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SFTP Integration: Setup guide

Emily B
Emily B
  • Updated

10KC’s SFTP integration streamlines adding, updating, deleting, and deactivating member profiles. It works by importing a CSV file that you’ll upload to a SFTP server on a set cadence (weekly, monthly, etc). CSV files are usually exported from your HRIS, Identity Management, or CRM software. Each line in the CSV will represent one member’s profile. 

Capabilities

Updating profiles

  • Employees in the latest flat file with active 10KC accounts will have their 10KC profiles updated to match the values in the flat file.

Creating New Profiles

  • Employees added to the latest flat file who do not have 10KC accounts will receive an email invitation to create an account. Employees with existing 10KC accounts will not receive email invitations.

Deleting Profiles

  • Employees removed in the latest flat file will have their 10KC accounts deleted. Deleted accounts are removed from the platform entirely, though they can be restored within 30 days, if a request is submitted to our customer success team.

Deactivating Profiles

  • We’ll hide accounts for people who go on leave but are still active employees, like those on parental leave. Deactivated accounts don’t show up in search results, and other members cannot message them. Deactivated accounts don’t receive any 10KC communications. To set this functionality up, we need a field in the CSV that represents “Employee Status”. We expect the values “active” or “inactive. We will deactivate accounts when status changes to “inactive”. We will reactivate accounts if the status changes back to “active”.

Implementation

  1. Confirm file upload frequency. For most customers, a monthly frequency works best, although in some cases, we may recommend a weekly upload frequency.
  2. Fill out data mapping table. Use this data mapping table to show us how to match fields from your HRIS to member profiles in 10KC.
    • Column B: Add profile fields from HRIS that sync with 10KC (example: Management Level).
    • Column C: List unique attributes for each profile field.
    • Column G: Indicate if each field is public (visible to everyone) or private (admins only).
  3. Sample CSV File Creation: You’ll share a sample CSV file.
  4. Sample CSV File Review: 10KC team will review the sample file to ensure it meets requirements.
  5. Profile Updates Verification: Using the sample CSV file, 10KC to share list of profiles to be updated, deleted, and created in the platform tenant. Your team will verify.
  6. Program Enrolment Verification: 10KC to share list of profiles to be updated, deleted, and potential invitations. Your team will verify the lists.
  7. Integration Activation: After verification, 10KC team will turn on the integration capabilities.

Team: whom to involve and when

You will need to involve other people in your organization to complete activities during different phases of the implementation.

A summary is below, along with the typical effort required, and which Implementation Phases they can expect to be involved in.

Role

Responsibilities

Effort

Implementation Phases

Program Owner

• Provide oversight

Low

• Discovery

• Testing

Project Manager

• Coordinate people to complete tasks

Medium

• All phases

Technical Implementer, SFTP

• Create and test SFTP accounts to facilitate transfer of member profile data

 

• Scheduled file upload (example: Cron job, Extract Transfer Load (ETL) pipeline, etc)

 

Low to medium

• All phases

Technical Implementer, HRIS or Identity Management Software

• Create demographic data for SFTP profile transfer

Low to medium

• All phases

 

CSV file specifications

The file must meet the format requirements below.

  • It should be a comma separated values (CSV) file in UTF-8 format.
  • Include a header row which corresponds to a profile field in 10KC.
  • Flat files should be named to describe what’s in the file and include a date. For example: “10KC Membership File - Your Organization Name - All Active Personnel - 01.13.2023.csv.”
  • The first row of the file should have column titles only.
  • Except for Unique ID and email address, all field values should map to a standard set of values. We’ll work with you to define these values as you work through the implementation workbook. Most of these columns will align with a drop down segment in 10KC, so the values should align with those lists of options.

Here is an example flat file which meets our requirements. This file contains examples of all required and optional fields, which are further explained below.

Required profile fields

We require these fields to invite members to your 10KC hub.

Field name

Data spec requirements

First Name

Can be any alpha-numeric string.

Last Name

Can be any alpha-numeric string.

Email Address

Can be any alpha-numeric string.

Additional recommended profile fields (optional)

These optional fields that would be beneficial to include. The actual fields used will depend on your program objectives, which your Customer Success Manager will help you finalize.

Field name

Why we recommend

Requirements

Unique ID

To rectify reporting issues if a member changes their email address.

 

Can be any alpha-numeric string.

Program Eligibility

So we only invite eligible participants.

 

We can also potentially use one of the other fields in this list, such as “Business Unit”.

We expect the values “eligible” or “ineligible”

Status

To de-activate profiles for employees that are on leave.

We expect the values “active” or “inactive”. They are case-sensitive.

Job Function, Job Family, or Management Level

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

 

 

Can be any alpha-numeric string. Ideally it’s easy for members to read and understand.

Hire Start Date

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

We expect the format MM/DD/YYYY.

Business Unit, Supervisor Organization, or Department

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

Can be any alpha-numeric string. Ideally it’s easy for members to read and understand.

City

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

Can be any alpha-numeric string.

Country

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

Can be any alpha-numeric string.

People Manager Status

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

We expect “yes” or “no”.

High Potential Status

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

We expect “yes” or “no”.

Diversity dimensions (e.g. gender, ethnicity, etc)

For creating relevant matches by keeping these attributes in sync with your HRIS or Identity Management Software.

Can be any alpha-numeric string.

First Level Supervisor

To provide reporting for 3-4 levels under the CEO

Can be any alpha-numeric string. Ideally it’s easy for members to read and understand.

Second Level Supervisor

To provide reporting for 3-4 levels under the CEO

Can be any alpha-numeric string. Ideally it’s easy for members to read and understand.

Third Level Supervisor

To provide reporting for 3-4 levels under the CEO

Can be any alpha-numeric string. Ideally it’s easy for members to read and understand.

Locale

To automatically localize 10KC in the user’s preference in English (US) or French (Canada).

Must be:

  • “en-US” for English (US)

  • “fr-CA” for French (Canada)

Most Recent Role Start Date

To enable mobility analyses

We expect the format MM/DD/YYYY

Role Reason Change Code

To enable mobility analyses

Can be any alpha-numeric string.

Sharing flat files with 10KC

Upload the flat files to a SFTP server. You can upload it on your own or use 10KC's SFTP server.

Your SFTP technical implementation team can automate uploading flat files to 10KC on a set cadence (weekly, monthly, or quarterly) by using the SFTP protocol.

A. If your team prefers their own SFTP server

Please share SFTP credentials with 10KC. You can send them to integrations@10kc.com.

B. If your team wants to use 10KC's SFTP server

10KC will share SFTP credentials with your IT team.

They can then schedule an automated upload to the 10KC server using the following command:

sftp -P 2022 -i /path/to/rsa_private_key username@34.27.72.64

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