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How to send HRIS data from SAP SuccessFactors via SFTP
Who is this guide for?
NOTE: this guide covers how you can send your HRIS data from SAP SuccessFactors through a SFTP connection which uses our PARTIAL import process. Partial imports are good for when you upload a data file that contains new or updated information for a subset of your employees. Employees NOT in your data file will remain active. See: Importing your user data to Culture Amp for more information.
You can save time and effort by configuring your HRIS to automatically extract and send your employee data to Culture Amp via Secure File Transfer Protocol (SFTP).
You can use the integration to automate updates to the demographics outline in Step 1 and from time to time upload additional demographics (e.g. diversity & inclusion demographics for understanding engagement results) via 'Import users'.
Setting up an SFTP integration may require assistance from your IT Team. We've provided detailed technical instructions that you can provide to them during the set up process.
SFTP updates the user data using our Partial Import process. This means that you can update or add data via SFTP and manual uploads if you do not have all your information available in SAP Success Factors.
Step 1: Create a custom report in your HRIS
Create a report that contains all the employees and demographics you want to import into Culture Amp. We recommend that you start with our Employee Data File Template. If you have existing data in the platform, you can head to your Settings > Users > Export Users and use the headings that are included in the export to create your template. If you have additional demographics that want to send through in addition to the existing data, you can add these columns in the report you are creating.
At a minimum, for every employee you want to update, you must include:
Employee email (Email) OR Employee ID. You can include both pieces of information if you have this available.
Below are some additional demographic columns that are commonly included in employee data files:
Preferred Name (This will be used in survey communications)
Date of Birth
Manager Email (All values must be in lower case)
You can also include any other demographics you wish to report on.
If you plan to create a hierarchy, or already have a hierarchy enabled, every employee except one must be assigned a manager using a unique manager identifier (e.g. Manager Email or Manager ID)
Step 2: Create an SSH key pair
An SSH key pair will ensure the SFTP connection via your client/HRIS is unique and secure. An SSH key pair is a pair of unique keys that are generated by you and saved on your computer. There's a private key which should only be used by you (or very carefully within your own organisation), and there's a public key which can safely be shared outside your organisation. The integration uses the combination of the two keys to verify the security of the connection.
The private key will remain with the SAP SuccessFactors. The public key will need to be entered in the Public Key field on the Settings > Data Integrations page in Culture Amp. This can be done by a Culture Amp Account Administrator.
NOTE: Our SFTP only supports openSSH key pairs, not SSH2. If your HRIS or command line tool generates keys in SSH2 format, you can convert them to openSSH using the instructions in the guide below.
Step 3: Connect your SFTP client with Culture Amp
Most SFTP clients will require the following information to set a connection. Some of this information can be found in Culture Amp (Account Admin > Data Integrations > Select your HRIS > Set up Integration). Make sure the hostname and username you use to set up your SFTP client are copied directly from the setup form in Culture Amp. Both are case-sensitive.
Logon Type: Key File
Host/Hostname: Can be found Culture Amp
Username: Can be found Culture Amp
Step 4: Testing your SFTP Connection
If you're having problems with your SFTP connection, we suggest testing it by first running a manual import of your data. This will ensure you have a valid data set, and allow you to focus specifically on the SFTP connection.
Export your report from SAP SuccessFactors in XLSX or CSV format
Head to your Settings > Import Users > Partial Import page and upload the custom report. You will need to go through the steps until you reach the “Review Import Summary” stage.
Review any errors and request adjustments to the report, if any are required.
Cancel and do not “Apply changes”. This is because you are only testing the data and do not want to apply the changes via this manual upload process.
Test your SFTP connection by transferring your data via SFTP
If the transfer fails, you now know the issue is with your SFTP connection and not your data file.
Troubleshooting integration issues
If you are facing issues with syncing your data from SAP SuccessFactors to Culture Amp, you can view troubleshooting information we have included in our Troubleshooting SFTP integration issues guide.
Add your hierarchy
Once your integration has been successfully set up, the process of adding hierarchy to your account is a once off manual task.
The steps to add hierarchy to your account can be located via our Add your hierarchy guide.