LifeWorks Automated Onboarding - Supported File formats

Purpose

Few file types can be used by clients to upload user and/or company data:

• companies data (originator upload) --> supported via SFTP
• companies + users data --> supported via SFTP
• users data --> supported via Admin-Panel (Zeus) and SFTP

File schemas are defined in this repository:

• full_import.schema.json --> used by SFTP uploads
• user_import.schema.json --> used by FFU uploads (Full File Uploads via Admin-Panel / Zeus)

File schemas are used to validate field names and record values of uploaded files.

Note: .csv schemas are prepared, but not currently in use by the onboarding apps

Supported file formats

Onboarding pipeline supports file formats:

• csv / tsv --> comma / tab separated values as text files
• xls / xlsx --> excel files

You can access schemas and example files here.

Fields description, examples and validation rules are below. Passed validation of field names and file records doesn't guarantee successful import, but it eliminates the vast majority of potential user errors.

File requirements

• Text files should be either encoded in UTF-8 / UTF-16 or use only English characters with ANSI encoding
• Files must have .csv / .tsv / .xls / .xlsx extension indicating their format
• File should always contain ALL user records (including inactive/terminated users)
• Files should be added as new files and should not overwrite existing files held on the SFTP, therefore we recommend using a date & timestamp in the filename generation process

Properties

Property	Description	Format	Examples	Originator import required	User only import required	Notes
company_id	Unique company identifier	Text, Max length 36	C121523245	True	False
company_name	Name of the Company as it should appear on platform	Text, Max length 255	Example Inc	True	False
employee_id	Unique Employee Id	Text, Max length 36	EID123456	True, if User email address is empty	True, if User email address is empty
email	User email address	Email address as defined in RFC 5322	email@example.com	True, if Unique Employee Id is empty	True, if Unique Employee Id is empty
first_name	User first name	Text, Max length 255	Jon	False	False
last_name	User Last name	Text, Max length 255	Doe	False	False
activation_date	User activation date	Date from which account should be active in ISO 8601 format	2018-10-23	False	False	Default current date if empty
termination_date	User termination date	Date on which account should be terminated in ISO 8601 format	2020-10-23	False	False
country_code	User country code	2 letters ISO 3166-1 country code	GB	False	False
locale	User locale	ISO 3166-1 Country code and ISO 639-1 language code	en_GB	False	False
job_title	Job title	Text, Max length 255	Sales manager	False	False
group	Group name to which user should be assigned	Text, Max length 255	HR, Sales	False	False	Used only if grouping is enabled
gender	Gender	Choice: female, male, other	female	False	False
phone_mobile	Mobile phone of the user	Phone number in international format	+447474747474	False	False
phone_work	Work phone of the user	Phone number in international format	+447474747474	False	False
birthday	User birth date	Date in ISO 8601 format	2018-10-23	False	False
work_start	User employment start date	Date in ISO 8601 format	2018-10-23	False	False
region	Region of work of the individual	Text, Max length 255	Europe, Africa, Canada, Pennsylvania, Western USA	False	False
sub_region	Sub region of work of the individual	Text, Max length 255	Canada/US, Middle America, South America, Southern Ontario, Niagara Region	False	False
city	City of work of the individual	Text, Max length 255	New York, London, Toronto	False	False
location_site	Location or site out of which the individual works	Text, Max length 255	Head office, Bay Office, Don Mills Office	False	False
work_status	Work status of the individual (e.g. Active, STD, LTD, leave, terminated, etc)	Text, Max length 255	Active, terminated, STD, LTD, Family Leave	False	False
management_status	Designation of whether or not the person manages individuals	Text, Max length 255	Manager, Employee, Individual Contributor, Member	False	False
job_level		Text, Max length 255	Executive, management, employee	False	False
division	Highest level department/division/group of the individual	Text, Max length 255	Finance, IT, Corporate	False	False
division_sub1	Second highest level department/division/group of the individual	Text, Max length 255	Billing	False	False
division_sub2	Third highest level department/division/group of the individual	Text, Max length 255	Accounts Payable, Accounts Receivable	False	False
division_sub3	Fourth highest level department/division/group of the individual	Text, Max length 255	See row 8-10 for examples	False	False
division_sub4		Text, Max length 255	See row 8-10 for examples	False	False
division_sub5		Text, Max length 255	See row 8-10 for examples	False	False
occupation	Occupation of the individual	Text, Max length 255	Lawyer, doctor, accountant	False	False
union_status	Union status of the individual (e.g. union, non-union)	Text, Max length 255	Non union, Local 538, Local 358	False	False
pay_type	Pay type of the individual (e.g. hourly, salary, commission)	Text, Max length 255	Salary, Hourly, Commission	False	False
salary	Salary of the individual	Text, Max length 255	35,235	False	False
preferred_language	Preferred language of communication for the individual (e.g. English, etc)	Text, Max length 255	English, French, Spanish	False	False
custom_cut1	First custom demographic field of the individual (unique to the organization)	Text, Max length 255	Blue, green, purple	False	False
custom_cut2	Second custom demographic field of the individual (unique to the organization)	Text, Max length 255	Health, financial	False	False
custom_cut3	Third custom demographic field of the individual (unique to the organization)	Text, Max length 255	Yes, no	False	False
custom_cut4	Fourth custom demographic field of the individual (unique to the organization)	Text, Max length 255	31Wing	False	False
custom_cut5	Fifth custom demographic field of the individual (unique to the organization)	Text, Max length 255	Could be anything	False	False
sso	Indicates whether the user should be accessing by SSO or not	Choice: yes, no	yes	False	False
roles	Set of user roles	Text, Max length 255, comma-separated	"admin,user"	False	False	If more than 1 role -> string in "" to escape comma
otp	One time password, provided by the employer, which has to be confirmed by user	Text, Max length 32	abc-ABC/123	False	False	Only letters and numbers "/" and "-"
invitecode	This is added to the company's prefix to generate the unique registration code.	Text	example@code	False	False	DO NOT include the registration code prefix!
telemed_eligible	Indicates whether the user can have telemed or not	Choice: yes, no	yes	False	False
company_type	Describes the type of company it is (optional)	Text, Max length 255	Non EAP, Endorsed, Embedded, etc	True	False	Originators who want to use this are free to set their own labels
authentication_id	Additional internal user ID, potentially used for reporting (optional)	Text, Max length 36	"123abc", Any string	False	False
restricted_access	Indicates whether the users from outside of a given region should be restricted from accessing the platform	Choice: yes, no	yes	False	False
policy_id	Additional company field that can be used to group companies(optional)	Text, Max length 255	"123abc", Any string	True	False

Activation and termination dates

Those fields have a special meaning in our platform, and there is additional logic around those values:

Activation date:

• can be edited only if current activation date is in future (user hasn't been activated yet)
• activation date can't be set in past, (you can set any date that is later or equal to the current date)

Termination date:

• can be edited only if current termination date is in future (account is still active)
• termination date can be set only to future counting from midnight UTC on the day file has been sent for processing

Primary key

User - Our system supports two types of primary keys - employee_id and email, at least one of those fields must be present and not empty. Our system will first try to use employee_id and then tailback to email if value of employee_id is empty. You MUST always use same primary key for all records. Changing the primary key without separate agreements cannot be supported. A change in primary key may result in account duplication or permanent removal.

Company - Company is always identified by company_id. company_id must not change, as that will trigger the removal of the existing network and creation of a new one.

User-only files

The schemas for user-only files are named user_import.*. These are meant for validation of files that contain only employee records for a single company, so the company_id and company_name properties are not applicable in this case and should not be in the file.