AFAS and Treams: strong together

Explanation: Integrating AFAS with Treams

Do you want to integrate your AFAS environment with Treams? Then you've come to the right place!

1. Conditions for getting started

Setting up an AFAS connector is subject to the following terms and conditions:

• Working completely in the cloud
• One-time data entry
• Innovations in the software are constantly being added
• Working via an app or the web
• Dutch software parties; the data is in the Netherlands according to Dutch law
• Daily backup

In addition, there are some prerequisites for the data in AFAS to interface with Treams:

• Each employee must have a first name and last name
• Each employee must have a valid and unique email address
• Each employee must have a unique employee number which never changes
• Each employee is a member of up to 1 organizational unit. When an employee is part of multiple units, the first found unit is assigned in Treams
• Access rights are designated based on organizational unit as indicated in the organizational chart. For 1-to-1 permissions, follow the explanation in point 7.

2. Importing GetConnectors.

Treams retrieves the required data from AFAS by means of GetConnectors. These are files that the AFAS environment automatically reads and makes available to Treams in a standard format.

Importing GetConnectors into AFAS is a fairly straightforward process:

1. Download the GetConnectors templates from Treams. This is a ZIP file containing all the necessary files.
   
2. Extract the ZIP file into a folder on your computer.
   
3. Open the AFAS environment and navigate to General / Output / Management / GetConnector
   
4. Click 'Import' to import the GetConnectors into AFAS.
   
   1. Only the GetConnectors 'treams_departments' & 'treams_employees' are required.
   2. The GetConnectors 'treams_job_titles' & 'treams_job_positions' are optional. These files allow us to connect the job title and positions per employee.
   3. The GetConnector 'treams_managers' is only needed if manager permissions based on departments need to be synchronized.
5. Verify that the GetConnectors are successfully configured. Read in the manual from AFAS How to do this.
   
   1. The GetConnectors are set up for a standard AFAS environment. It is possible that there are fields in your environment that are not reflected in this structure. For example, an e-mail address may be retrieved from another field than expected by the GetConnector.
   2. In the above case, the GetConnector can be modified. Be sure to always reapply the modifications in the same structure.
6. Example: When adding a new field to the GetConnector, fields by default have a name such as 'Email address', Treams' link expects the field 'email' (case sensitive). So make sure the name of your added/modified column matches the column name that Treams expects. 3. The default filters in the GetConnector may need to be adjusted because too much, too little or the wrong data is being retrieved. For example, filtering based on operating company or employer, employee type (to exclude externals, freelancers or interns) or a self-created field.
   

3. Authorization App Connector

In order for Treams to access the AFAS environment with the appropriate GetConnectors, a new system user and group (specific to the connector with only the necessary permissions for an App Connectors) must be created for Treams. Follow the AFAS manual to complete this step.

4. Setting up an Appconnector

To set up an App connector in AFAS, follow these steps:

1. Navigate to the Administration tab and click on App connector.
2. Click 'Add' to create a new App connector.
3. Give the App connector a clear description (for example, "Treams").
4. Select the appropriate user group (see Authorization App Connector above).
5. Click 'complete'
6. Check and save the App connector settings.
   1. Make sure the App connector is not locked.
   2. Under the GetConnectors tab, add the previously imported GetConnectors.
   3. Under user tokens, add a new user. Save the token that is generated properly and securely. We will need it in the last step!

Checking that your App Connector is set up properly

To ensure Treams has access to the correct data navigate to:

https://<omgevingscode>.rest.afas.online/ProfitRestServices/

You will find the environment code at the top of your AFAS environment. Use only the digits. For example, for O12345, leave out the O. You then navigate to https://12345.rest.afas.online/ProfitRestServices/

On this page, enter your generated user token under 'token' and click login. You will need this token again later! Once the login is successful, scroll to 'GetConnector' and upon clicking the dropdown menu you should see Treams' GetConnectors.

Make sure that Treams only gets access to the required data. When in doubt: consult your AFAS consultant.

5. Configuring AFAS in Treams.

The last step is to configure AFAS in Treams. Follow the steps below and you're done!

1. Open Treams and navigate to Management / Integrations / AFAS
2. Please accept the terms and conditions after reading this.
3. Follow the steps on the screen. At 'token' enter the generated token.
4. Save your settings properly.
5. Activate the connector when you are satisfied with your settings. Your colleagues will receive a welcome email on the set activation date.
6. The data is synchronized every night after activation (so you will see the data for the first time in Treams the next day).
7. Via https://<omgeving>.ontreams.com/v2/settings/integrations/logs heb je inzage in wat de connector heeft verwerkt. Fouten en waarschuwingen zullen hier respectievelijk rood en geel worden weergegeven.

6. Configuring a two-way connection

Treams offers the ability to upload files from Treams to AFAS. For example, PDFs of call forms can automatically appear in AFAS.

To configure this, a file item type must first be created. To do this, follow the steps below:

1. In AFAS, navigate to CRM / File / Setup / File Item Type.
   1. Create the file item or choose an existing type.
   2. Turn on file linking if not already.
   3. When necessary, mark the file item as confidential.
   4. Under destinations, make sure the destination collaborator is optional or mandatory. All other destinations should not be allowed or optional.
   5. It is good to remember the attribute combinations and file item type code set in AFAS. You will need these later when configuring in Treams.
2. Go to Management / App connector
   1. Select the previously configured App connector for Treams
   2. Click UpdateConnectors and click New
   3. Search for "File" (Connector-Id "KnSubject"), select this line and click Finish
   4. Connect the App connector

Configuring the two-way connector in Treams

The below will be available soon, for now please contact your Treams contact person to set up the below.

1. Open Treams and navigate to Management / Integrations / AFAS
2. In the destination for calls, for example, enter the following:
   1. '[file item code type],[attribute1],[attribute2],...
   2. For example, with a file item 64 and attribute 101 you enter 64,101 here. Therefore, if you don't have an attribute you only enter 64.
3. After saving these settings for calls, they will (After the call is confirmed) be automatically uploaded in AFAS every night under your set location.

7. assign individual (1-1) rights

In the Treams employeeGetConnector, you have the ability to assign 1-1 permissions. Here you can specify per employee who their manager / cooperating manager / coach or buddy is. We assume here the employee number of this person. A maximum of 1 person of each type of right can be assigned. For example, an employee can have a coach and a buddy, but not 2 buddies.

These columns should have the following names: primaryManagerID , collaborativeManagerID, coachID or buddyID. If an employee has a field (for example) 'manager' with staff number 1234, you can connect it to the column primaryManagerID. The employee is then assigned the person with the personnel number 1234 as manager in Treams. An incorrect value in the column will result in an error message in the logbook. The logbook can be found in Treams under management > integrations > logbook.