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ADP Workforce Now - How do I send HRIS data via SFTP?

This article applies specifically to organizations using the HRIS Sync integration.

Overview

SFTP (secure file transfer protocol) is a secure and private service for sending files over the internet. You can also securely upload reports on a one-time basis via a manual CSV upload. We resync the entire file and delete rows that are not present in each transfer.

In this guide, you will be given instructions on how to create a custom report in ADP with fields that you want to include for your use case.

This guide is tailored to ADP Workforce Now. If you have another product, like RUN, DECIDUM, or Vantage the following steps may still apply but the may look a little different.

Step 1: Create a custom report in ADP

  1. Log into ADP and click Reports & Analytics

  2. Click Set Up New under the Custom Reports

     

  3. In Set Up New Report page, set the report title to Employee-Census.csv

    1. Note: Please make sure the report is name Employee-Census.csv exactly. No additional text, such as date.

  4. Then click Select Fields to continue

Step 1.1: Add fields to your custom report

Please work with your vendor (who you are sending this report to) on what fields are required for the report. You can find all the fields required for your use case in our SFTP Report Template. Please note that the fields must *exactly* match how they appear in that file.

Note: We highly recommend that you do not ask ADP to create this report for you as we've observed this incurs additional fees.

To add a field:

  1. Search for a field name under ADD FIELDS
  2. Click the + button to add it to the report on the right

CHECKPOINT:

3. When you are done, click Save + Run

4. This will take you to a View Report screen where you can choose to export as csv

5. Click Run to finalize this report

CHECKPOINT

  1. Did you name the report Employee-Census.csv? This is required!
  2. Is the ASSOCIATE ID field the first column of your report? This is required to sync Employees!
  3. Did you add First Name field?
  4. Sometimes ADP will append a Report Totals to your custom report. If that is the case, please also delete this row.

Step 2: Share your custom report

There are two ways to send your report that you created above:

  1. You can use a one-time manual csv upload, see Option 1.
  2. You can also schedule a recurring transfer via ADP's Automatic Export Service (AES). Recurring transfers via AES will incur a monthly fee paid to ADP, see Option 2.

Option 1: One-time manual CSV upload

If you want to update your employee data with a one-time csv upload simply download the report that you created in Step 2 as a csv. Then upload it into your Linking modal.

Option 2: Recurring report transfers using Automatic Export Service

To automatically send your report on a recurring basis you will need to contact your ADP representative. They will charge a recurring fee to set up report automation that can be used across one or multiple reports. For more information on pricing, please refer to your ADP representative. Charges may vary but anecdotally we have heard prices range from $30-$50/month.

 

To set up the automation, you'll need to complete a Statement of Work with ADP to initiate the recurring file transfers (see the example below). Once finalized, ADP will apply the automation to the custom report you previously created. The process typically takes 3-4 weeks to complete.

How to fill out the SOW:

  1. Please fill out the fields in Client Supplied Information:
    1. WFN Client ID: the characters to the right of the @ symbol in your ADP login name
    2. WFN Security Master: the person you chose as the Security Master in your ADP instance, this is likely your ADP Admin
    3. Authentication Level: SSH Key (ADP Provided)
    4. Date Stamp Required: No
    5. Require PGP Encryption: Either option is acceptable depending on your preferences
  2. You will find all other required information for the Statement of Work in your linking modal:
    1. FTP Username
    2. Directory
    3. Host Name
    4. Port

Once the SOW is completed, ADP will typically respond in 3-4 weeks with confirmation on when the report is to be scheduled and the required SSH Key to authenticate the connection.

Scheduling the report:

ADP may schedule the reports themselves based on your preferences, but if you would prefer to schedule the report:

  1. Head over to Report & Analytics -> All Custom Reports.

  2. From the Reports main page, find the custom report that you configured and open up the menu. Then select Schedule To Run.

  3. You'll then be in the Schedule and Distribution page. From here you are able to set up a recurring schedule for when your report will be sent. When you're ready, click Apply.

Authorizing the Connection via SSH Key:

*Required* ADP will then provide you an SSH Key which you will need to input into the linking flow:

Step 4: Connection complete

You're done! Once the connection has been established, we will verify that the report has been properly formatted. From there, your data will be synced on the schedule that you configured through ADP!

 

Troubleshooting

If you are having difficulties sending or receiving the data please first check the following common requirements.

  1. Your report name must be exactly "Employee-Census.csv or "Employee_Census.csv"
  2. Your report must have the column "ASSOCIATE ID"
  3. Your report must be in .csv format

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