprocessed and the changes are applied according to the date specified. The data service will reprocess all time records from the first 7-day pay period that includes the effective date and all pay periods going forward for the user's job.

After changes are made, payroll reprocessing is triggered by any of the following:

Save changes in ECM
Import UltiPro CSV file
ECM API update

Deploy users

After adding new users or editing existing users, deploy the changes to the site.

In the Deploy column, select the user(s) to be deployed.
- Check the Deploy box at the top of the column to select all users.
Click Deploy User(s).
- A pop-up will display. Enter a comment, then click Publish to deploy or Cancel to cancel deployment.

User deploys are executed at the same time as site deploys but in a separate queue for faster processing.

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