SFTP System

To set up your SFTP system we will need your public sftp key. Your public key must be in the PUB format, with your private key in the PPK format. Invalid key formats will be rejected. Once your key is validated, the system will populate your home directory for you with a folder structure similar to the one below.

If you are already an SFTP user and your folder structure is different than below, this structure will be automatically created for you. Your existing files, folders, and processes will be unaffected.

org_name_id/
|----supply_rooms
|         |----supply_room_name_id1
|         |       |----export
|         |       |----failed
|         |       |----succeeded
|         |----supply_room_name_id2
|                 |----export
|                 |----failed
|                 |----succeeded
|----employees
         |----account_name_accountId1_managing_org_id1
         |         |----export
         |         |----failed
         |         |----succeeded
         |----account_name_accountId2_managing_org_id2
                 |----export
                 |----failed
                 |----succeeded

Structure Explanation

The org_name_id folder is your home directory. If your organization does not support supply rooms, those folders will not be present. The general layout is /home/category/category_identifier/result. Placing a file in a category identifier folder will trigger the following:

File type is checked - non-CSV files are automatically deleted.
File name is prepended with the date time it was uploaded.
Based on the category, the importer will process the file.
On import success, the file will be moved to the appropriate succeeded folder.
(To be implemented) On import failure due to recoverable errors, the import process will be attempted again, up to three (3) times. If the import continues to fail, the import is treated as a permanent failure and will be processed accordingly.
On import failure due to unrecoverable errors, the file will be moved to the appropriate failed folder.

The export folders are currently unused and are for future feature additions where we output data about the category to be ingested by your integration.

Import Failure Notification (To Be Implemented)

Imports that permanently fail will result in an email to your specified SFTP contact with the modified file name, location, import processor, and the cause of the failure. If your SFTP contact is un-configured, emails will be sent to your organization's contact.

All files uploaded to the system, regardless of import success or failure, will be automatically deleted thirty (30) days after upload.

Folder structures will be updated hourly based on your current organizational structures in VendNovation. Missing folders will be created. If you have updated your Organization's structures in VendNovation you may need to reconfigure your SFTP integration. Folders that no longer match your Organization's structures will not be automatically deleted to prevent accidental data loss.