Formatting User Files

This article will detail the steps to correctly format your .CSV user files for transfer. Correct formatting is imperative to having a completely functional platform. Incorrect formatting can result in long delays and in severe cases can cripple your platform functionality. Here's a user file template for your reference.

1. Format
2. Headers and Fields Formatting - Minimum Required
3. Headers and Fields Formatting - Optional
4. Notes on Required and Optional Fields
5. Regional Settings for CSV Files

Format

Whether you send your user file through a manual drop-off or automated transfer through SFTP or API, you will need to format your user file according to the following guidelines:
 

1. Files must be formatted as a .CSV  
   • If your users have special characters in their names, such as "ü" or "ç", the file must be sent in a CSV UTF-8 format.
2. Complete user files must be uploaded in full each time.
   • This ensures that the Awardco platform can account for terminated employees and reporting hierarchies.
3. Column headers from your HRIS reports must match the exact text found in the sample .CSV below.

Headers and Fields Formatting -  Minimum Required

Notes on the Required and Optional Fields

• Removing Fields: None of the following field values can be removed by importing a blank or null value in the user file; the platform will retain the existing data. The only exception is Username, which can be set to null:
  • Employee ID
  • First Name
  • Last Name
  • Email
  • Preferred First Name
  • Secondary Email
  • Birth Date
  • Hire Date
  • Phone Number
  • Country Code
• Email Field: While the platform can process a user file without an email column, it is considered a required field. Including an email address for each employee is critical for a functional and successful platform, as workarounds for missing email addresses can lead to a poor user experience.
• Supervisor ID: Any individual listed in any supervisor field will be assume a hierarchy of all their direct reports. Any individual not listed as a supervisor will be considered an employee. Any individual listed as a supervisor will be assumed part of a hierarchy of all their direct reports. Therefore, if the supervisor ID used for an employee is not part of the platform, that supervisor ID will be ignored. If the employee's supervisor ID is ignored, they will be assumed to have no supervisor. The user file does not error if supervisor IDs are not listed as employees.
• Passwords: If employees have email accounts, Awardco strongly suggest using SSO (single sign on) or an Login Code to access the Awardco platform. If employees do not have access SSO access or email accounts, generic usernames and unique passwords can be used to log in to the Awardco platform. Unique passwords are easily communicated values, while generally protecting the password. E.g. last four digits of SSN. Uniform Passwords are NOT suggested. Uniform passwords would include generic passwords such as “Password”, “awards”, or “Company2018”.
• Single sign on is Awardco’s preferred verification method. SSO is an authentication method that allows a user to log in with a single ID and password to any of several software systems. If SSO is being used for your company’s login method, the username and password columns can be omitted or left blank.
• Login Code is the preferred method when SSO is not available. Employees will be emailed a unique Login Code upon program launch. This unique link will grant the employee initial access and prompt them to create a password for future use. Emails are required for all users using an Login Code. The username and password columns can be omitted or left blank.
• Unique Passwords are suggested for companies unable to utilize either SSO or Login Code via Email. Unique passwords are easily communicated values, while generally protecting the password. E.g. last four digits of SSN.
• Uniform Passwords are NOT suggested. Uniform passwords would include generic passwords such as “Password”, “awards”, or “Company2018”.
• Language: Adding the preferred language of the employee is helpful when you wish to send transactional emails in a different language. The language codes can be found in the multi-language email article.
• Metadata: For a custom field to be included in the Awardco system, the column header MUST start with a ‘#’. Any additional columns added to the file without a ‘#’ on the header will be ignored by the import. Additional fields are used for reporting purposes and will be available to filter off of in reports. Values are limited to 200 characters.
• Corporate Gifting: Awardco may request additional fields for the purpose of managing corporate gifting items.