Integration: HR Data Interface

The HR Data Interface allows you to automatically import employee data from external HR systems into the eTASK portal. The data is typically provided as a CSV or text file on a file server and imported regularly via a scheduled task. Alternatively, HR data can also be retrieved via LDAP, Microsoft Entra ID (Azure AD), or custom REST connections. The imported data is transferred to the portal’s internal “Personnel List” table.

Requirements

Administrator rights in the eTASK portal
Data source – CSV/text file in a file location accessible to the eTASK server, LDAP directory, or Azure AD connection
Field mapping between the columns of the import file and the eTASK personnel fields must be defined
A timer job must be active on the server (for automated import)
Optional: Personnel data import plugin (customer-specific)

Step 1: Configure import columns (IF_SPALTE_T)

Path to the starting point: Control Panel → Portal Options → Interfaces → Interface Configuration → Personnel Data Import → Configuration IF_COLUMN_T

This table determines which columns from the import file are transferred to the personnel list. Each column can be individually enabled or disabled for the import. Additionally, for each column, you can specify whether new records should be created (Insert) and whether existing records should be updated (Update).

Typical Import Columns

Column Name	Data Type	Description
LAST_NAME	varchar(50)	Employee's last name
FIRST NAME	varchar(50)	Employee's first name
TITLE	varchar(50)	Title (e.g., Mr., Ms.)
EMAIL	varchar(96)	Employee's email address
PHONE	varchar(50)	Landline number
FAX	varchar(50)	Fax number
MOBILE_PHONE	varchar(50)	Mobile number
DEPARTMENT	varchar(40)	Department name (as free text)
COMPANY_ID	int	Assignment to the company (reference table)
COST_CENTER	varchar(10)	Employee's cost center
USERNAME	varchar(50)	Username for portal login
FUNCTION	varchar(50)	Function/Job Title
START_DATE	datetime	Start Date
LEAVING_DATE	datetime	Exit date
INACTIVE	bit	Employee active (0) or inactive (1)

Important: This form may only be maintained by an administrator, as dependencies and references to database structures must exist for a successful data import.

Step 2: Check import tables

Path to the starting point: Control Panel → Portal Options → Interfaces → Interface Configuration → Personnel Data Import → Import Tables

The import tables are the staging tables (prefix IF_) into which the raw data from the data source is initially loaded. From there, they are transferred to the actual eTASK tables via stored procedures. The following import tables are available:

Import Table	Database Table	Description
Ps Personnel	IF_PS_PERSONAL_T	Central table for importing personnel data into the personnel list. Which columns are imported is configured in IF_SPALTE_T.
Department	IF_FL_DEPARTMENT_T	Import of departments into the reference table "Departments". The code and description are imported.
Fl Company	IF_FL_COMPANY_T	Import of an employee's company into the reference table "Companies". The code and name are imported.
Fl Cost Center	IF_FL_COST_CENTER_T	Import cost centers into the reference table "Cost Centers". The code and description are imported.
Fl Room	IF_FL_ROOM_T	Update of room IDs via codes for assigning employees to rooms. No new rooms are created.
Ps Room Assignment	IF_PS_ROOM_ASSIGNMENT_T	Updating an employee’s room assignment based on room codes from the external system. Optional.
Ps Function	IF_PS_FUNCTION_T	Intermediate table for the employee's function/job title.
Ps Personnel Type	IF_PS_PERSONALTYP_T	Intermediate table for the employee's personnel type.

Step 3: Check the import log (IF_LOG_T)

Path to the starting point: System Settings → Portal Options → Interfaces → Interface Configuration → Personnel Data Import → Import Log IF_LOG_T

This table is used to evaluate and monitor the personnel data import. During each import run, the changes made are written to the import log. This allows you to determine:

Whether all records were imported without errors
Which records were created, updated, or deleted
Which records need to be deleted because they no longer exist in the external system

Note: Settings regarding whether data should be imported, updated, or deleted are controlled per table via the system parameters (IF_IMPORT_* parameters) in the system configuration.

Step 4: Set up an automated import task

Path to the starting point: System Control → Portal Options → Interfaces → Automated Import Tasks

The HR data import is executed on a schedule via an automated import task. Proceed as follows:

Create a new import task or select an existing one.
Select the appropriate HR data import plugin (e.g., plugin 5166 for file-based import or plugin 5255 for Azure AD).
Ensure that the timer job is active.
Use the "Run Manually" button to perform a test run.
Check the result in the personnel list and in the import log (IF_LOG_T).

Note: Depending on the configuration, imported individuals may be automatically created as users in the portal. Determine in advance whether the personnel data import should also trigger user creation.

