SFTP Automated User Imports

The CSV user management integration allows customers to automate the process of syncing user information between the customer’s system of record (HRIS) and WorkTango's Recognition & Rewards platform.* Customers are responsible for uploading the HRIS files with complete employee data, either internally or with the help of their HRIS provider. Our integration reads a CSV file from an SFTP host and uses the data to create, update, and archive users within WorkTango.

SFTP Information and Automation

Overview

The content of this file will be derived from an export of your existing HRIS provider. To simplify the process, we recommend working with your HRIS provider to automate sending files.

HRIS providers may charge for the creation and transfer of the user data report. It can also take them time to generate this report, as it’s based on their queue. Be sure to check with your HRIS provider to understand the expected cost and timeframe for your organization.

FTP upload process

To share HRIS files, WorkTango will create a folder on a secure file transfer protocol (SFTP) portal. Once WorkTango has confirmed this setup has been completed, you will find the connection credentials to input into your FTP site by navigating to the Integrations -> SFTP admin page. You will need to make note of the following information:

• Username
• Hostname
• Password

For new connections, you will need to use the Reset Password button at the bottom of the SFTP admin page to create a password. WT does not save password information, so please save this credential in a secure place.

These credentials will be used to connect your folder to WorkTango’s in order to transfer the HRIS file. You’ll also be given a template with the necessary fields to structure employee data. Before making the connection, we suggest sending a completed user file to us for review. Once approved, you will schedule a regular upload of your file to the FTP site. The file name can be anything you’d like - the platform will run any file uploaded into the FTP site, as long as the file format is correct.

The WorkTango platform will run the file as soon as it is dropped in the FTP site. The file will be processed, then deleted from the FTP site immediately upon completion.

We recommend scheduling this regular upload to happen overnight so that daily data changes are captured at the end of each day and updated prior to the start of the following business day.

A Note on Unique Identifiers

Our integration works by building a profile for each user based on a static Unique Identifier, like Employee ID. This Unique Identifier allows the system to update any other data points that might change relative to the user. While we recommend using Employee ID, we recognize that sometimes our customers don’t have this data point. For those who elect to use Email as the unique identifier, please note that, in that use case, a user's email cannot be changed, or duplicate users and errors could be created in the system.

File Columns

The following are the standard column headers for this integration.

All required columns must be included for your file to process, however columns may be in any order.

• Headers	Required?	Formatting notes
  Employee ID	Required	Unique employee id that identifies the person
  Email	Required unless employees use username credentials	Email address of the person.
  Username	Optional	Email address of the person.
  Full Name	Optional	Complete name of the person as they wish it to appear.
  Birthdate	Recommended	WorkTango accepts multiple date formats. This format should match the format specified on your import settings. Provide NULL (all caps) to remove this data.
  Preferred Name	Recommended	Nickname or other name that is preferred to their first name.
  Initials	Optional	Initials the person wishes to use.
  First Name	Required to create/ Optional on updates	Given name of the person.
  Last Name	Required to create/ Optional on updates	Family name of the person.
  Hide Birthday	Optional	Should their birthday be suppressed in the user interface? Provide YES to force birthdate to be private. Provide NO to force birthdate to be public.
  Hide Anniversary	Optional	Should their work anniversary be suppressed in the user interface? Provide YES to force anniversary to be private. Provide NO to force anniversary to be public.
  About Me	Optional	Biography of the person. Provide NULL (all caps) to remove this data.
  Title/Position	Recommended	Job title of the person. Provide NULL (all caps) to remove this data.
  Department	Recommended	Identifier of the department. Provide NULL (all caps) to remove this data.
  Locale Setting	Optional	Preferred language settings. ISO 639-1 ISO 3316-1 language code (e.g. en, es)
  Location	Recommended	Identifier of the location. Provide NULL (all caps) to remove this data.
  Country	Required to create/ Optional on updates	ISO-3166 Alpha 2 or 3 country code. (e.g. US, MEX). Some limited number of Country Names are supported.
  Start Date	Recommended	Date on which the person started. Expected format is YYYY-MM-DD. Provide NULL (all caps) to remove this data.
  Assigned Manager	Recommended	EmployeeId of their manager. Provide NULL (all caps) to remove this data.
  Profile Image	Optional	Url of a publicly available profile image. Provide NULL (all caps) to remove this data.
  Roles	Optional	Roles to add to the person. Acceptable values are ADMIN, ANALYST, ANALYST, EXECUTIVE, FINANCE, FINANCE, FULFILLER,REWARDS_MODERATOR, SALES.
  Roles to remove	Optional	Roles to remove from the person. Acceptable values are ADMIN, ANALYST, ANALYST, EXECUTIVE, FINANCE, FINANCE, FULFILLER,REWARDS_MODERATOR, SALES. If they are not a member of that role, nothing happens.
  Groups to Add	Recommended	Identifier or identifiers of groups the person is a member of. Any values here add to those they already have.
  Groups to Remove	Optional	Identifier or identifiers of groups the person should be removed from. If they are not in one of these groups, nothing happens.
  User Status	Recommended	Status of the person. Acceptable values are ACTIVE, PAUSED, ARCHIVED. People will be created as 'PAUSED' if not provided.
  Custom Point Rule	Optional	Name of the point rule. Point rule must already be created in the platform before an import can assign the rule. Provide NULL (all caps) to remove this data.
  Points to Send	Optional	Number of giving points the person should have. Must be a positive integer.

