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How to Use Flat File Integration

Learn more about utilizing flat file integration with Quantum Workplace.

In this article:

Overview

With a flat file integration, your organization pushes a CSV file to an SFTP site, which is then picked up and processed nightly (outside normal business hours) by the integration process on QW’s end. The file can be pushed from your end automatically via a file feed from your HRIS, or manually.

Build process

  1. QW will create an SFTP site for your organization. The credentials will be transmitted to you via a secure link.
    1. We can also use an SFTP site on your end, if preferred. We would then need the credentials from you.
  2. Your organization creates the file/report with the data you want the integration to process.
    1. See this page for information about file/report dos/donts.
  3. A sample report is sent to QW so we can begin the mapping process on our end.
    1. This report must be the exact format/structure the production file will be. Columns cannot be moved/removed/added.
    2. If you’ve set up the automated file feed on your end, feel free to enable it to send the initial file. We clear out any existing files from the SFTP site prior to enabling the integration.
  4. Once QW begins the build, the timeline is up to 5 business days. When complete, the integration will be enabled and begin running nightly to process any files it finds within the SFTP site. You will be notified once this happens.
  5. Your organization will set an integration notification admin to be notified of any processing issues.

Flat File Integration Overview

A flat file integration allows your organization to send a CSV file to an SFTP site, which is then picked up and processed nightly by Quantum Workplace (QW). This file can be sent automatically from your HRIS or uploaded manually.

Integration Setup Process

1. SFTP Site Setup

  • QW will create and provide SFTP credentials via a secure link.
  • Prefer to use your own SFTP? We can work with that. Just send us your credentials securely.

2. Build Your File

  • Create a CSV report with the exact data you want QW to process.
  • View formatting guidelines and dos/don'ts here.

3. Send a Sample File to QW

  • This sample must match the final production format exactly (no added, removed, or reordered columns).
  • If your system is already set to send automated files, you can enable it to send the initial version.
    Note: We’ll clear any existing files on the SFTP site before enabling the integration.

4. QW Builds the Integration (Up to 5 Business Days)

  • Once we begin, setup typically takes up to 5 business days.
  • You’ll receive a confirmation when the integration is live and running nightly.

5. Set a Notification Contact

  • Assign an Integration Notification Admin on your end to receive alerts if any processing issues occur.

Need Help?

Still have questions or need help building your file? Contact Support or reach out to your Implementation Manager.