FTP: Published Ordered Knowledge Base: : General | WorkRite Support

Additonal Information

WorkRite Support — Fri, 28 Jun 2019 10:06:24 +0000

Once logged in to your FTP location, the data file should be places in the root directory. The deactivation sheet should be placed in the Deactivation folder.
When a successful import has taken place, the FTP section within the company details page will be updated with the date, status and name of the uploaded file. Only the last 5 successful imports will be recorded.
The import is triggered immediately when the upload is completed. Imports are limited to run once per day.

Multiple file uploads are not supported and only the first file will get processed. The others are ignored and removed to the "Archive" folder, and deleted after 30 days.
It is possible that the import will fail. This can be caused by an error in the file formatting, or a specific entry (e.g. user details missing mandatory information).
Failed reports trigger an email to WorkRite Support and any email addresses specified in your FTP configuration.
The User Upload document can be appended to add a Unique User ID column. This can be used as a method of preventing duplicate accounts being made for users.
When naming the upload documents please do not user multiple “.” in the name, for example “file.upload.name.csv”

File format requirements

WorkRite Support — Thu, 27 Jun 2019 14:41:06 +0000

The user data file can be in .XLSX or .CSV format but must confirm to the WorkRite user data file format requirements. If .XLSX is used, ensure only 1 sheet is in the document, named "Sheet1". If you have not been supplied with the template(s), please contact support@workrite.co.uk.

Please note: Do not remove non-mandatory field columns from the spreadsheet. The field can be left blank, where applicable, but the column must remain in the file.

Field name	Note	Required?	Description
Email	Must be a valid email address and contain no spaces.	Yes	The email address of the user. This will be used as the username for the user.
Job Title		No	The job title of the user can be stored in the WorkRite system, if required.
Phone no		No	The phone number of the user can be stored in the WorkRite system, if required.
Password		No	The initial password of a new user can be specified, if required.
Employee ID		No	The employee ID of the user can be stored in the WorkRite system, if required.
Firstname		Yes	The first name of the user.
Surname		Yes	The surname of the user
RoleName		Yes	The WorkRite system access role to be provided for the user. This field must contain either Student, Client Manager or Client Administrator.
Facilitator		No	"y" or "yes" to set the user as a facilitator
Location	This is an example group type. The title of this column can be amended to suit.	Recommended	The location of the user. Multiple groups may be listed in this field, separated by a semi-colon. For example, London, Brighton, Manchester.
Department	This is an example group type. The title of this column can be amended to suit.	Recommended	The department of the user. Multiple groups may be listed in this field, separated by a semi-colon. For example, IT, Business Systems.
Responsible For Location	If Location columns are renamed then this column will require renaming also. For example, if Location has been renamed to 'Business Unit' then this column should be named 'Responsible For Business Unit'.		The location group that the user is responsible for. This applies only to users that are set to Client Manager in the RoleName column. Multiple groups may be listed in this field, separated by a semi-colon. For example, IT, Business Systems. Users with responsibility over other users will be treated as their manager in the WorkRite system.
Responsible For Department			The department group that the user is responsible for. This applies only to users that are set to Client Manager in the RoleName column. Multiple groups may be listed in this field, separated by a semi-colon. For example, London, Berwick. Users with responsibility over other users will be treated as their manager in the WorkRite system.
Course Group		No
Additional columns		No	Additional group and responsible for group columns may be added to the spreadsheet. All additional columns will be treated as a group type and all data within that column will be a group for the relevant user.

Configuration options

WorkRite Support — Thu, 27 Jun 2019 14:41:11 +0000

The following options can be configured upon implementation. All of these configurations are optional.

Deactivation of users - When enabled, users who are no longer present on the user data file will be deactivated in the WorkRite system. This configuration would normally only be disabled if the deactivation of leavers is to be handled as a manual task or using the bulk deactivation template.
Change user groups - When enabled, user groups (i.e. Locations, Departments etc) will be updated in the WorkRite system in line with the latest user data file. The user will be removed from any previous groups and added to any groups listed on the latest user data file. Additional configuration rules can be applied to updates to the user groups, see below for more information. When disabled, the users will get added to any groups but not removed from any. The following options only apply when this is enabled:

Course group change prevention - When enabled, user's course groups will not be updated in the WorkRite system in line with the latest user data file. This is only applicable if the 'Change user groups' configuration is enabled.
Geographical group change prevention - When enabled, user's geographical groups will not be updated in the WorkRite system in line with the latest user data file. Geographical groups are specified at Group Type level and normally represent a physical location attribute for the user, for example Location or Office. This is only applicable if the 'Change user groups' configuration is enabled.
Non-geographical group change prevention - When enabled, user's non-geographical groups will not be updated in the WorkRite system in line with the latest user data file. This is only applicable if the 'Change user groups' configuration is enabled.
Change user role - When enabled, user roles (i.e. Student, Client Manager, Client Administrator) will be updated in the WorkRite system in line with the latest user data file.

Rename deactivated users – When enabled, if a user is deactivated, the user will have the string "deactivatedyyyymmdd" appended to their username, where "yyyymmdd" is replaced by the date the import is running. Useful if re-issuing email addresses is required.

Managing users by FTP

WorkRite Support — Thu, 27 Jun 2019 14:15:08 +0000

WorkRite support the uploading of .CSV or .XLSX formatted documents which are processed to perform user management actions (create, update or remove users) The Importer runs overnight daily and can accept 1 file each time.

User data file import configuration options

There are two different methods of structuring user data files for processing by WorkRite, each of these has its own configuration options and file format requirements.

The appropriate method will depend on the data of the source system, the export capabilities and your business requirements.

A single regular user data file

WorkRite can accept a single file containing all current user data. This is the most appropriate method where the data being sent consists of a full snapshot of all users that should currently have access to the WorkRite system.

Separate Starters and Leavers data files

Separate files, one containing the users to be updated or added, and another containing a list of users to deactivate.