WorkTango User Management - SFTP Automated
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. 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.
Note: The CSV file must be formatted without quotes.
FTP 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.
Note: 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, your WorkTango Implementation Manager (IM) will create a folder on a secured file transfer protocol (SFTP) portal. You will be provided with credentials and connection information to input into your FTP site. This will connect your folder to WorkTango’s in order to transfer the HRIS file. Your IM will provide you with the following information:
- Host
- Username
- Password
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 your IM 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 dropped into the FTP site, regardless of the name.
Note that 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 start of business the next 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 don’t, we can use an Email address, but it must remain constant or duplicate users 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 |
|---|---|---|
| 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 | Optional | 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 (if set as unique identifier) | If chosen as unique identifier, must be unique value |
| Notification Email | Recommended | |
| Title/Position | Recommended | |
| YEI User Role | Optional | Admin, Analyst, Finance, Rewards_Moderator, Sales, User, Exec, Group Admin |
| HG User Role | Optional | Admin, Director, Executive, Consultant, Manager, Employee |
| Group | Recommended | 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. |
| 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, but we only store the month and day. 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).
Please note: 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.”
Point and Point Rule Assignments
See Setting Point Rules and Points in WorkTango sftp.
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.