Step 5: Personnel Data Import Log

Path to the starting point: System Control → Portal Options → Interfaces → Interface Configuration → Personnel Data Import → Personnel Data Import Log

This report provides a log for the nightly personnel data import. Any discrepancies are recorded and displayed in the context of the corresponding table. Use this log to regularly check the import results.

Data Source Variants

The HR data interface supports various data sources. Depending on the plugin and customer requirements, different mechanisms are used:

Data Source	Plugin Example	Description
CSV/Text File	Plugin 5166	The most common option. Personnel data is made available as a structured file (CSV, TXT) on a file server. The timer job reads the file and populates the staging tables. The FTP parameters (FTPUSER, FTPPASSWORD, FTPSSLENABLED) are used for file access.
LDAP / Active Directory	Plugin 5030, 5160	Personnel data is retrieved directly from an LDAP directory service. LDAP configuration is performed under Interface Configuration → LDAP.
Microsoft Entra ID (Azure AD)	Plugin 5255	Personnel data is retrieved from Microsoft 365 / Azure via the Microsoft Graph API. Configuration is performed via the Azure AD plugin.
REST API (custom)	Plugin 5171	Personnel data is retrieved via a REST API from a third-party system (e.g., Fraunhofer miri API). Customized for each customer.

System parameters

Path to the starting point: Control Panel → Portal Options → Configuration Parameters

The following system parameters control the behavior of the personnel data interface. For each import table, they specify whether records should be inserted (Insert), updated (Update), or deleted (Delete).

Import Control: Personnel

Parameter	Description	Default
IF_IMPORT_PS_PERSONAL_SP_INSERT	Insert new personnel records from the external system into the personnel list.	1
IF_IMPORT_PS_PERSONAL_SP_UPDATE	Update existing HR records with data from the external system.	1
IF_IMPORT_PS_PERSONAL_SP_DELETE	Delete (1) or retain (0) HR records in the portal that no longer exist in the external system.	0

Import Control: Departments

Parameter	Description	Default
IF_IMPORT_FL_DEPARTMENT_SP_INSERT	Insert new departments from the external system.	1
IF_IMPORT_FL_DEPARTMENT_SP_UPDATE	Update existing departments.	1
IF_IMPORT_FL_DEPARTMENT_SP_DELETE	Delete (1) or retain (0) departments that no longer exist in the portal.	0

Import Control: Companies

Parameter	Description	Default value
IF_IMPORT_FL_COMPANY_SP_INSERT	Insert new companies from the external system.	1
IF_IMPORT_FL_FIRMA_SP_UPDATE	Update existing companies.	1
IF_IMPORT_FL_FIRMA_SP_DELETE	Delete (1) or retain (0) companies that no longer exist in the portal.	0

Import Control: Cost Centers

Parameter	Description	Default value
IF_IMPORT_FL_COST_CENTER_SP_INSERT	Insert new cost centers from the external system.	1
IF_IMPORT_FL_COST_CENTER_SP_UPDATE	Update existing cost centers.	1
IF_IMPORT_FL_COST_CENTER_SP_DELETE	Delete (1) or retain (0) cost centers that no longer exist in the portal.	0

Import Control: Room Assignments

Parameter	Description	Default value
IF_IMPORT_PS_ROOM_ASSIGNMENT_SP_INSERT	Insert new room assignments from the external system.	1
IF_IMPORT_PS_ROOM_ASSIGNMENT_SP_UPDATE	Update existing room assignments.	1
IF_IMPORT_PS_ROOM_ASSIGNMENT_SP_DELETE	Delete (1) or retain (0) room assignments that no longer exist.	0

Import Control: Communication Data

Parameter	Description	Default value
IF_IMPORT_PS_COMMUNICATION_SP_INSERT	Insert new communication data from the external system.	1
IF_IMPORT_PS_COMMUNICATION_SP_UPDATE	Update existing communication data.	1
IF_IMPORT_PS_COMMUNICATION_SP_DELETE	Delete communication data that no longer exists (currently not used).	0

Import Control: Rooms

Parameter	Description	Default value
IF_IMPORT_FL_ROOM_SP_INSERT	Insert rooms (currently not used).	1
IF_IMPORT_FL_ROOM_SP_UPDATE	Update rooms (currently not used).	1
IF_IMPORT_FL_ROOM_SP_DELETE	Delete rooms (currently not used).	0

FTP parameters (for file-based import)

Parameter	Description	Default
FTPUSER	Username for FTP authentication when accessing the exchange server.	(empty)
FTPPASSWORD	Password for FTP authentication when accessing the exchange server.	(empty)
FTPSSLENABLED	Secure the FTP connection via SSL/TLS. If set to `1` , an encrypted FTP connection is used.	0

Integration: Personnel data interface

Administration