HR Integration
Written by Michelle Henley
Updated at July 31st, 2025
Table of Contents
File Format, Upload Process and Update Frequency
- Lextegrity expects to receive HR data in a .csv or .psv file extension with UTF-8 encoding only file following the format below.
- A one time full HR file should be shared first, which includes all employees (active and terminated), followed by daily delta files.
- Column headers provided with each file must be in lowercase with no special characters or spaces (use underscores).
- The column headers and the location of columns in the file should not change and should remain the same for all HR files shared on agreed cadence.
- File must be delivered daily between 11:00 UTC to 15:00 UTC.
- The file should be uploaded to Lextegrity's SFTP at sftp.lextegrity.io. The HR data ingestion process is fully automated. Hence, once the file is dropped on the SFTP, the system will automatically ingest the file into the application.
- Please ensure that the name of the file is in the format [Data Source Descriptor]_[Instance Descriptor]_[YYYY-MM-DD].[Extension] E.g. hr_workday_2024_01_15.csv
- For .psv file, all headers and data rows should be separated by the pipe (“|”) delimiter.
- For .csv file, all headers and data rows should be separated by a comma (,).
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All text fields should be quoted with the double quote character.
Encryption
- HR file is not required to be encrypted as the files are shared via a secured file transfer method and are encrypted at rest.
- If the tenant wants to encrypt the file, the application can accept a PGP encrypted HR file, using the Public Key provided by Lextegrity.
SFTP Access
- Lextegrity will create a service account for the tenant on our SFTP sftp.lextegrity.io.
- Access to the SFTP can be managed through username and password method. If needed, we can also support authentication via SSH using either clients SSH Public key or Lextegrity provided SSH Key.
| Data Element | Required/ Desired | Example Value | Details |
|---|---|---|---|
| Employee ID | Required | john99 | Unique identifier for data load. Also used to identify if a record exists in the database or not. Not shown on application UI anywhere. |
| First Name | Required | John | Used to identify First Name of the user. |
| Last Name | Required | Smith | Used to identify Last Name of the user. |
| Full Name | Required | John N. Smith | Used to identify Full Name of the user. Full name is shown at multiple places on the UI and in reporting dashboards. |
| Work Email | Required | john.smith@acme.com | Used for login purposes, one of the unique identifiers for data load. This field is also shown at multiple places on the UI and in Reporting Insights. |
| Work Country (2 letter ISO code) | Required | US | Mainly required for data load and reporting purposes. |
| Employee Status | Required | Active | If shared, will control active/inactive status of the user profile within Lextegrity. |
| Manager Employee ID | Desired | isaac4567 | The manager of the employee. In case of dual managers, provide the majority manager (e.g., 51%). This field is only required if it is a field used in the approval workflow. |
| Associated Human Relations (HR) Manager Employee ID | Desired | emily1234 | The associated Human Relations person overseeing the employee's organization (usually this individual oversees an entire sub function or function). This field is only required if it is a field used in the approval workflow. |
| Position Title | Desired | Sr Manager, Finance | If shared, used to identify the Title or Official Position of the employee if added as a recipient in a request. If not shared, the submitter will have capability to add the information in the request. |
| Company Name | Desired | Acme Corp | If shared, these fields can be mapped to four (4) different filters within Reporting Insights dashboards. |
| Function | Desired | Finance | |
| Subfunction | Desired | Accounting & Controlling | |
| Business Area | Desired | BU100 | |
| Division | Desired | XYZ123 |
FAQ
If I remove a user from the HR file, will they be removed from the system? No. The user will not be removed from the system. The data that was already provided in the HR file will no longer be updated.
We updated an employee's ID or email in our HR system. Can you update their user information in Lextegrity? Yes, we can support HR data updates.
If the user has the same employee ID but a new email address, we will update the user's information via a regular HR data upload.
- Make sure the next HR data file contains the user's new email address.
- Notify the user that they should not log into the application before the HR data upload. If the user logs in before the next scheduled HR upload, contact support@lextegrity.com.
If they have the same email address but a new employee ID, we can update the user by mapping the previous employee ID to the new one.
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Contact support@lextegrity.com to inform us you need to update a user's employee ID, so we can prepare the mapper.
- If your HR data file mapping does not contain the mapper, inform Support, so they can fix the profiles with the same emails but new IDs.
- In your HR data file, add a new column, named NewEmployeeId.
- In the NewEmployeeId column, enter the user's new employeeId. You do not need to add an extra row for this user.
- Send the data file as usual. We will update the user's employeeId in the system to the value in the NewEmployeeId column.
- For the next data upload, move the updated employeeId to the old employeeId column and leave the NewEmployeeId column blank.
If both the user's email and employee ID are different, a new user will be added in the system for the employee during the next HR data upload.