The outbound component of PageUp's integration offering provides a seamless transfer of data relevant to a new/existing employee to facilitate the automated creation/updating of employee records in your HRIS system. It reduces the need for manual employee record creation or updating and improves data integrity as human error in manual record creation is effectively minimized.

We work with you to understand what information is required in order to successfully create/update employee records in your HRIS system and configure the system accordingly to capture this information at the appropriate stages of the recruitment lifecycle. This information is then mapped between the two systems to provide a clear understanding of where a required piece of information is captured and at what stage.

PageUp recommends that all customers speak to their HRIS provider about potential integration costs and requirements to gain additional information.

How is this information transferred between the two systems?

The new hire or existing employee information is transferred using a schedule. Our scheduling offering is flexible so you can be assured that your scheduling needs will be met. The platform by which the information is transferred between the two systems is via sFTP. PageUp can host the sFTP or we can deliver files to an sFTP server hosted by our customer.

Where PageUp's SFTP is used, customers are expected to retrieve files in a timely fashion according to the agreed schedule with PageUp and for security purposes and ease of management, we require files to be removed from the PageUpOut folder by the customer's script after the successful transfer of the file to the customer's system. This service is in place to provide a data transfer platform, not a data storage platform and is not suitable as a backup or archiving location.

In terms of authentication, the following methods are supported:

• Username/password
• Key authentication
• Dual (both key and password)

The information is structured into a flat file and the following supported file formats:

• *.CSV (pipe/comma delimited)
• *.TXT (pipe delimited)

Encryption of the data is also supported by PGP encryption. To enable it, you must first provide PageUp with your PGP Public Key.

How do I import PageUp data into my HR System?

Through the export process, PageUp provides the customer with a flat file (*.CSV or *.TXT) consisting of employee data. In most cases, the HRIS will likely have mandatory formats/naming conventions that need to be considered before completing the load of PageUp data.

Identifier Requirement

For 2-way integration, each customer is required to receive and store a numeric unique identifier, which will be provided by PageUp for each record as it leaves the PageUp system. This unique identifier is exclusive to each individual user within the file and must not be shared, doing so can cause errors such as duplicate user accounts. This identifier should be stored within your HRIS and may reside in any arbitrary field, provided it is uniquely set against that record. 

The purpose of the unique identifier is to enable the system to accurately match the record when it is returned to PageUp via the 2-way integration. Should your HRIS be unable to store and subsequently return the unique identifier to PageUp, manual intervention will be necessary to manage this process.

Sample Specification

Download and view a sample new hire export file and refer to the PageUpApplicantID column.

For more information on the details of the unique identifier for the inbound file, refer to the User section in the Inbound file data formats document.

Data Validation

PageUp provides a level of data validation during the application and offer process (within the web application) however, PageUp recognizes that each customer is unique and will have a specific set of data requirements that need to be satisfied.

The options provided below will give you an understanding of the most commonly used functional solutions our customers have developed to support the creation of employee records in their HRIS.

Staging Table

Manual checks

Once the PageUp data has landed on the customer's sFTP server the information is loaded into a staging table. The staging table translates the PageUp flat file data from a simple text format and presents the data in a table format that is easy to review by the end user.

The end user; usually a Payroll or HR Administrator, is then able to make any necessary updates to the file prior to the information being loaded into the HR System.

System driven validation checks

Some customers opt to develop a solution that incorporates business rule checks into the staging table to validate the information provided by PageUp. This is to ensure the data meets the requirements to create an employee record in the HR System.

For example, the customer HR System may not accept hyphens in the employee address field, or only accept employee records where the weekly working hours are within a specific range.

Any exceptions that are identified during the validation check would be excluded from the data load and would require manual intervention by the Administrator to validate and fix prior to loading into the HR System.

Automated Load of Data

Some customers employ a higher number of validation checks within the PageUp solution as part of the recruitment process. This is often in the form of an Administrator being part of the offer approval process. It is the responsibility of the Administrator to validate all applicant and offer details prior to the formal offer being provided to the applicant.

Any changes that are required will be completed in PageUp prior to the export file being triggered. Once the file is transmitted to the customer's HR System the information is then automatically loaded to create an employee record.

Middleware HR Interface

Some customer opt to purchase a 3rd party middleware software solution to manage the transition of data between PageUp and the customers' HR system. When the export is triggered, the file will be consumed by the middleware solution and customer specific business rules will be applied to validate the employee data.

Once the information has been validated the data will be automatically loaded into the customer's HR system. Any exceptions that are highlighted during the validation process will be flagged as an exception and require manual intervention prior to loading this data.

Storage of copies of exported data

The exporter can be configured to keep a copy of the exported data in PageUp for a configurable number of days. This period is mandatory and limited to a range of 1-30 days. Data from exports older than 30 days will be deleted.