SFTP integration allows you to automatically synchronize your users, departments, and locations in Zest by uploading .csv files to a secure server.

It is the ideal solution if you want to automate your imports or connect Zest to your HRIS.

Here is how to proceed step by step 👇

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Here is the full technical documentation 👆

1️⃣ Request the setup 📩

SFTP configuration is not enabled by default.

To activate it, contact:

📧 [email protected]

In your request, specify:

• your organization name

• that you want to enable SFTP provisioning

• whether you want incremental (default) or differential mode

• whether you need a multi-entity setup

The technical team will then support you during the configuration.

2️⃣ Provide your SSH key 🔐

Access to the SFTP server is secured.

During setup, Zest will request:

• Your public SSH key (RSA)

• Your server IP(s) if firewall rules are applied

• The name of the person or system that will upload the files

📌 Important: the key must be a public key.

The file will be stored in the server’s /.ssh folder (do not modify it).

3️⃣ Understand how Zest SFTP works ⚙️

Once configured:

• You upload your CSV files into the /upload folder

• Every 15 minutes, Zest reads, checks, and applies updates

• After processing, a report is generated in the /reports folder

Reports can also be sent by email upon request.

4️⃣ Choose your import mode: Incremental or Differential

Zest offers two modes.

🟩 Incremental mode (recommended – default)

• Adds new users

• Updates existing users

• Does not delete anyone

• To delete: set status = removed in users.csv

📌 This is the safest mode.

🟥 Differential mode

• The file content = the new source of truth

• All users not present in the file are deleted

• Organizational trees are fully replaced

📌 Use only if you fully control your HRIS exports.

5️⃣ Upload your files to the server 📁

Files must be uploaded with the exact following names:

• users.csv

• department.csv

• location.csv

They must be placed in:

/upload

After processing, Zest automatically renames them:

• _treated_DATE.csv (success)

• _error_DATE.csv (failure)

6️⃣ Respect the CSV file format 📐

This is the most important step to avoid errors.

✔️ Encoding: UTF-8 (mandatory)

✔️ Separator: ;

7️⃣ Expected file structure

1. department.csv

2. location.csv

3. users.csv

Key columns:

8️⃣ Key points to pay attention to 🧠

✔️ SmartOrg must be consistent

→ no duplicates

→ exact naming (character by character)

→ parent must exist in the structure

✔️ No manager/employee loops

(SFTP will reject the file.)

✔️ Dates in YYYY-MM-DD format

(English format – same as manual import.)

✔️ Files encoded in UTF-8 and separated by “;”

✔️ The CSV must contain

no empty rows

✔️ To delete a user:

→ in incremental: set status = removed

→ in differential: absence in file deletes the user

9️⃣ Multi-entity (if applicable)

• Each entity has its own SFTP access

• User import = always incremental

• A root unit must be defined per entity

• An entity cannot reuse a unit name from another entity → otherwise error

🔟 How to test the integration

Zest will offer:

• a file upload test

• SSH key validation

• a file processing test

• validation of the first report in /reports

Once validated, SFTP can be automated via your HRIS / ESB.

🎯 Conclusion: SFTP integration summary

• Request activation via [email protected]

• Provide your public SSH key

• Upload your CSV files in /upload

• Zest processes them every 15 minutes

• Retrieve reports in /reports

• Strictly follow UTF-8 + ; + SmartOrg structure

This is the most robust solution for automatic, reliable, and secure synchronization.