Built for Teams has a powerful data import engine that allows you to easily sync data from your other HR systems. There are two ways to utilize this import functionality: manual CSV import, or automated CSV import. This article explains how to use the automated CSV import functionality. To learn how to manually import a CSV file, read this article.
First, you or your IT department will need to set up an SFTP account on a server, with a folder where your system can regularly update a CSV (Comma Separated Values) data file. You'll need to then create login credentials for Built for Teams to use.
Once that SFTP server is set up and you've created a username and password that can access that server, the next step is to login to your Built for Teams account and follow these steps:
- In order to learn how to map your data file's fields to the system fields, you first need to do a manual CSV file import. During this process you will map your fields to the system's fields. For example, your file may have a field called "Emp ID" which you'll map to our "Employee ID" field. The automated importer will then use these field mappings as it processes future file imports.
- Now that you've mapped your data file fields, go to Settings > Imports.
- Click the Edit button.
- In the Protocol field choose SFTP - SSH File Transfer Protocol. Note that if your server only supports FTP, it must be secured with TLS.
- In the Host field, enter the name or IP address of your server (e.g. ftp.yourcompany.com).
- You may leave the Port field blank unless your server must be accessed using a non-standard port.
- Next, enter the Username and Password required to access your server.
- If the login credentials provided in the previous step don't automatically access the folder where your data file resides, enter the path to that folder in the CSV Folder Path field. You may enter either an absolute or a relative folder path.
- Now, click the Test Connection button. When you click this button, Built for Teams will use the information you've provided to attempt to connect to your server. You'll see a message indicating whether the connection attempt was successful or not. If it fails, an error message should help indicate the cause of the failure. If you need additional help diagnosing this error, please have your IT staff contact our support team.
- When the connection test is successful, you can set a desired Import Frequency for automatically importing your data file either daily or weekly. The importer runs at midnight each night, so as long as your data file is updated on your server before then, the import will process your latest changes for that day.
- And finally, enter an email address where the system can send a Notification Email each time the automated import process completes. If you chose to import daily, you'll be receiving an email each day so you may want to set up an email rule in your email account to automatically folder these email notifications.
- Save your changes and you're all set! The system will automatically login to your server on the requested schedule and process the CSV file that has the most recent timestamp. Your HR system can either update the existing data file or place a new file on your server. In either case, Built for Teams will process the correct file because it looks for the newest file.