Manage your JobAdder Integration

Sending Data to Astute

The integration triggers when a Placement in JobAdder is marked as Approved and the ‘Export to Timesheets Invoicing’ checkbox is ticked. Once the Save button is clicked, the data will be queued to move through to Astute. 

You should see an option to tick an Approved box on your Placement screen in JobAdder. If you cannot see this, please contact JobAdder support to have this set up.

The Status update at the bottom of the Placement screen will advise that you have made a change to the Placement. This is a JobAdder status message. This status message will update to indicate when information has been sent to Astute. 

Unless there are errors that you need to resolve, you won’t need to do anything further in JobAdder.

Data will be queued and resent every time you save a Placement record. 

 

Status of Placements

If a Placement has successfully exported then all accounts for approvers or customer details and will be immediately activated or updated. 

New employees and placements can either appear in Users > Drafts for you to review and activate in Astute, or will be automatically activated once they are sent through from JobAdder, depending on how your integration has been configured. 

New placements for existing employees will be added to the employee profile as a new Job. 

New Employees	If your integration is configured to automatically activate new contractors and employees, they will appear in Users > Employees once the placement is successful. If your integration allows you to review draft profiles before activating manually, the contractor and their job details will appear in Astute under Users > Drafts if the placement is successfully imported. You can review the content of the new profile, select the Pay Cycle for the employee, then ‘Save and Activate’ their profile.
New Jobs	New jobs will import directly into an active status unless they are missing mandatory information. If mandatory information is missing, the import for the job will fail. You will need to amend the error in JobAdder so the data can be pushed through again.
Additional new draft jobs	Astute can only accept one draft job at a time. Any additional draft jobs will not import into Astute. A draft job needs to be marked as ‘Save and Activate’ before another draft can be pushed from JobAdder.

Managing Errors

Errors with the data in the record that JobAdder is sending to Astute will be flagged as an error message back in the Placement. The API Log report in Astute will record the ‘push’  and will identify success or errors here for each attempt.

Examples of errors include:

• invalid start date on a job; or
• an Approver is missing an email address.

If an error is identified, the record will not be exported.

API Log Report and User Updates Reports

The API Log Report can be accessed from Reports > Integrations > API Log. Using the search filters, set whether you are searching for successful imports or failures and your date range.

To check whether the integration is making changes in an Astute record, you can also refer to the Reports > System History > User Updates report. 

Fixing Errors

As the error is related to data set in JobAdder, you will need to rectify it in JobAdder.  Once this is done, resave the Placement and this will automatically resend to Astute. You don’t need to do anything in Astute.