If you prefer to view a video walkthrough, you can skip ahead to this section.
If you are provisioning users via a file, please ensure the file is formatted correctly to avoid processing errors.
Mandatory Fields
The following fields must be included for each user:
- ID: Unique identifier per user. This anchors all employee data
- Email: User's email address
- FirstName: User's first name
- LastName: User's last name
(Optional fields enhance the platform experience but are not required for a profile creation).
Note: ID and Email values should not be duplicated across the user base (i.e. different users with the same ID value)
Adding or Deactivating Users
- New Users: Add a new row with unique ID
- Deactivating Users: Either omit the user row from the file, or include a LeaveDate column with the user's exist date, formatted YYYY-MM-DD
Formatting Rules
- ID must be unique per user and consistent across imports
- Column headers cannot be changed (i.e. ID to Identifier)
- Date fields must use the format YYYY-MM-DD
- You may delete any optional columns you do not wish to include
Recommended Option Fields
- Department and Location: Most organisations include these to automatically place users in their relevant teams in Workvivo
- Additional Team Types: If you would like to include other team types, such as Division, please inform your Project Manager
AuthMode Column
- Used for organisations with both password and sso users (mixed setup)
- If your organisation uses only password, only SSO, or multiple SSO tenants, please omit this column
- Values in the column must be lowercase (sso or password)
SFTP Setup:
We can support two options for providing your user files for user provisioning:
1. Workvivo-Hosted SFTP
- We can create a dedicated SFTP server for your organization using an AWS S3 bucket
- Your team can upload the user file to this server on a regular schedule (daily, weekly, etc.)
- Once uploaded, we will automatically pick up the file and then delete it from the server immediately after processing
- To set this up, you will generate your own Public/Private Key Pair and share the generated Public Key with us to set up the configuration.
2. Customer-Hosted SFTP
- If you prefer, you can provide us access to an SFTP server hosted by your organisation
- We will pick up the file automatically from your server
- To set this up, we need to be supplied with the username, password and URL to finalize setup.
Using the SFTP Server
- If you are not familiar with SFTP, you can use tools like Transmit or Cyberduck to connect
- The file must be uploaded with the same file name each time to allow automatic processing
- Many clients set up internal automated jobs to drop a file into the SFTP once a day or week; this approach works seamlessly
Scheduling Uploads
- Once setup is confirmed, we can schedule the file upload on our side
- Most organisations choose a time outside working hours (i.e. 5am) to avoid users noticing changes in joiners or leavers while online.
Pre-Upload Validation
- Before the first upload, we will:
- Review your user file for column naming conventions
- Check the date format and any other formatting requirements
- Ensure your file is fully compliant with our system to prevent processing errors
Finalize Setup
- To finalize the automation, we will will need to know the following details:
- Your Workvivo platform URL
- The confirmed name of the user data file (this must be the same name every time for example customer.csv or customer.xlsx)
- The time of day you would like our job to check for an employee file and load into the system if there is a file there (eg. 7am GMT)
- An email address that you would like an automated Import Summary email to fire to every day
- We have a deletion safety threshold of 5% - this means if the import is flagging number of users to be deleted is over 5% it will skip the deletion job just in case it is an error (you will be notified about this in the summary email) This threshold can be increased to 10, 15, 20 or 25 if required.