This article outlines our managed integration with CSV files stored in a cloud location.
What does the managed integration do?
This integration populates Tribal Habits with new and updated users from a specified CSV file from a cloud location (on an agreed schedule). This integration is typically used when you have another platform which does not have a Public API (allowing for a direct integration) but is capable of creating CSV files with user data. Your CSV files may be created manually through business process (e.g. updated once a week by a HR manager) or on a schedule by the other platform.
The integration can complete a number of user updates in Tribal Habits.
New users are created in Tribal Habits
Updated users are updated in Tribal Habits
User data is populated (e.g. job title, location)
Manager data is populated (including email)
Deactivated users are deactivated in Tribal Habits (if listed in the CSV file)
What are the benefits of this managed integration?
Reduced administrative workload
First, this integration reduces the workload for your Tribal Habits administrators by automating user creation. New users will be automatically populated in Tribal Habits from your CSV.
Data consistency
Second, the integration eliminates data inconsistency. Users are updated automatically from your CSV, ensuring that your Tribal Habits data matches data from your other platform.
Improved reporting
With more (and more accurate) user data, your Tribal Habits reporting and administration is also improved.
What’s required to set up the integration?
The integration is managed by Tribal Habits. Our team will set up the integration and manage it on your behalf. Error messaging for a failed user sync can be enabled and sent to a specified email address at your organisation, allowing your HR or Tribal Habits administrators to be immediately notified if user data is incorrect or inconsistent.
The integration requires just a small amount of setup by your administrators. We can provide full instructions for this process. During the testing of the integration, we will also require a small amount of time from your administrators to troubleshoot any issues or confirm user data is correct. Typically, this is a few hours of work in total.
What is the integration process?
Our integration with CSV files is a ‘managed integration’. This means our our Support team will create and run the integration on your organisation’s behalf. It also means that each integration can be customised to suit your organisation. Here are the major steps and options as we set-up this integration.
1 – Kick-Off Call
We begin with 30 minute kick-off call with your team to discuss your integration.
First, we will determine where your CSV file is stored in the cloud and confirm we can access it via our integration. We can generally access most cloud based storage platforms including Sharepoint, Dropbox, Box, OneDrive and Google Drive.
Second, we will focus on the additional fields of user data you may want to sync from the CSV into custom fields in Tribal Habits – such as location or job title.
2 – Integration Preparation
Our team then prepares the integration, which typically takes just a few days.
In the meantime, your admins need to prepare the CSV (and provide an example to our support team) and organise the cloud storage location.
Click below for instructions on setup for popular cloud storage locations.
Sharepoint
Sharepoint
If you are using Sharepoint to store your CSV, your Azure AD admins will need to prepare a Tribal Habits app in Azure to allow for access to Sharepoint. This is a relatively straight-forward process which your admins may have completed for other apps. The process is as follows.
Preparing your Azure AD app
First, login to your Azure AD portal. Select Azure Active Directory > App registrations > New application.
Then register your new Tribal Habits LMS application.
Name: A unique name for this application. We recommend Tribal Habits LMS.
Supported account types: Select as appropriate. Typically 'Accounts in this organisational directory only'.
Redirect URI: Select Web type and then https://www.workato.com/oauth/callback
Then select register.
Second, now we need to set some permissions. Click on API permissions tab, add a new permission and select Sharepoint.
Then select all the following permissions.
Delegated permissions
AllSites.Write
Third, now we need to grant admin consent for Tribal Habits to allow administrator scopes. Click the ‘Grant admin consent’ link and confirm.
Fourth, now we need some IDs and secrets. So lets go to Certificates and secrets. Click New client secret.
Now label the secret (Tribal Habits LMS) and set an expiry date. You will need to manage your expiry and then recreate new secrets and pass them to Tribal Habits, based on your expiry dates. We recommend setting tasks / reminders for your selected expiry period, else the integration will fail when the secret expires.
IMPORTANT! Copy the Value part of the secret immediately and store it securely somewhere. The Value will not be shown again and it is required by our support team later.
From your Azure AD app, we will require your admin to share two items with us:
The Application (client) ID from the Overview tab of your app.
The Value (not the Secret ID) obtained from the Certificates tab of your app. Remember you stored this back in the preparation phase.
Finally, please note that we will require an Azure administrator to authorise the integration (in Step 3 below).
TIP: As the integration is 'attached' to an admin in Azure, you may want to consider using a Service Admin rather than a specific employee, to ensure the authorisation does not fail if that employee leaves the organisation.
TIP: Ensure that the Azure admin providing the authorisation also has full access to the Sharepoint site and folders containing the CSV.
3 - Set-up Call
We then organise a second call with your team for the authorisation process. We require one of your administrators for approximately 30 minutes to complete and test the integration with our team.
The exact process will vary depending on the cloud storage location, but our team will step your administrator through the process, which is easy to follow and requires no IT experience. 😀
4 - Go Live
Once your integration is tested and ready to go, we can activate the integration when your team is ready! We actively monitor your integration for the first few weeks to ensure its all working as intended, or to fine tune any requirements. Your integration is then all set!