SFTP File Upload
If you are on a PerformYard Enterprise account, you can set up a recurring SFTP file upload to update and maintain employee data via CSV. SFTP can be used to update data for existing employee accounts, create new employee accounts and, if enabled, deactivate employee accounts for users not found in the CSV file. You must be an Admin in PerformYard to set up this integration.
You can learn more about the SFTP integration below, do confirm that the integration is available in your PerformYard account with your Customer Success Manager.
To get started, navigate to the SFTP Setup link in the Administration section of PerformYard and click Add SFTP Integration.
Creating your SFTP Integration
Provide an Integration Name/Description for the integration. This value will be displayed in your Bulk User Logs. Optionally, choose if you want the initial setup to be in Test Mode.
Testing Mode allows for any files uploaded via SFTP to be processed for review. This is useful to ensure the desired data transfer is taking place. Note, that no employee data will be updated when Testing Mode is enabled. Further, Testing Mode will not be subject to the same limitations of upload periodicity.
Deactivating Missing Employees
If your CSV file will only contain active employees within your company, you may want to take advantage of the Deactivate Users When Not Present option. This feature automatically deactivates any users that aren’t found in the uploaded CSV. This eliminates the requirement for an administrator to manually deactivate users in your account.
The absence of an employee (by email address or backup field) would result in deactivating their account with a termination date matching the CSV upload date. If you select this option, there is a mass deactivation backstop if more than 10% of your users would be deactivated based on a single CSV to prevent accidental bulk deactivation should there be an issue with the CSV.
Selecting a Backup Field
Optionally, you can define a Backup Field that can be referenced for employee identification behind an email address. By default, PerformYard matches a row in your CSV with an existing employee by the email address value. If you’d like to identify employees based on an additional value, select an associated Employee field to be used as a backup. Assigning a field as a backup will allow you to update the email addresses of your users.
Custom Field Mapping for Employee Fields
By default, PerformYard will match header values in your CSV with Employee data fields for transferring data. You can create a mapping for each header value which has a different name than the associated employee field. For all header values that match the associated employee fields, no action is required.
About your CSV File and Employee Data
At a minimum, your CSV must include Email addresses but can include any additional data fields you would like to update, as with any standard CSV upload. Once a CSV is uploaded, PerformYard will make updates to existing accounts where the email address has matched. Further, where an email address has not been found to correspond to an existing PerformYard account, a new employee account will be created. If an email address in the spreadsheet corresponds to a previously deactivated account, that account will be reinstated.
Sending your CSV via SFTP
Once the initial setup has occurred, you can access the necessary URL to configure your SFTP product to send files to PerformYard. You can click on the name of the SFTP setup in the list to display the file transfer location. Copy this location.
Additionally, save the middle 24 character hexadecimal entry (displayed in bold based the above example - sftp.performyard.com/ 51db13a4dd24292eb9876f40/5f9837718c755500088a5c98/). This will be your username for security purposes. This username, when combined with your password, will be required to transfer files.