Importing users/user data via SFTP

Dado offers direct connections to many systems via their APIs. For some systems, API connections are not possible due to restrictions in that system – or perhaps your package for that system does not include API access. In these cases, it is often possible to export data from that system and import it into Dado using Secure File Transfer Protocol (SFTP).

In this approach, CSV files are regularly created by the source system, and securely transferred to a dedicated server managed by Dado. Every time an import is run in the Dado system, Dado fetches the file from that server.

Is importing data in Dado via SFTP secure?
Restrictions on SFTP import
How to set up SFTP imports into Dado

Is importing data in Dado via SFTP secure?

Importing data into Dado via SFTP is very secure. When you set up an SFTP import source in the Dado platform, Dado makes a dedicated folder on our SFTP server, which is only accessible using the credentials provided in the Dado admin interface. Only people with the highest level of permissions in your Dado account can access these credentials; and it is not possible to access the dedicated folder without these credentials.

You will then set up the external system to send files to this dedicated folder, using those credentials. While Dado cannot guarantee that the external system will store these credentials securely, it is extremely common for these credentials to be stored using good security practices. We encourage you to check the security approach of the external system to confirm this.

You can specify exactly what data is exported from the external system, and what data Dado pulls in, so you are always fully in control of which worker data Dado has access to.

Restrictions on SFTP import

Dado can only accept CSV files via SFTP

The data put into the SFTP folder by your external system must be in CSV format. This is a very commonly used format, so most systems should be able to send data in this format.

Each SFTP folder can only be used for one system and one file type

You will need to set up a dedicated SFTP folder for each file you wish to import from an external system. This is a security measure to reduce the re-use of access credentials.

That means if you want to import a separate file containing contractor data, and a separate file containing employee data, you will need to set up 2 SFTP import sources – even if that data is coming from the same external system.

Fortunately, it takes only a minute to set up an SFTP import source; and there are no restrictions on how many import sources you can have in Dado.

How to set up SFTP imports into Dado

Step 1. Create your dedicated SFTP folder

Go to Employees > Import Sources in the Dado admin interface
Click on the Add Import Source button on the right hand side
Click on SFTP
Select a name for your SFTP import source. This only appears in the Dado admin interface. We suggest you choose a name that includes the external system that will be putting data into the folder and the type of data that will be contained. For instance: Rippling Employee data
At this point, Dado will created the dedicated SFTP folder, and you will be shown the access details. Make a note of these; you will need them in the next step. You can now leave this page in Dado, and go to your external system.

Step 2. Set up your external system to send CSV files to the SFTP folder

Many systems offer the ability to set up a custom report, and then regularly export that data in CSV format to a SFTP folder.
Set up the report in your external system, including all the data points you'll need for Dado. Be sure to include at least one email address for each user, as Dado uses these to uniquely identify users.
Download a copy of this report in CSV format. You will need this for the next step.
Set the report to export to the SFTP folder in CSV format on a daily cadence.
- If you have set up your Dado imports to run automatically, set the report to export an hour before your daily import.
- You can check the time of your daily import by going to Employees > Imports
- Click the Import Settings button in the top right
- In the window that appears, you'll see the time of your daily imports

Step 3. Specify what data Dado should import from your CSV

Return to the Dado Import Sources page and click on your SFTP import source
This will open up the settings for this import source. You will now add Field Mappings to specify which data Dado should import from your CSV
For each datapoint you want to import from your CSV:
- Click Add field
- In the left-hand column, add the column header exactly as it appears in your CSV file (including capitalization).
- In the right-hand column, add the Dado field where this datapoint should be stored. Please note: you may need to create custom fields for some datapoints.
Once you have added all the mappings you want, click the Save Changes button below and to the right of your field mappings
You can return to this page at any time and amend these Field Mappings. Remember to save your changes each time.

Step 4. Run a test import

At this stage, we suggest you run a manual import to test that the import source is set up correctly. You should do this only after your external system has exported a CSV to the SFTP folder. We recommend waiting 15minutes after the external system has started the export process, to ensure the file has reached the folder.

Start by turning off automatic imports (if you have them turned on) for the duration of your testing:
- Go to Employees>Imports
- Click on the Import Settings button on the top right
- Turn off the first toggle, labelled Automatically import from all sources
Run a manual import
Check that the data from your external system is flowing into Dado as you wish
Discard this import, rather than saving it
Make any changes needed, eg to the data exported from your external system or the Field Mappings in Dado
Continue running test imports until you're happy with the outcome.
When you're finished testing, don't forget to turn automatic imports back on (if you had them switched on previously)