What is SFTP?
SFTP (Secure File Transfer Protocol) is a way for securely transferring files between two systems over an encrypted connection. Unlike regular FTP, all data - including credentials and file contents - is encrypted in transit.
With a Secure File Transfer Protocol connection, your HR or benefits platform can automatically send an employee data file to YuLife's secure server on a regular schedule (e.g, daily or weekly), keeping your employee records up to date without the need for manual uploads.
What permission do I need to be able to view/manage SFTP connections?
To set up an SFTP connection, your YuLife admin account must have the 'Manage external integrations' permission. If you don't have access, ask your company owner to grant this permission.
In your YuLife admin portal, go to People in the side menu, and select Connections. (If you do not see connection options when you click into it, but a "We'll get you set up!" holding page, we may need to review your product set-up before we can determine whether this is possible for your business. Please reach out (by clicking the "Let's talk' button) if you'd like us to look into turning this on for you.)
Go to 'Scheduled updates via SFTP' and tap the Connect button.
3. You'll see an overview of the three-phase setup process. This covers what information we'll need from you, how we'll configure the SFTP server, and what happens when the connection goes live. Tap 'Start your connection' to proceed.
4. The next step is to review the file requirements. This page summarises the employee data fields we'll need in your file, grouped into required, insurance-related, and optional categories. You can also download a template file in the YuLife data format. Tap the 'Continue Connection' button to proceed.
5. A modal will appear asking you to enter a name for your connection (e.g. "Workday SFTP" or "BambooHR Export"). Enter a descriptive name and confirm.
6. You'll then be taken to the connection details page, which shows the open SFTP Configuration tab. This displays the connection credentials you'll need: the host, port, root folder, and username. You'll need to copy each value to your clipboard using the copy button.
7. You will now need to set a password. Tap the 'Set a password' button; your password must be at least 16 characters and include a mix of uppercase, lowercase, numbers, and symbols. A strength indicator will confirm when all requirements are met.
It's important to note that once saved, the password cannot be viewed again. Please ensure you save it in a secure location (e.g. a password manager) before tapping Save.
8. You can now enter the IP address(es) that will connect to the SFTP server. You can add specific IPs (recommended for security) or toggle 'Allow all' if your IP isn't fixed.
9. Head to the Settings tab to choose which admins receive import notifications and whether to auto-invite new employees to the YuLife app. Be sure to tap Save to store your settings!
Connecting with an SFTP client
Connect to your SFTP server as per your HRIS system's instructions
Verifying your connection
After uploading your first file, return to the YuLife Portal and check the 'Recent Imports' tab on your connection page. You should see the import appear with its processing status. YuLife will also send a notification to the configured notification owners when a file is successfully ingested.
If there are any issues with the file format or data, the YuLife team will be in touch to help resolve them.
Ongoing management
Once your SFTP connection is live, you can manage it from the connection details page:
'Status tab' - This will allow you to view the current connection state and sync information.
'Recent Imports tab' - Here you can view a history of all file imports and their processing status.
'Settings tab' - This is where you can update notification owners and the auto-invite setting.
'SFTP Configuration tab' - Here you can update your password or change allowed IP addresses.
If you have any questions or need any further help, please don't hesitate to reach out to us via the YuLife Portal web chat :)