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 minimised.
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 clients 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 client.
Where PageUp's SFTP is used, clients 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 client script after the successful transfer of the file to the client 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:
- 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 way of 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 client 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.
For 2-way integration, each client will need to receive and store a numeric unique identifier that will be provided by PageUp for each record as it leaves the PageUp system. This unique identifier needs to be stored in your HRIS and may sit in any arbitrary field, as long as it is uniquely set against that record. The purpose of the unique identifier is for the system to match the record when it is sent back into PageUp through a 2-way integration. If your HRIS cannot store the unique identifier and send it back to PageUp, then a manual intervention in this process will be necessary.
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, please refer to the User section in the Inbound file data formats document.
PageUp provides a level of data validation during the application and offer process (within the web application) however, PageUp recognises that each client 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 clients have developed to support the creation of employee records in their HRIS.
Staging Table - manual checks
Once the PageUp data has landed on the client'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.
Staging Table - system driven validation checks
Some clients 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 client 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 clients 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 client's HR System the information is then automatically loaded to create an employee record.
Middleware HR Interface
Some clients opt to purchase a 3rd party middleware software solution to manage the transition of data between PageUp and the clients' HR system. When the export is triggered, the file will be consumed by the middleware solution and client 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 client'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.