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File Import Sources for Automations

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About File Import Sources for Automations

With contact import automations and employee import automations, you can streamline your directory management. When the automation is scheduled to run, it’ll process any designated files that have not been processed by the automation yet, including newly uploaded files. However, before you can do that, the automation needs to know where to pull your files from.

The file source for contact import automations and employee import automations can be:

  1. Qualtrics File Service
  2. Your SFTP Server
  3. OAuth File Storage (Google Drive or Dropbox)
Qtip: Before you worry about a file import source, make sure you’ve completed Step 1 (for contacts, for employees) of the automation.

Qualtrics File Service

First option Qualtrics file service is selected in the configure import source step

The Qualtrics File Service is a secured file store API that allows you to upload files for this automation to import. You may upload a file to an HTTPS endpoint, which will be provided in a grey box (shown below), as multipart form-data.

the HTTPS endpoint

When the automation is scheduled to run, it’ll process any files that have not been processed by the automation yet, including newly uploaded ones.

To use the Qualtrics File Service, you’ll need to call the HTTPS endpoint provided. If the file is generated from the system, you’ll want to provide the API documentation and the following example implementation to your IT or Software Engineering team to integrate with our service.

Example: This example is in cURL format. See the API Overview support page on how to generate an API token.
For Mac and Unix users:

curl -X POST -H "X-API-TOKEN: [YOUR API TOKEN]" \
-F 'file=@/path/to/import/file/sample-file.txt' \
https://datacenterid.qualtrics.com/automations-file-service/automations/AU_XXXXXXXXX/files

For Windows users:

curl -X POST -H "X-API-TOKEN: [YOUR API TOKEN]" ^
-F "file=@/path/to/import/file/sample-file.txt" ^
https://datacenterid.qualtrics.com/automations-file-service/automations/AU_XXXXXXXXX/files

Example: This is a Request Example. See the API Overview support page on how to generate an API token.

POST https://datacenterid.qualtrics.com/automations-file-service/automations/AU_XXXXXXXXX/files HTTP/1.1  
Content-Type: multipart/form-data
X-API-TOKEN: [YOUR API TOKEN]
 
-----------------------------
Content-Disposition: form-data; name="upfile"; filename="sample-file.txt"
Content-Type: text/plain
 
[FILE DATA]
-----------------------------

Manually Manage Uploaded Files with API

You can also manually manage uploaded files using the Qualtrics API. The following links explain how to interact with the Qualtrics File Service API:

At times, these API calls will ask for an automationId. Qualtrics will provide you with this information, formatted as AU_XXXXX.

AU ID inside gray box

Next Steps – XM Directory Contact Import Automation

Now that you’re done setting the Qualtrics file Service as your import source, it’s time to finish creating your contact import automation.

Next Steps – Employee Directory People Import Automation

SFTP Server

You may want to integrate your own contact records with Qualtrics using Secure File Transfer Protocol (SFTP). For example, you may wish to import content from a hosted daily file drop, and then import and schedule survey distributions for those contacts, all under the most safe and secure transfer methods.

When the automation is scheduled to run, it’ll process any files that have not been processed by the automation yet, including newly uploaded ones. When a file is processed, it is removed from the SFTP server.

Qtip: Qualtrics automations need to “touch” (i.e. access) the file multiple times on your server before it is successfully transferred to Qualtrics. Please ensure your SFTP server is configured to allow multiple touches to files. If your server is set up to delete the file after one touch, then the automation will fail.

In the Configure Import Source step, there are 2 SFTP options: Username & Password and Username & SSH Key.

  1. In the Configure Import Source step, select one of the SFTP Server.
    SFTP is selected in the configure import source step
  2. Click Continue.
  3. Enter the Host URL.
    Continue button made the next few steps of fields appear on the screen

    Qtip: The URL usually resembles sftp.example.com.
  4. Enter the Username. This is case-sensitive.
  5. Enter the Port. This is optional. 22 is entered as the default.
  6. Click Continue.

Depending on whether you selected password or SSH key, your next steps will vary.

