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HiBob - 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 utilize full files and delete rows that are not present in each transfer.

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

Step 1: Create a custom report in HiBob

  • From the left menu, select Analytics > Reports.
  • Click + Add New.
  • Select Report > Start from scratch > General report.
  • The Build report from scratch popup appears, containing the column picker
  • From the left column, select the fields you want to appear as columns in the report. Either search for the field or click on a report type. Then, click on the field name to add it to the column on the right.
  • You MUST include the Employee ID field

You may also include any of these other fields in your custom report:

Basic info:

  • Display Name
  • Email
  • First Name
  • Last Name
  • Avatar URL

Address:

  • Address line 1
  • Address line 2
  • Zip/Post/Postal code
  • State/Province/Region
  • City
  • Country
  • Site
  • Site city
  • Site country
  • Site State/Province/Region
  • Site address line 1
  • Site address line 2
  • Site Zip/Post/Postal code

Employment:

  • Employee ID
  • Employment effective date
  • Employment type
  • Employment type/Effective date
  • Employment contract
  • Employment contract/Effective date
  • FLSA code
  • Salary pay type

Home:

  • Gender
  • Marital Status

Identification:

  • SSN

Work:

  • Currency
  • Job title
  • Department
  • Start date
  • Employee Number
  • Work Location ID
  • Reports to
  • Manager's ID
  • Work effective date
  • Base salary/Effective date

Payroll:

  • Base salary
  • Pay
  • Pay/Effective date
  • Salary effective date
  • Salary pay frequency
  • Salary pay period

Personal:

  • Date of birth
  • preferred first name
  • preferred last name
  • Personal phone

Lifecycle:

  • Termination date
  • Lifecycle status (commonly known as Employment status)
  • Status

Compensation band:

  • Base salary currency

Work contact details:

  • Work Location Address
  • Work phone

EEO:

  • Ethnicity

User data:

  • Creation date

Personal contact details:

  • Personal email
  • Personal mobile

Financial:

  • Account number
  • Account type
  • Bank name
  • Routing number

Positions:

  • Position
  • Position/Effective date

Finalize Report

  • To delete a field from the right column, hover over the field name and click X.
  • Click Generate. The report will be displayed.
  • To save the report, click Save as
  • Enter the name for the report as "Employee_Information.csv" and add a description if necessary. Then, select the folder to save it in or create a new folder and click Save.
  • Note: If you leave the page before saving the report the report will not be saved.

Step 2: Configure connection via SFTP

  • Prerequisites: You need to be an Account Admin for your HiBob Account
  • From the left menu, select Settings > Integrations.
  • From the integrations menu, search for SFTP, then click on Connect or Manage from the SFTP tile.

Click Add SFTP destination and enter a Name for the SFTP destination. Then under identification, select Private Key.

Note: If this is your first time setting up SFTP, HiBob will display Connect. If an SFTP destination has already been set up at least once, HiBob will display Manage.

Return to your Link Portal (see below) to get the following information for HiBob: Username, Private key file, Host, Port, Path, then click save.

Step 3: Setup secure file transfer schedule

  • Navigate back to your report that you created in Step 1 - from the left menu, select Analytics > Reports.
  • Find the report that you would like to send via SFTP
  • Click More dropdown on the top right of your screen
  • Click Schedule

Enter the following information:

  • Scheduling name: this can be any value
  • SFTP: Select the destination that you just configured
  • Frequency Period and Timezone: choose any

  • File Format: csv

    Now save and run. The reports that you created will now be sent at the schedule that you specified.

    Note: We accept files up to 250MB. Please reach out to your customer support representative if you need to increase this limit.​

    You're done!