Outbound SFTP Overview

Contents

• Overview
• Available Reports
• File Format
• Delivery
• SFTP Architecture
• FAQs

Overview

This feature allows an organization to send data from Betterworks back to their organization as an alternative to our APIs. For example, customers can utilize this feature to create internal dashboards to report on Goals, Calibration, and Conversation user insights.

This feature must be enabled with support of Betterworks personnel. For assistance enabling this feature, please reach out to your designated Betterworks team or [e-mail].  

Note: Please visit the following pages for more information on our standardized API feature (an alternative option to Outbound SFTP).

• API Platform Configuration
• Developers API Documentation

Available Reports

• User Data (standard_user.export.gz) - List of Users
• Calibration Data (standard_talent_record.export.gz)- List of Calibration Talent Records
• Conversation Data (standard_conversation.export.gz)- List of Conversations
• Goal Data (standard_goal.export.gz)- List of Goals
• Department Data (standard_department.export.gz)- List of Departments

Note: Currently, Feedback & Recognition data are not available via Outbound SFTP, however, if this data is of interest, please contact your designated Betterworks team, who will be able to share an update on this enhancement request. 

File Format

• Files are delivered in a zipped JSON format, inclusive of data outlined within the Betterworks API documentation.
• Files are compressed using gzip with a .gz-file format and must be decompressed by the customer upon receipt.
• Files are limited to 10K records. Exports that exceed the 10K limit will be divided into multiple files.

Delivery

• Export Frequency: 
  • Daily (specify # of times the report should be sent daily)
  • Otherwise, the report will be sent
    • Weekly
    • Monthly
    • Yearly
• UTC time (specify the time of day that the report will be sent)
• Control files (.control) will be sent automatically at the scheduled time(s), even if no changes to data have been made
• Delta files (.export.gz) will be only be sent at scheduled times if data changes have occurred since the last received delta export

SFTP Architecture

• First Export (Full Report): Includes all available data at the time of the first scheduled export.
• Delta Export: Includes delta data changes from the last scheduled export. Files contain only changes that have happened since the last file delivery.
• Encryption: Encryption isn't essential for the setup. However, we can offer encryption if required 
  • If a customer wants us to encrypt the data we are sending, they will need to provide us with a public key, and we will set this up for them

FAQs

Can we adjust the delivery frequency to receive the data via SFTP?

Yes, this works similarly to setting up inbound SFTP to send your HRIS data. Please contact your designated Betterworks team to make this request, who will be able to action it for you. Most customers either request a daily file or two files sent per day—AM and PM.

Note: When this feature is first set, you will receive an initial file with all the data from Betterworks. Thereafter, the daily files we send over will be delta files only with changes in data. For example, if a goal was deleted, this will be stated in the daily file we send over.

Is subject_id a system ID for the user?

Yes, this is the user_id from your my profile URL; please see the example below.

Does the modified_by field represent the user who made the latest changes to the employee data within the calibration session?

No, this is the user_id of the person who made the change to the employee data in the cycle (not the session)

Does the rating_performance_manager field represent the value for Manager Performance Rating?

This talent key will be displayed in the UI based on how it is labelled in the Calibration template.

Advise how the SFTP nine-box result translates to UI. For example, nine_box_position: [2,2] for Jane Walter looks as follows:

When working with the nine-box matrix, you will use coordinates in the form (x, y), where 'x' represents the position along the x-axis and 'y' represents the position along the y-axis. The x-axis is associated with the first number, and the y-axis with the second number- [x,y].

What does the setup process look like? 

1. The customer contacts their designated Betterworks team to make this request
2. Betterworks confirms the customer's suitability for this feature and obtains all relevant setup requirements
   1. Encryption isn't essential for the setup. The customer will need to share a public key with Betterworks if data encryption is needed
   2. No public key is required if the customer chooses not to use encryption
3. The Betterworks team will manage the entire setup process, and timelines vary depending on how busy our engineering and product teams are. As an estimated guideline, setup can take anywhere between 3-8 weeks. If an escalated timeline is needed, please notify your Betterworks team accordingly.