sFTP or secure FTP enables people to transfer files securely. We offer this connection so there may be a smooth transfer of data from your HRIS system into Emtrain AI. For those using Emtrain's hosted instance, the data you transfer is typically used to create and/or update user profiles. Additionally, for both Hosted and SCORM clients who have purchased a Premium Analytics subscription, the SFTP data sync can also be used to provide the demographic data needed for segmentation reporting. Please note that your SFTP sync must be set up to send your csv file directly to a subdirectory.

Recommended Steps

1. Configure your Emtrain AI Account with the Open Public RSA Key to establish validation
2. Update your HRIS report export to be sure the formatting is correct
3. Prepare a test file with 5-10 users & send to Emtrain for review and initial mapping (be sure to send the test file manually - user data can be fake)
4. Upload the test file in order to test and review selected records to be sure changes were made as intended
5. Once test file is verified, file uploads may commence as frequently as once per week (or > every 7 days)

Configuration

To configure the SFTP Data Sync, you will need to add an SFTP Key to the Integration area of the Site Config option located in the Manage Tools. 

Public Key

AI uses key-based authentication to authenticate the SFTP connection. The file sender (whether this is you or a third-party) must provision an Open Public RSA Key for the server or application that will be connecting to our SFTP host in advance of any transfer. This key will be used to validate the sender before the file can be sent. The first characters of the Open Public RSA Key will always be ssh-rsa followed by a long alphanumeric string. Please be sure to configure this in advance of any testing, as the file transfers cannot proceed without this key. 

File Preparation

Column Order

The order of columns in the file should match that which has been mapped on the account for the Roster Import Tool. If you need to update the mapping prior to establishing the integration, you may do so by manually uploading one record.

Data Format

• Status must be sent as active or inactive or onleave (case sensitive).
• For Hosted Clients data will be synced using the email address or Employee ID (please specify your preference during testing).
• For SCORM Clients data will be synced using the SCORM ID
• When providing Employee ID data, the system requires that it must be unique (even if it is not being used as your .csv sync field).
  
• Supervisor Status must be sent as Yes or No.
• Date fields must be listed as YYYY-MM-DD.

File Name

When configuring your HR system to generate HR Learner Sync import files, the following file name (naming convention) is recommended:

emtrain_hr_learner_sync_YYYY_MM_DD.csv (e.g. emtrain_hr_learner_sync_2015_01_01.csv)

Order of Processing

You may send multiple files should you choose to (new hire roster, promotions, terminations) in lieu of a full file. If you send multiple files, our server locates all sent files at one time, then processes them one by one. To reduce processing time, it is strongly recommended that you only send your deltas rather than your entire roster.

PGP Encryption

Emtrain is able to offer file transfer with PGP encryption. Should you opt to use PGP, please advise your Implementation Specialist. They in turn will activate the PGP encryption feature on your account and provide the public key to be use in the encryption process. 

When you use this encryption method on your file the resulting file extension should be .csv.gpg

File Transfer

Sending the file

The file sender connects to our SFTP server via a File Client with the following credentials:

• Host: sftp-ai.emtrain.com 
• Directory: /csv-sftp
• Port: Set this to "2222"
• Protocol (Authentication Type): Set this to "SFTP - SSH File Transfer Protocol" 
• Username: Account Id (obtain this by navigating to the Site Config area of the Manage Tools and choose the Integration tab. Then scroll down to User Roster and check the box for "Enable SFTP Connection. Your Account ID will appear.
  

File Location

Please note that your SFTP sync must be set up to send your csv file directly to a subdirectory. The file must be uploaded to the folder /csv-sftp. Emtrain is not able to process files unless they are uploaded directly to the folder. An sftp client should create this folder if it does not exist, which is something that most sftp systems do automatically.  

Frequency & Transfer Timing

Files should be loaded no more than once per week. Properly uploaded files placed in the queue should take no more than an hour to upload successfully.