Integrate SFTP with Engagedly

Table of contents

1. Introduction
2. Configure SFTP
3. Set up user sync
4. Before user sync
5. Sync employee accounts
6. Set up identifier

1. Introduction

Integrating SFTP with Engagedly allows the admins to sync all the employees’ information, including custom field data, from any HRIS or database system to the Engagedly platform. The integration enables the admins to sync data seamlessly, aiming to improve efficiency, streamline administrative workflows, and enhance functionality, ensuring accurate and timely exchange of employee information. Learn more in Overview of integrations.

2. Configure SFTP

Admins can use Engagedly SFTP configuration or custom SFTP configuration. However, we recommend using the Engagedly server.

Engagedly SFTP configuration

Navigate to Settings > Schedule Reports > SFTP Configuration.

1. In the Engagedly SFTP Configuration field, click Generate SFTP.

The host, port, username, and password are generated. You can regenerate the password if it expires.

   2.  Click the Copy Icon in the Host, Port, Username, and Password fields to copy them.

   3.   Paste them in their respective fields on the File Transfer Protocol (FTP) portal, like FileZilla, and click Quickconnect.

You can use any FTP portal that you use in your organization and paste the credentials. This automatically creates the SFTP folder.

Custom SFTP configuration

If you have a server, you can add your credentials to customize the SFTP configuration. However, we recommend using the Engagedly server.

If you have a server, you can add your credentials to customize the SFTP configuration. However, we recommend using the Engagedly server.

Navigate to Settings > Schedule Reports > SFTP Configuration.

1. In the Custom SFTP Configuration field, click Add credentials.
2. Type the name and host, and set the port.
3. Type the username and password.
4. In the Upload to field, enter the directory path of the parent folder to access the uploaded file.
5. Click Save.

After configuring SFTP with Engagedly, you can paste the credentials into any FTP portal.

3. Set up user sync

Once SFTP is configured, you must set up the user sync process.

   1.  Contact your IT admin to configure a data extraction process to fetch the user details from your HRIS or database in a CSV or Excel format.

   2.  Save the user details in the SFTP folder using the credentials.

   3.   Inform our support team after you save the user details in the SFTP folder.

They will initiate the following:

• Verification process for any discrepancies with the data.
• Mapping between the columns in the file with the respective fields on Engagedly.

4. Before user sync

Before mapping and syncing, you can email our support team

• To enable or disable the following settings on Engagedly as required.
  • Block Non-Synced Users
  • Blocked User Creation
  • Sync Mapped Attributes only

• To choose the following settings on Engagedly as required.
  • Date format
  • HR manager and Secondary manager fields with a delimiter comma (,) or semicolon [;]
  • File extension: CSV or XLSX
  • User identifier: Email ID or Employee ID
  • Manager identifier: Email ID or Employee ID
  • HR manager identifier: Email ID or Employee ID

After successful mapping, our support team will notify the engineering team to initiate the syncing process.

Whenever you add a file to the SFTP folder, the syncing process occurs automatically within 24 hours, and the user fields are updated.

After successful integration, you will receive an email notification from our support team.

5. Sync employee accounts

You can contact our support team to schedule the user data sync to keep employees’ accounts on Engagedly up-to-date. The user data sync can happen once a day, twice a day, or as per your requirements.

With each user data sync, the following user details are updated:

• Adding new employees
• Updating the existing employees’
• Blocking or dismissing the employees
• Editing the department, job titles, and other employee-related information available in the field mapping

After every sync, the employees’ details are automatically updated on the Engagedly platform.

You can contact our support team to stop syncing the employees’ details.

6. Set up identifier

You can opt for the unique identifier as an employee ID or an employee’s email ID. By default, the email ID is the primary unique identifier. You can contact our support team to set the employee ID as the primary unique identifier.