Automated Import of Recipient List

Tim Shelton

Updated May 16, 2025 16:28

File-Based

Task	Responsible Party
Provide decision on delivery method: FacilityOS hosted SFTP With IP Access List Without IP Access List Client Hosted SFTP	Client
Provide SFTP access details and credentials, as applicable	FacilityOS or Client (based on client’s decision above)
Specify type of email notifications and email addresses of recipients	Client
Upload to SFTP an import file that meets the formatting requirements	Client
Set up automated job to import data	FacilityOS
Review data and confirm accuracy	Client
Set up automated job to send data file	Client
Enable respective jobs for scheduled import	FacilityOS & Client

The first step is for the client to select a delivery method. Please select from the following:

File to FacilityOS SFTP – FacilityOS establishes a dedicated SFTP folder with unique credentials and client uploads file (MOST COMMON)
1. With IP Access List (RECOMMENDED)
  1. For scenarios where machine uploading file will have a static IP address or IP range
  2. Customer must provide IP address or IP range
2. Without IP Access List
File to client’s SFTP – Client establishes a dedicated SFTP folder with unique credentials and FacilityOS-built job retrieves files

Category	Requirements
Content	Full/complete list of all active recipients (people or locations)
Header Row	Required
Columns	See grid that follows for supported columns Column names in header row must match the grid that follows Not case-sensitive Order of columns does not matter Customer may add or subtract any columns not marked as required at any time without needing to consult FacilityOS
File Name	(Any value)
File Format	Must be one of the following: .csv .txt
Field Separators	Must be one of the following: Comma Pipe Tab
Text Qualifiers	Must be one of the following: Double-quotes (none)
Line End	Must be one of the following: CR LF CRLF

Column Name	Data Type	Description
EmpID	Nvarchar(50)	REQUIRED An alphanumeric unique identifier for the record. Examples include Employee ID, Timekeeper ID, AD Username, and Email Address. This value must not change
FirstName	Nvarchar(50)	Recommended for people records Legal first name
LastName	Nvarchar(50)	REQUIRED for people and location records For locations, use this for the location’s name
PreferredName	Nvarchar(50)	For use when preferred name is different from legal name
CardID	Nvarchar(50)	Card ID
Email	Nvarchar(641)	REQUIRED to send email notification from LogisticsOS
PhoneNumber	Nvarchar(50)	REQUIRED to send text/SMS notification from LogisticsOS
Department	Nvarchar(50)
DeliveryLocation	Nvarchar(50)	REQUIRED* *Use either: DeliveryLocation, or At least one of Building, Room, and Floor
Building	Nvarchar(50)	REQUIRED* *Use either: DeliveryLocation, or At least one of Building, Room, and Floor
Floor	Nvarchar(50)	REQUIRED* *Use either: DeliveryLocation, or At least one of Building, Room, and Floor
Room	Nvarchar(50)	REQUIRED* *Use either: DeliveryLocation, or At least one of Building, Room, and Floor
MailStop	Nvarchar(50)	Add on required to use this field

The standard import logic is as follows:

Add new records
Update existing records that have changed
Disable records no longer present in latest file/source data
- Only applies to records that were within a previous file
- As a failsafe, this step will only be applied when the count of data rows in the file is >50% of the recipient list

The import job may be configured to send standard email notices for the following events:

After a successful import, the source file will be archived to a dedicated directory
Archived files will be deleted after 14 days