Configuring An Advanced Datafeed

by C.W. Holeman III


You are almost certainly in the wrong place. In virtually all cases, clients utilize the Basic Datafeed Configuration. Unless you have Enterprise Grade datafeed requirements, you should head over there. A word of warning. If you are not an extremely technical person with specific complex requirements, we highly recommend sticking with a Basic Datafeed.

Please start this process by ensuring you know what a datafeed is, and how they work, as having this context will help you understand why we are asking for some of these details.

Step 1

Your first step will be to determine if you will need any nonstandard profile fields, and (if so) to add them to the system. All Profile Fields that will be used to permission content must be Select Fields. Note that you do not need to create the values for Select Fields, as whatever is used in the incoming file will populate the user's profiles.

Step 2

Determine Configuration Preferences

  1. Let us know what Source system which will be pushing the data from your end.
    This is typically your HRIS system. In some cases (particularly for API setups) we may need some more info from you, depending on who you will be using as your Source.

  2. Let us know the best frequency of your datafeed: How frequently do you need to update your users in Wisetail?

    1. Once a day? (Recommended: once a day after hours, so that new users will be ready first thing in the morning.)

    2. Once a week?

    3. Something else? If you have special requirements, please discuss them with us, and we can get that sorted out.

  3. In addition to the frequency, we need to know what the specific scheduled time of day that your Source will be providing new files, so we can insure we schedule our system to process them after they are actually in place. Please ensure you provide this time as MST.

  4. What Option do you want to use for Duplicate User Management?

    1. Remove From Feed: Ignore the duplicates (do not create duplicate users).

    2. Append To Username: Create new users, and append a number to them. Such as: username, username1, username2.

  5. Do you want the datafeed to send new user welcome emails: [ Yes / No ].

  6. Specify a default password for all new users.

    1. Note: You MUST select a default password.

    2. Note: The password must meet your minimum password requirements as configured under Admin Tool --> System --> Settings --> Password.
  7. Specify the Match-on field (typically Employee ID).
    In other words, What will the unique value in the datafeed be that we will use to create/update users in Wisetail?

  8. To what email address(es) do you want your datafeed email notifications to be sent?

  9. Inactivate non-existent users? [Yes / No].
    Typically all active users are provided in each datafeed file. If a user is not in the file, they will be automatically inactivated. You can change this behavior such that only updated and new users are in the file. Which of these options would you like?

  10. What format would you like to use for your username generation?
    1. This can be essentially any combination of the system profile fields in your datafeed. For instance, email, or first name+last name, or first name+last initial, etc.
    2. However it is limited to first character or all characters of the profile fields.
    3. It also must be a minimum of 4 characters. 

Step 3

Pass everything to Us

  1. You will provide us with the configuration options collected in and decided upon in Step 2.
  2. We will provide you with the SFTP credentials.
  3. You/your Source will initiate the file upload to the SFTP server.
  4. We will go over this file to analyze & validate it to ensure there are no unexpected or non-supported features, and will work with you to take care of any that arise. 
  5. We will map profile fields that will be used as system fields.
  6. We will start the datafeed


Note: Here is a sample file that you can provide to your data Source if they need an example.

Note: It is critically important that your data source does not use an IP Address. Wisetail is a cloud-based platform, and our endpoints can & do change in an irregular, non-predictable manner. If you utilize an IP Address rather than a Wisetail-provided domain it becomes a matter of when -not if- your system will break.



sFTP vs. API


Standard Datafeeds utilize sFTP (SSL File Transfer Protocol). These are the fastest, most simple, and cleanest transfer of information from your HRIS (or other input Source) into Wisetail. We highly recommend using an SFTP datafeed if possible.

An SFTP datafeed works by having your Source create a .csv file and copying it into our SFTP server. We then run a script to create or update your employees based on the contents of the file. We can also handle .xlsx and .xls files, but we recommended .csv as they are the least likely to have undesired issues. If using a .xlsx or .xls file, this must be single sheet file. We can also access an SFTP server of the Source's if they support that but not placing the file in an external (to them) server.


An API datafeed works exactly the same as an SFTP datafeed, except that instead of the input Source exporting a file to an SFTP server, the Source creates a report on their system. We would then custom-build a script that will make an API call to your Source system and fetch the report. This report is then placed in an internal SFTP server. Once the file is in our server we proceed the same as we would for an SFTP datafeed. 

We recommend using an SFTP datafeed over an API datafeed if your Source can do one as APIs are more complex (and expensive) to configure and maintain, and more prone to breakage.




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