Automated Import of Recipient List

File-Based

Implementation Steps

Task Responsible Party
Provide decision on delivery method:
  1. FacilityOS hosted SFTP
    1. With IP Access List
    2. Without IP Access List
  2. 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

 

Delivery Methods

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

  1. 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
  2. File to client’s SFTP – Client establishes a dedicated SFTP folder with unique credentials and FacilityOS-built job retrieves files

Content & Format Requirements

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

 

Columns in File

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

 

Time & Frequency

  • Once a night updates, outside typical business hours (DEFAULT)
  • Alternatively, other frequencies can be configured per client request

Import Logic

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

Email Notifications

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

  • Success
  • Failure
  • No file found

Archive and Retention

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