To ensure a smooth SFTP transfer process between your HRIS and our system, please follow the steps outlined below. This guide will help you set up the transfer process, validate your data, and complete the necessary tests before moving into production.
1. Determine the data to send
Reference the attached file template (at the very below) and decide what data you will be sending to us. Ensure you understand the following rules:
Mandatory columns:
Columns A–Q are mandatory for each respondent The columns should not be deleted or altered.
Data must be present in Columns A-D
Forename: Must be populated; this will be used to address respondents in emails.
Surname: Must be populated; also used for addressing respondents.
Email: Ensure all email addresses are correct and unique. No duplicate email addresses should be present.
Employee number: Must be unique for each respondent. If employee IDs are not available, email addresses can be used as unique identifiers. Consistent employee numbers across surveys are crucial for optimised dashboard reporting.
Data in Columns E-H
Line manager name and employee number: Not mandatory unless the employee hierarchy function is being used. If used, all employees should specify a Line manager employee number except for top-level staff such as CEO.
Preferred language: Only required if surveys are presented in multiple languages and the preferred language needs to be pre-selected for respondents.
Access code: Must be specified if using the access code distribution method.
Data in Columns E–Q do not have to contain data for every respondent.
2. Metadata / demographics / panel variables
These are contained in Columns R onwards
These are critical for breaking down data in reports and building display logic in surveys.
Consider the following:
Anonymity threshold: with our typical anonymity reporting threshold of 5, groups ideally must have at least five respondents for reporting.
Useful grouping: Include groups that will aid in interpretation and action planning (e.g., role, department), and avoid overly detailed or unnecessary groupings.
Consistency: Group names must be consistently spelt (e.g., "HR" vs "Human Resources").
Categorisation: Certain fields like length of service should be categorised. Example for length of service:
Less than 1 year,
1–3 years,
3–5 years,
5–10 years,
10–15 years,
15+ years.
3. Data export from HRIS
Once you've determined the data:
Write the export code from your test instance of your HRIS to fit the attached template.
Verify that the exported data aligns with the template requirements.
4. Encrypt the file
Use WinZip to encrypt the file, ensuring the file is secured for transfer - or - use PGP using our Public Key (see the bottom of this help article)
Verify that the encryption is correct.
5. Transfer the encrypted file to our test SFTP
Programmatically place the encrypted file onto our test SFTP instance using the credentials we've provided.
Confirm that the file has been successfully transferred.
Send the encryption password to use, securely.
6. Test data mapping and import
Let us know when the transfer is complete, and we will configure our test instance of the organisation directory (https://sync-staging.peopleinsight-staging.co.uk) to map and import the data.
During the test phase, we will triggering the transfer process manually to expedite testing (i.e. not waiting for a 24-hour cycle). This will allow for faster testing and corrections.
7. Verify import accuracy
Once the data is mapped and ingested, we will provide you with credentials to verify the import.
Ensure that all data has been correctly imported and mapped as expected.
8. Switch to automated transfer
Once the manual transfer is approved, we recommend switching to the automated SFTP transfer for further testing. This involves an automated daily collection of your zip from the SFTP server.
After the automated transfer process is successfully verified, we will provide you with SFTP production credentials.
9. Final production testing and approval
We will set up the production instance of the organisation directory (https://sync.peopleinsight.co.uk) for non-test data transfers.
Verify the transfer accuracy and functionality for live data.
We will also check the automatic addition of survey participants based on leave and join dates before the final sign-off.