SFTP - Setup instructions

TABLE OF CONTENTS

• SFTP - Setup instructions
  • Hosting and authentication
  • Configuration
  • Frequency and scheduling
  • Reporting and error-handling
    • Related FAQs
  • How to create a public SSH key for the SFTP server
    • Format
    • Pattern
    • Creating SSH Keys 
    • Sample Key
  • Instructions for specific record types

Hosting and authentication

We host your SFTP folder on its own SFTP server (via AWS). Each client will have a unique user account with direct access to their specific SFTP folder. We support key-based authentication. As a result, you will need to create a public-private key pair and enter the public key in the Public Key field when setting up your folder. The key must be in openSSH RSA format. To create the keys, see How to create a public SSH key for the SFTP server below.

Configuration

1. Enter the public key you created in the Public Key field. You can optionally update the Username field. The value in the Username field must start with a letter, digit, or underscore and be 3 to 100 characters long. It can contain letters, digits, underscores, at symbols (@), dots (.), and hyphens (-).

2. Copy the Username, Spotnana domain URL, and Port number values to a secure location as they will be needed later by the team within your organization that configures the sending of files to the newly created folder. 
   Note: Once the SFTP folder setup is complete, these values can be accessed again under Manage.

3. Enter the email address(es) where you would like to receive reports on your file uploads in the SFTP email notification field. For details, see Reporting and error-handling below.

4. Click Connect.

Once a public key has been added, the initial status will be set to Unverified. This will be the status displayed on the OBT until an actual file is received in the folder. The file sent can be a test file of your choice or an actual HR feed or custom field file (only files in supported formats will be processed). In addition, if the public key is subsequently updated, the status will be reset to Unverified until the next file is received.

To remove your SFTP folder, click Disconnect. This will remove your SFTP folder. If you later need to set it up again, you will need to enter in all the information described above from the beginning.

Frequency and scheduling

You determine the scheduling and frequency of file uploads. We use the file object creation trigger to initiate the file processing. This means that as soon as you push a file to your folder on our SFTP server, our application will begin processing the upload. 

For frequency and scheduling recommendations specific to each record type (e.g., users, custom fields, legal entities), refer to the Frequency and scheduling section in SFTP instructions for each record type.

Reporting and error-handling

We collect data on your file uploads and use it to create an internal report after each file upload. This report is sent to the email address(es) you provided in the SFTP email notification field during setup. For each file uploaded, the report will contain: 

• any reasons why a file upload failed (wrong format, missing column names, etc.).

• any reasons why a row within a file was unable to be uploaded. We do not do partial updates and will fail the row if an error occurs in a specific column or a required field is missing for that row. 

• the status of the upload (pending, successful, failed).

You can use the contents of this file to troubleshoot any errors. If you are unable to correct the error, contact technical support. 

Related FAQs

1. Do we accept an incremental file that only contains those records that need to be either updated or added?

   • Yes

2. Does the file you upload (whether sent via SFTP or manual upload) need to include optional columns even if you are not using those columns?

   • No

How to create a public SSH key for the SFTP server

Use the instructions below to create the public SSH that you will provide to us.

Format

• Type: String

• Length Constraints: Maximum length of 2048.

Pattern

 ^ssh-rsa\s+[A-Za-z0-9+/]+[=]{0,3}(\s+.+)?\s*$

Creating SSH Keys 

• on Microsoft Windows:  Run this command on the command line(cmd):

ssh-keygen -m PEM -f key_name 

Where 

• -m is Format

• -f is Keyname

• on macOS, Linux, or UNIX: Run this command on terminal:

ssh-keygen -P "" -m PEM -f key_name

Sample Key

ssh-rsa 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

Instructions for specific record types

For more specific instructions about uploading particular record types via SFTP, refer to the following record-specific topics:

• HR feeds (users)
• Roles
• Custom fields
• Offices
• Legal entities