Overview

This guide explains how to set up Secure File Transfer Protocol (SFTP) automation between ADP and our system to securely transfer your employee census data.

Once configured, ADP will automatically send employee data files on a regular schedule so your records remain up to date.

Typical setup time with ADP is approximately 3–4 weeks. To avoid delaying implementation, TeamOhana can ingest manual employee census files in the meantime.

Reference:
ADP Workforce Now - How do I send HRIS data via SFTP?

Step 1: Prepare the Census File Format

First, please follow the step-by-step instructions in the setup guide below to create your custom report:

ADP Workforce Now – How to send HRIS data via SFTP
ADP Workforce Now - How do I send HRIS data via SFTP?

⚠ Important:
When creating the report in ADP, please ensure that:

• The report exactly matches the SFTP Report Template provided

  • SFTP Report Template to use for TO: Employee-Census

• The column headers match exactly as listed in the template

• The report name is Employee-Census.csv (no additional text or dates)

If the file name or column headers differ from the template, the system may not be able to process the file correctly.

Our team will help review and validate the format before automation is configured.

Step 2: Test the File Upload

Once the census file format is prepared:

1. We will upload a test file to confirm the data maps correctly.

2. We will verify that all fields are recognized and imported properly.

3. Any required adjustments will be made before moving forward.

Custom fields may require additional configuration during this step.

Step 3: Confirm File Format

After the test upload is successful:

• We will confirm with you that the file structure and data mapping are correct

• Once confirmed, we can proceed with automation setup with ADP

Step 4: Request SFTP Automation from ADP

At this stage, your team will need to contact your ADP representative to request SFTP automation setup.

This typically involves:

• ADP preparing a Statement of Work (SOW)

• ADP configuring an automated report that sends the census file via SFTP

Typical timeline:
3–4 weeks for ADP to configure automation

During this period, we can manually upload the file if needed to ensure data stays updated.

Step 5: Provide SFTP Credentials to ADP

We will provide you with SFTP connection credentials that must be shared with your ADP representative.

These credentials allow ADP to securely deliver the file to our system.

Information typically includes:

• SFTP host

• Username

• Password

• File destination

Your ADP representative will use these credentials when configuring the automated report.

Step 6: Set the File Delivery Schedule

When ADP sets up the automation, we recommend configuring the file to be sent:

Frequency: Daily

Daily file delivery ensures your employee data remains up to date.

Step 7: Run a Test After ADP Setup

Once ADP finishes configuring the automation:

1. Please notify our team.

2. ADP may run a test file transfer to confirm everything is working.

3. We will verify the file is received and processed successfully.

After successful testing, the automation will be considered fully active.

Summary of Responsibilities

Our Team

• Provide SFTP credentials

• Validate the census file format

• Test data mapping

• Confirm successful file processing

Your Team

• Work with your ADP representative to request SFTP automation

• Provide ADP with the SFTP credentials

• Confirm when ADP has completed the setup

ADP

• Configure the automated census report

• Send the file via SFTP on the agreed schedule

• Run testing if required

✅ Estimated Timeline