InstaKey offers Data Services to help streamline the process of sending and receiving key holder (user) updates
If you are looking for a more efficient method of inputting user data into SecurityRecords.com, we’ve developed a solution. You can align users in the software to your HR data, through a direct upload. This data can be delivered to InstaKey via a webAPI or as a flat file sent over a secure FTP site.
The upload process involves two steps:
- An initial bulk upload must be sent with all the Users that need to be loaded (for some clients this is a one-time upload).
- After the initial upload, incremental uploads need to be set up to refresh the data stored in Security Records.
HR Data Feed
The Users Import will accept the following fields. Your data must match field name, field format and must not exceed the field length.
[FirstName] [varchar](50) NULL (Employee First Name)
[MiddleInitial] [char](1) NULL (Employee Middle Initial)
[LastName] [varchar](50) NOT NULL (Employee Last Name)
[Title] [varchar](50) NULL (Employee Job Title)
[Address1] [varchar](100) NULL (Employee Work Address)
[Address2] [varchar](100) NULL (Employee Work Address2)
[City] [varchar](50) NULL (Employee Work City)
[StateID] [char](2) NULL (Employee Work State)
[Zip] [varchar](10) NULL (Employee Work Zip)
[CountryID] [char](2) NULL (Employee Work Country)
[Phone] [varchar](25) NULL (Employee Work Phone Number)
[Phone2] [varchar](25) NULL (Employee alternate Work Phone Number)
[Fax] [varchar](25) NULL (Employee Fax Number)
[Email] [varchar](100) NULL (Employee Email)
[Notes] [varchar](max) NULL (Notes associated to Employee)
[EmpID] [varchar](50) NULL (Employee Unique ID from Clients system)
[SupervisorID] [varchar](50) NULL (Supervisors Unique ID from Clients system)
[IsResidential] [bit] NULL (Is this a Residential Address)
[LocationName][varchar](200) NULL (Name of location user is associated with)
[LocationIdentifier][varchar](50) (Store number or location ID user is associated with)
[InactiveDate] [datetime] NULL (Date Employment was suspended or ended)
Initial Upload
The initial upload should have all the employees that the customer wants to include in the Security Records database. For the initial upload, the data should be sent to a pipe delimited text file. This will help ensure that the import is accepted correctly. Once the data is confirmed with the client, changes can be sent via FTP or the webAPI.
Incremental Uploads
After the initial full upload, the client will only forward records where the data has changed. This
will cut down on the size of data sent but still allow the data in Security Records to be current. InstaKey will then update all the fields in the database for existing users or Deactivate them if necessary.
- Adding Users: InstaKey will attempt to match the customer employee ID field from the
feed to the empID field in Security Records. If the user is not found, they will be added. - Modify Users: If the user is identified, all fields will be updated from the records sent.
Note: If you do not include certain fields in the feed that were populated before, the
existing data in records will be deleted. For instance, if you send over an employee
phone number change, but did not include the address, the new phone number will
populate, but the address will be deleted from Security Records.
- Inactive Date: If the Inactive Date field is populated, the user record will be flagged as
deleted in Security Records, but user information will not be physically deleted from the
database for historical purposes.
File Transfer Protocol (FTP) Setup
To begin setting up the process for the FTP, please email the InstaKey Development Team at
InstaKeyDev@instakey.com.
You will be provided with a unique Username and Password to access the InstaKey FTP site at
ftp.instakey.com. For security purposes, these credentials will be unique to you and will only
work for your access.
You will need to determine the frequency of the data file transfer. We recommended a daily transfer to keep data as fresh as possible.