Native HRMS (SFTP)
User data integration based on Secure File Transfer Protocol.

Introduction

This document details out the process for integrating your native HRMS (that do not provide REST APIs) with Empuls for automating the user data management.

Data Fields Required from HRMS

The following data fields need to be shared for all employees in a CSV format. The nomenclature for the file shared to be 'ClientName_DD_MM_YYYY'.
Data Fields are provided below:
Column
Data Fields
Required / Conditional
Data Type
A
Employee ID
Required
Varchar
B
Email
Required
Varchar
C
First Name
Required
Varchar
D
Last Name
Required
Varchar
E
Access Role*
Required
Varchar
F
Department
Conditional
Varchar
G
Department Head Email
Conditional
Varchar
H
Designation
Conditional
Varchar
I
Grade Name
Conditional
Varchar
J
HR Email
Conditional
Varchar
K
Manager Email
Conditional
Varchar
L
Cost Centre
Conditional
Varchar
M
Cost Centre Head
Conditional
Varchar
N
Business Unit
Conditional
Varchar
O
Site
Conditional
Varchar
P
Joining Date
Required
Date
Q
DOB
Required
Date
R
Contact
Conditional
Integer
S
Employee Status**
Required
Varchar
*Access Roles can be User, Manager, General Admin & Super Admin.
**Employee Status can be Active/Inactive.
The fields marked as conditional depend upon the modules available, the Rewards matrix, etc.

SFTP Integration Approach

Empuls uses the SFTP approach of data transfer, which follows the structure as provided in the image below.

Integration Process

1. Empuls team shall provide the SFTP folder setup details, namely the Folder link, Username & Password.
2. The client HRMS function is expected to push the CSV file to the SFTP folder. The data shall be of the sequence as provided in the Data Requirements section above. The first row should contain column headers, which shall be ignored while integrating. The system can set a daily scheduler to push the data at midnight.
3. The data shared will be pulled by the Empuls application at 1 am through a scheduled crone job. The system shall validate and process data as elaborated in the next section.
4. The system shall log the update status and send a mail communication to the client POC regarding the status of the data uploaded. Details of the mail are provided in the next section.

Data Validation and Processing

The data sharing shall follow the guidelines provided below.
    The data shall be shared in a standard excel file with .csv extensions.
    The data shall follow the format as provided in the data requirements section.
    The system will validate the data with checks if
      Mandatory fields are not empty.
      The data shared matches the standard template wrt to columns.
      The email id field has a valid email id.
      The primary email id field has a valid domain (among the whitelisted domain names).
    The data processing shall follow the sequence below:
      The CSV data is read in rows wherein the email id in the first row is compared with the whole inactive list.
        If the user exists in the inactive state, the data is updated as per the newly processed csv. The user account is now flagged as 'Inactive'.
        If the user does not exist, then the user account is created and flagged as 'Active'.
      The process continues until the last row of the excel sheet is read.
      Users who are marked "Inactive" under the Status column in the input CSV will be deactivated.
Last modified 1mo ago