Configuring via Username & Password

  1. Enter your Password.
    Password for sftp server.

    Qtip: If the exact host, username, and port have already been provided, you will not be asked for a password.
  2. Click Continue.
Qtip: If you run into issues establishing an SFTP connection, see SFTP Troubleshooting for additional guidance.

Configuring via Username & SSH Key

  1. If there is not already a key present, select the option to Generate New SSH Key Pair.
    Generate SSH Key Pair

    Qtip: The Generate New SSH Key Pair is still present even if a key is already generated. This option may be selected if the user wants to create a new key, however this is not necessary if the same SFTP credentials are used for the new automation. The key pair is shared across all automations using the same SFTP credentials within a single user account.
  2. Click Download the public key.
    Download public key.
  3. Upload the public key to your SFTP server.
Qtip: Qualtrics Support cannot assist with SFTP server configuration. If you run into issues with your SSH key, see SSH Key Authentication for additional guidance or contact your SFTP service provider.

Supported Ciphers

Connecting to an SFTP server requires a series of SSH handshakes to coordinate the encryption used between the server and the automation. In order to establish a connection, the SFTP server will need to have at least one cipher for each cipher type that matches a cipher supported by automations. Below is the list of ciphers supported by automations grouped by the cipher type.

Supported Key Exchange Ciphers:

  • curve25519-sha256@libssh.org
  • diffie-hellman-group14-sha1
  • diffie-hellman-group1-sha1
  • diffie-hellman-group-exchange-sha256
  • ecdh-sha2-nistp256
  • ecdh-sha2-nistp384
  • ecdh-sha2-nistp521

Supported Mac Ciphers:

  • hmac-sha2-256
  • hmac-sha2-512

Supported Encryption Ciphers:

  • aes128-ctr
  • aes192-ctr
  • aes256-ctr
  • aes128-cbc
  • Arcfour256
  • Arcfour128
  • Arcfour
  • 3des-cbc

Supported Cipher Suites:

  • chacha20-poly1305@openssh.com: Chacha20 is a symmetric encryption algorithm, while Poly1305 is an authenticating cipher.
  • aes128-gcm@openssh.com: Advanced Encryption Standard (AES) with a 128-bit key using the Galois/Counter Mode (GCM).

If the SFTP server does not support the appropriate ciphers, we recommend using one of the other import sources presented on this page.

Next Steps – XM Directory Contact Import Automation

Now that you’re done setting up an SFTP server as your import source, it’s time to finish creating your contact import automation.

Next Steps – Employee Directory People Import Automation

Google Drive & Dropbox

You can use your Google Drive or Dropbox account as file storage for your contact import automations. Your login information for these services will remain private; OAuth File Storage allows an end user’s account information to be used by Qualtrics, without exposing the user’s password. This account information is used to connect to file storage from Automations in XM Directory, behaving similar to an SFTP setup.

When the automation is scheduled to run, it’ll process any files that have not been processed by the automation yet, including newly uploaded ones. When a file is processed, it is removed from the OAuth file storage.

  1. In the Configure Import Source step, select Google Drive or Dropbox.
    The Configure Import Source Screen, we can see the Google Drive and Dropbox options.
  2. Click Continue.
  3. You’ll need to sign into your Google or Dropbox account by clicking Sign In.  This will redirect you to a new window in which you can sign in via OAuth.
    Here we see the Sign In button for the File Storage.
  4. Once sign-in is successful, you’ll be redirected to finish the configuration or, if desired, Switch Accounts to another OAuth user. You can also remove the OAuth account by clicking Change on the data source and selecting an alternative data source.
    Here we see options for Switching Accounts and Changing Data Sources.
  5. Head over to the Select Import File source section after you’ve configured your Import Source. You’ll be able to declare your Folder Path here (e.g., “FolderName/Folder2”).
    Select Import File editing page, which includes a space to specify the import source as a Folder Path

Next Steps – XM Directory Contact Import Automation

Now that you’re done setting up an SFTP server as your import source, it’s time to finish creating your contact import automation.

Next Steps – Employee Directory People Import Automation