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In large organizations, it is typically seen that they use 3rd party systems such as AD, LDAP, HRIS, DaaS software for centralized user management. In the case of UpRaise, it becomes easy for organizations to have seamless integration with such tools to manage users and teams. This is where we brought HRMS sync feature.
As of now, this sync was only available via a pre-configured SFTP server connection, where these 3rd party systems would push updated files on the SFTP, and UpRaise can pull data at a set frequency from the SFTP and update it within UpRaise Company directory.
Now along with the above option, we bring more flexibility to this feature. Now you can import xls, xlsx, and JSON files to UpRaise and sync the user and team data. Let us see how these options work.
Sync via SFTP
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If you wish to use the SFTP option follow the below steps. Setting up SFTP connectionAs UpRaise Admin/super admin, navigate to the Company directory >> click on Import or sync HRMS data >> Import data tab.
Once you turn on the Auto-sync option, below fields are displayed.
Add the above information & click on Save. On a successful connection, the configuration will be saved. Otherwise, a relevant error message will be displayed.
How does Auto Sync work?Once the above setup is done UpRaise will reach out to this SFTP server daily night 11 o’clock & pick up the file/s generated that day. After processing, all UpRaise administrators will be notified via email and sync status will be updated under Logs tab. Do note that name of the file to be picked up by the system should have the following pattern - UserData UsersData for user’s filesand TeamsData for team’s file are mandatory as prefixes in the file names.
The first time around, it may take a few trials & errors to get the JSON format right. For incremental updates, the process will be completed fairly quickly based on the updates. You can download sample templates from the links provided on the Import or sync HRMS data tab as shown in the image below - Once completed, UpRaise will generate a file with execution status in the same SFTP (for which it needs Write permissions on the SFTP). Manual update via SFTPSometimes it is possible that you want to sync data immediately instead of waiting for the UpRaise job that runs every day. Or for the first-time sync, it may take some time to update files so you can also go for the manual update of the file.
This will trigger the manual sync of the file from the SFTP server and the system will immediately retrieve the file on the SFTP server and start the sync. You can check logs for the status from Logs tab. |
Import files from your system
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Apart from the auto sync, we have also introduced a file import function under this feature for the Cloud, Server (v8.7.0), and Data Center versions (v8.7.0) of UpRaise. You can import files in JSON, xls, and format. Regardless of whether the Auto sync is turned on/off, you can import files from your system and process the sync. Let us see how you can import files to sync the data with HRMS tools. Steps to import files
Once the is fetched it shows the number of records found and then records to verify input data. Once verify it and import. Once the file is triggered, it shows the success message. You can check the Logs tab for the status of the sync. Do note that name of the file to be picked up by the system should have the following pattern. UserData UsersData for user’s filesand TeamsData for team’s file are mandatory as prefixes in the file names.
If you are importing User data via Excel, and you want to add multiple teams for certain users, then you need to repeat the blocks/cells of below two columns (in the same order) that are equal to the number of teams you want the user to be associated with. Please check below screenshot of excel sheet. In the above image, you can notice, columns H-M are repeated for Team ID and Team Name. This means the user John Doe belongs to three teams and these three teams will be updated for him.
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Standard file formats and content structure
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The standard format & content of the files should be as explained below User data JSON structureUpRaise expects to receive only the user records in which one or more of the following attributes have been updated - designation, manager, team, UpRaise role. If there are updates to other user attributes in the external system, UpRaise doesn't need to know. User Data JSON Structure
Parameter details
Team data JSON structureUpRaise expects to receive team records in which one or more of the following attributes have been updated - team name, team id, team lead id & name, parent team name & id, team type & description. If there are updates to other team attributes in the external system, UpRaise doesn't need to know. Team Data JSON Structure
Parameter details
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Sample file templates
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