Transferring User Data with Awardco SFTP (Legacy)

Uploading user data efficiently and securely is a crucial aspect of managing the Awardco platform. We offer a robust solution through Awardco SFTP (Secure File Transfer Protocol). This article is a comprehensive guide to leveraging Awardco SFTP, empowering you, as an admin, to seamlessly import user data from an HRIS system. From setup to maintenance, we'll walk you through each step to ensure a smooth and reliable data transfer process.
 

Involve your contact who manages reports from your HRIS or your IT specialist to assist in the setup of Awardco SFTP.

Warning: If you already have employee data in your platform, please confirm that the Employee IDs you will be using in your new data feed are consistent with your current user data. Failure to do so can result in duplication of users, recognition errors, and loss of data integrity.
 

1. Value
2. Setting Up Awardco SFTP
3. Awardco SFTP Settings
   1. Status & Login
   2. General
   3. Advanced
4. Testing the File Data
5. Finalizing the Connection
6. Day-to-Day Maintenance and Troubleshooting

Value

SFTP stands as our preferred method of transfer due to its simplicity and potential for automation. By opting for Awardco SFTP, you open the door to seamless data delivery and reception in the correct format, ensuring operational efficiency. Awardco SFTP offers a self-service approach, eliminating the need for extensive coding or configuration of webhooks.

It's important to note that Awardco SFTP isn't a manual drop-off point for user files; rather, it's facilitated through Bulk User Upload, albeit a manual process.

Setting Up Awardco SFTP

To establish an SFTP connection:

1. Navigate to the 'Admin' button at the top right of the homepage.
2. Click on the 'Settings' tab, then select the 'Awardco SFTP' tab on the left-hand side under the ‘Integrations’ section.
3. Click 'Begin Setup'.
4. Name the connection whatever you’d like (e.g. UserData_Connection, ServiceAwards, etc.) Click ‘Next’. 

5. If creating a new connection, click Generate Username & Password and securely store this information.

6. Review the connection settings. Take note of other connection details that your HRIS requires to set up the SFTP. Click 'Finished'.

• Note: All the information presented here will be accessible on the ‘Status & Login’ tab in Award SFTP settings, except for the password.

If you have user data to import from multiple HRIS systems, repeat these steps for each system/file to establish a connection.

Awardco SFTP Settings

Upon creating the connection, customize SFTP settings by clicking on the newly created SFTP Connection tile. These settings can be revisited at any time for modifications.

Status & Login

Adjust settings in this tab such as connection status and login credentials:

• File Configuration Settings
  • Status: Keep the connection 'Inactive' until configuration is complete. Follow the steps in the ‘Testing the File Data’ and ‘Finalizing the Connection’ sections of this article before activating. Here’s what each status means:
    • Inactive: The SFTP folder is available for uploads and downloads, but the importer is disabled. Use this status primarily for testing.
    • Active: The SFTP folder is available for uploads and downloads, and the importer is active. Use this for active uploads of user files to the platform.
    • Archived: The SFTP folder is unavailable and cannot be accessed. Use this status to disable and remove an SFTP folder.
• Login Credentials
  • Container Display name: Change or keep the container display/connection name. 
  • Enter the following information in the appropriate location in the SFTP connection setup section of your Human Resource Information System or HRIS. Press the square icon to copy the values.
    • Directory
    • Protocol
    • Port
    • Host
    • Username
    • Password
      • If you forgot the password assigned during the connection setup:
        1. Select the ‘Trouble logging in?’ link.
        2. Click ‘Reset Password’. Be sure you update the credentials in your HRIS system with this new password.
• Uploading Files In Parts: This is rarely needed and may not be supported by all SFTP clients. Enable only if your tools support multipart uploads. If your workflow doesn’t support multipart uploads, file uploads may fail until this is turned off. Not sure? Click the help icon at the bottom-right of your screen to chat with our technical support team.

After editing any settings, click ‘Save Changes’. 

