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Exchange employee data with Rexx and process rejections

The Rexx interface connects SwissSalary with the rexx systems HR platform in both directions: SwissSalary imports the employee data for which Rexx is the leading system through SmartPort, and exports the employee data for which SwissSalary owns the master data to Rexx. The data is transferred in encrypted form over the web. Set up the interface once, synchronize automatically or manually before the payroll run, and check rejected changes in the SmartPort history.

Prerequisites

  • The SwissSalary Plus license is active.
  • Your contact person at rexx systems has given you the access credentials: authorization, download URL, and, for the export, upload URL.
  • SmartPort is set up, because SwissSalary processes the imported Rexx data as SmartPort changes.

Which data is exchanged

Direction Content
Import from Rexx All SmartPort-enabled fields of the employee card for which Rexx is the leading system. Insurance and child data are excluded.
Export to Rexx Employee number, business email, business phone, business mobile phone, years of service, user name (business email or, if empty, private email), and the statistic assignments with group and comment.

Set up the Rexx interface

  1. Open Payroll Setup and choose Related > Rexx Interface Setup. If necessary, show the action first.
  2. In the General section, fill in the fields.
Field Description
Automatic Synchronization Creates a job queue entry that synchronizes the data periodically in the background.
Source Code Identifies the changes imported from Rexx. Enter any code with up to 10 characters, for example REXX. Mandatory field.
Allocation Group Filter Limits the synchronization to employees in the selected allocation groups.
Resignation Reason Filter Limits the synchronization to employees with the selected resignation reason.
Authorization Key Credentials for the Rexx web service, provided by Rexx. The value is shown masked. Mandatory field.
Last Synchronization Date Time Time of the last successful synchronization.
  1. In the Import section, enter the Download Url that SwissSalary uses to download the changes from Rexx. Mandatory field.
  2. In the Export section, enter the Upload Url that SwissSalary uses to send its own changes to Rexx. Without an Upload Url, no export takes place.
  3. If you want SwissSalary to apply the imported changes automatically, add the Source Code to the auto-acceptance filter in the SmartPort setup. Otherwise, accept the changes manually in SmartPort.

Synchronize

Automatically

Turn on Automatic Synchronization. SwissSalary creates a recurring job queue entry that runs every hour on all weekdays by default. If necessary, adjust the schedule through the Auto Sync Settings action.

Manually

On the Rexx Interface Setup page, choose the Sync Employees action, for example before the payroll run.

How a synchronization runs

  1. SwissSalary checks the setup. If Authorization Key, Source Code, or Download Url is missing, SwissSalary shows the affected fields and cancels the synchronization.
  2. SwissSalary downloads the changes from Rexx and creates them as SmartPort changes with the source code.
  3. Before the auto-acceptance, SwissSalary rejects changes that don't match the filters (see the next section). SmartPort accepts the remaining changes automatically according to the setup, or they stay open for manual review.
  4. SwissSalary sends to Rexx the changes of employees who were changed since Last Synchronization Date Time, match the filters, and haven't left the company.
  5. SwissSalary updates Last Synchronization Date Time.

Understand rejections

SwissSalary checks every imported change for existing employees:

  • SwissSalary always creates new employees; their changes aren't rejected.
  • A change is applied if, according to the current data or according to the change, the employee is within the Allocation Group Filter and hasn't left the company (employment end date empty or not before the work date).
  • A change is also applied if the employee matches the Resignation Reason Filter.
  • If none of these applies, SwissSalary rejects the change.
Hinweis

If the Resignation Reason Filter is empty, all employees meet the last condition. SwissSalary then doesn't reject any changes. Set the resignation reason filter if you want the allocation group filter and the exit check to take effect during the import.

Rejected changes don't remain as open changes: SwissSalary moves them to SmartPort History with the rejected status.

Process rejections

  1. Open SmartPort History.
  2. Filter by the source code of the Rexx interface and the rejected status.
  3. For each rejection, check the employee and the affected fields and values.
  4. Clarify the reason: allocation group outside the filter, employee has already left, or resignation reason outside the filter.
  5. If the change should still apply in SwissSalary, correct the cause (for example, the filters in the Rexx Interface Setup) and have the change triggered again in Rexx, or enter the value directly on the employee card.
Wichtig

A rejected change can't be accepted afterward. Filter adjustments only affect future synchronizations.

Reset the last synchronization

If you want SwissSalary to send the data of all employees within the filters to Rexx again during the next synchronization, for example after a setup change in Rexx:

  1. Open the Rexx Interface Setup.
  2. Choose the Reset Last Synchronization Date Time action.

SwissSalary clears the Last Synchronization Date Time field. The next synchronization exports the entire filtered data set.

For questions about rexx systems, contact your contact person at rexx systems directly. For questions about the setup in SwissSalary, SwissSalary Support can help.

Good to know

  • Starting the synchronization without Authorization Key, Source Code, or Download Url—it's canceled with a list of the missing fields.
  • Not adding the Source Code to the SmartPort auto-acceptance filter—the changes stay open until you accept them manually.
  • Leaving the Resignation Reason Filter empty and expecting the Allocation Group Filter to reject changes—without a resignation reason filter, SwissSalary doesn't reject any imported changes.
  • Wanting to accept a rejected change later—it remains permanently in SmartPort History, and Rexx must send it again.
  • Leaving the Upload Url empty and expecting an export—SwissSalary then only imports.
  • Choosing Reset Last Synchronization Date Time without informing Rexx—the next synchronization sends the entire filtered data set again.

See also