• Headers	Required?	Formatting notes
  First Name	Required
  Last Name	Required
  Preferred Name	Recommended
  User Status	Required	Active, Paused or Archived
  Start Date	Recommended	A date in the format YYYY-MM-DD. Does not require a timezone.
  Offboard Date*	Deprecated	A date in the format YYYY-MM-DD. Does not require a timezone.
  Employee ID	Required (if set as unique identifier)	If chosen as unique identifier, must be unique value
  Username	Optional
  Login Email	Required unless employees use username credentials	If chosen as unique identifier, must be unique value
  Notification Email*	Deprecated
  Title/Position	Recommended
  YEI User Role*	Deprecated	Admin, Analyst, Finance, Rewards_Moderator, Sales, User, Exec, Group Admin
  Roles	Recommended	Admin, Analyst, Finance, Rewards_Moderator
  Group*	Optional	Can include multiple group columns. Add one column per each custom group. The header will be “Group” for each column. Please confirm formatting with your WorkTango rep before adding group columns to your user file.
  Groups to Add*	Optional	Comma separate groups that the participating employee should be added to.  Group names that include commas must be escaped with a backslash \ example:“Remote employee, Diversity\, Equity\, and Inclusion, Culture Team”
  Groups to Remove*	Recommended	Comma separate groups that the participating employee should be removed from to. Group names that include commas must be escaped with a backslash \ example: “Remote employee, Diversity\, Equity\, and Inclusion, Culture Team”
  Department	Recommended	Will be created if not found
  Location	Recommended	Will be created if not found
  Assigned Manager	Recommended	Unique identifier (email address or employee ID) of the person’s manager. The person will be created without a manager if the manager is not in this file or already in the system.
  Birthdate	Recommended	MM/DD or YYYY-MM-DD. You have the option to not store year. Does not require a timezone. Required for the use of automated milestones recognition
  Country	Required	ISO3166 Alpha 2 or 3 country code, ISO3166. Country Name is also acceptable. Details here.
  Custom Point Rule	Optional	Name of the point rule
  Points to Redeem	Optional	Integer (value cannot contain commas)
  Points to Send	Optional	Integer (value cannot contain commas)
  Hide Anniversary	Optional	Case insensitive TRUE or Y or 1, defaults to false
  Hide Birthday	Optional	Case insensitive TRUE or Y or 1, defaults to false
  Profile Image	Optional	Publicly-accessible url of an image file in a common format (JPEG, GIF, PNG, TIFF, PSD, etc.). Each image must be less than 10 MB in size.
  Locale setting	Optional	ISO 639-1 ISO 3316-1 language code (e.g. en-us, es-mx)

Additional Information

Groups

Outside of the standard “Department” and “Location” groupings, WorkTango allows customers to organize users into additional groups. There is no cap on how many groups a customer can bring over, and these generally align with the data fields saved within your HRIS.

You will have a parent group and sub groups. For example, “Division” might be a parent group containing the sub groups “West” and “North”. Work with your WorkTango IM to establish the groupings you would like to bring into your WorkTango platform. Your IM will help establish the groups.

Archiving Employees

To archive inactive employees, you can either use the “Status” column or opt to archive users who are missing from your file.

WorkTango recommends bringing only active employees onto the file and selecting the option to “Archive all users who are not included in an import file.”

Employees whose data isn’t on the file will be automatically archived and will no longer be able to log into the platform. Archived employees maintain both their Giving and Earned Points; these will not be zeroed out or refreshed (quarterly or monthly).

If you are archiving missing users, the “Status” column is still required in your user file. In this case, the status would always be “active.”

Error Handling

Your platform will log any errors that arise during your SFTP import. Admin users are able to access import histories and error logs for the past 90 days, by navigating to Admin>Company>Integrations>Import History. After 90 days, this information will be purged from the system.

FAQs

Q: Is PGP encryption required?

A: No. PGP encryption is not required to setup an SFTP connection. If you are adding PGP encryption to your SFTP connection, please contact customer support for secure access to the associated key.

Q: Do any IPs need to be safelisted for an SFTP connection.

A: No. The SFTP portal does not require any safelisting of IP addresses.

*The documentation provided above is only applicable to the WorkTango Recognition & Rewards platform and does not apply to our Surveys & Insights solution.