General

The following settings maintain data integrity and security:

• Archive: Toggle this setting ‘on’ to archive Awardco accounts of users not included in future uploads. It’s recommended this is on to ensure all user information is up-to-date.

• PGP Encrypted: Toggle ‘Yes’ to encrypt uploaded user information. Reference this article for more information. Speak with your Awardco point of contact to obtain the PGP key.
• Delimiter: Choose the appropriate delimiter from the dropdown menu for your user file. Typically, we accept CSV files with comma-separated values. Common delimiter-file combinations include: 
  • CSV: comma-separated values
  • PSV: pipe-separated values
  • TSV: tab-separated values
• Override Existing Data: When the "Override Existing Data" option is enabled, any updated employee information in subsequent file uploads will replace the existing data. To specify which data points should be overwritten, you must check the box next to each corresponding data point. (Password overrides can be applied to either all users or only those who have never logged into their Awardco account.) The user data that can be overwritten includes:
  • Language
  • Email
  • Hire Date
  • Password

In most cases, we recommend selecting the options to override email, hire date, and password. For password overrides, it is advisable to apply this only to users who have never logged in.

After editing any settings, click ‘Save Changes’. 

Advanced

Utilize advanced settings to control data formatting, header mappings, value mappings, and metadata handling. Exercise caution and involve your Awardco point of contact for complex configurations.

Click Save Changes after making updates to any of the Advanced Settings fields 

Testing the File Data

Before proceeding, ensure user information conforms to the accepted format; reference the Formatting User Files support article for guidance. To test the file data for this configuration:‌

1. Download your file in a CSV format. 
2. Manually upload the file using the Bulk User Upload
   • Click on ‘Admin’ on the homepage.
   • Click the ‘Users’ tab.
   • Select ‘Manage Users’ then ‘Bulk User Upload’.
   • Drag and drop the file and hit the ‘Preview & Upload’ button.

Correct any errors identified during the preview and upload process before finalizing. Reference the User File Import Errors article for help on correcting these errors. Upload the file again once the errors have been corrected. For automatic SFTP imports, you’ll need ensure these errors are corrected inside your HRIS. ensure these errors are corrected inside your HRIS. Make necessary adjustments, such as Archive and Overriding Existing data settings, in the ‘General’ tab in Awardco SFTP settings.

Finalizing the Connection

After creating the connection, configuring SFTP settings in the Awardco platform, and testing the file data, follow the steps below to finalize the connection:

1. Enter the following information in the SFTP connection setup section of your HRIS:
   • Username
   • Password
   • Host 
   • Directory
   • Protocol
   • Port

Note: All of this information can be found in the ‘Status & Login' section of the Awardco SFTP settings. Involve internal IT/HRIS experts if needed.

2. If available to you, update user file import scheduling information such as frequency and time in the SFTP connection setup section of your HRIS. 
3. Change the import status to ‘Active’ in the ‘Status & Login’ section of Awardco SFTP settings. 

Day-to-Day Maintenance and Troubleshooting

While SFTP alleviates the burden of having to manually manage and transfer user information, there are some items to consider on a regular basis to ensure the SFTP connection is running smoothly:

• Ensure HRIS user data is up-to-date and correct.
• Monitor the User Import History regularly.
  • This view on the ‘Users’ tab in Admin settings shows all past file uploads.
  • Make User Import History available to the appropriate roles through the Roles and Permissions tool. 

• Ensure the correct email addresses are on file to receive any user file import error notifications. 
  • Get in touch with your Awardco point of contact to verify this.
• Never send SFTP login credential information (username, password etc.) via email.
  • If the password assigned is forgotten:
    1. Select the ‘Trouble logging in?’ link in the ‘Setup & Login’ tab in Awardco SFTP settings.
    2. Click ‘Reset Password’. Be sure you update the credentials in your HRIS system with this new password.
• If you have multiple SFTP connections configured, please involve your Awardco point of contact. 

  • The settings need to be created specifically so several files don’t override each other’s data. 

     

If you have any questions, please contact Awardco Admin Support.