Contact Support

Transferring User Data with Awardco SFTP

Updated

Efficient and secure user data uploads are essential for managing the Awardco platform. Awardco SFTP (Secure File Transfer Protocol) provides a robust solution for this purpose. This article guides administrators through using Awardco SFTP to seamlessly import user data from an HRIS (Human Resource Information System), covering setup, maintenance, and each step of the data transfer process to ensure a smooth and reliable experience.

 

Important Considerations Before Setup:

  • Involve your HRIS report manager or your IT specialist to assist with Awardco SFTP setup.
  • Warning: If you already have employee data in your platform, confirm that the Employee IDs in your new data feed match your current user data. Inconsistent IDs can cause user duplication, recognition errors, and data integrity loss.
     
  1. Value
  2. Setting Up Awardco SFTP
  3. Awardco SFTP Settings
  4. Testing the File Data
  5. Finalizing the Connection
  6. Day-to-Day Maintenance and Troubleshooting

 

Value

SFTP is our preferred transfer method due to its simplicity and automation potential. Awardco SFTP enables seamless data delivery and reception in the correct format, improving operational efficiency. Awardco SFTP is a self-service solution, eliminating the need for extensive coding or webhook configuration.

Awardco SFTP is not for manual file drop-offs. User files are handled via Bulk User Upload, which, though using SFTP, remains a manual process.

 

Setting Up Awardco SFTP

To establish an SFTP connection:

  1. Log into your Awardco account.
  2. On the homepage, select the Admin button at the bottom of the left navigation menu.
  3. From the left navigation menu, click “Platform,” “Integrations,” and then "Awardco SFTP."
  4. Click "New Connection."
  5. Name the connection (e.g., "UserData_Connection," "ServiceAwards"). Click "Next."

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

     

     

     

  7. Review the connection settings. Note the connection details your HRIS requires for SFTP setup. Click "Finished."

  8. Note: All information except the password is accessible on the "Status & Login" tab in Awardco SFTP settings.

     

     

  9. If importing user data from multiple HRIS systems, repeat these steps for each system/file to establish separate connections.

     

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 done. Follow the steps in the ‘Testing the File Data’ and ‘Finalizing the Connection’ sections 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 from Awardco into the corresponding fields in your HRIS SFTP connection setup. Click the square icon to copy the values:
      • Directory
      • Protocol
      • Port
      • Host
      • Username
      • Password
    • If you forget the password:
      • Select the "Trouble logging in?" link.
      • Click "Reset Password." Update the credentials in your HRIS system with the 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 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. This is recommended to keep user information up-to-date.
  • PGP Encrypted: Select ‘Yes’ to encrypt user data. See this article for details. Contact your Awardco representative for the PGP key.
  • Delimiter: Choose the appropriate delimiter for your user file from the dropdown menu. We typically 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 enabled, updated employee information in subsequent file uploads will replace existing data. Check the box next to each data point to specify which data to overwrite. (Password overrides can apply to all users or only those who have never logged into their Awardco account.) Overwritable user data includes:
    • Language
    • Email
    • Hire Date
    • Password
    • In most cases, we recommend overriding email, hire date, and password. For password overrides, it's advisable to apply this only to users who have never logged in.

 

After editing settings, click "Save Changes."

 

 

Advanced

Advanced settings control data formatting, header mappings, value mappings, and metadata handling. Exercise caution and consult your Awardco representative for complex configurations.

Click "Save Changes" after updating any Advanced Settings fields.

 

 

Testing the File Data

Ensure user info follows the correct format; see the Formatting User Files support article for details. To test the file data for this setup:

  1. Download your file in CSV format.
  2. Manually upload the file using Bulk User Upload:
    1. On the homepage, select the Admin button at the bottom of the left navigation menu.
    2. Click the "Users" tab.
    3. Select "User Management," then "Bulk User Upload."
    4. Drag and drop the file and click "Preview & Upload.”
  3. Fix any errors found during preview and upload before finalizing. See the User File Import Errors article for guidance. Re-upload the corrected file. For automatic SFTP imports, fix errors in your HRIS.
  4. 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: Find this info in the ‘ Status & Login ' section of Awardco SFTP settings. Consult 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. Set the import status to ‘Active’ in Awardco SFTP’s ‘Status & Login’ section.

 

 

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.
  • Regularly check the User Import History.
    • This view on the ‘Users’ tab in Admin settings shows all past file uploads.

    • Enable User Import History access for relevant roles via the Roles and Permissions tool.

       

       

  • Make sure the correct emails are on file to get user file import error alerts.
    • 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.

Related to