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Extract Data from SFTP Files Task

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About Extract Data from SFTP Files Task

The Extract data from SFTP files task allows you to import data from your SFTP server to use in Qualtrics. You can combine this task with other tasks, such as the Load data to XM Directory task, to import data into the B2B Command Center and other places in Qualtrics.

Connecting a SFTP Account

Before you can use the Extract Data from SFTP Files Task, you must connect an SFTP account for Qualtrics to extract the data from. Accounts may be added by Brand Administrators for other users in the brand to use, or by individual users for their personal use.

Qtip: When setting up an SFTP connection, we recommend your IT team Allowlist the Qualtrics IP Ranges. Use the following IP Ranges to Allowlist:

 

  • EMEA and Asia Pacific: 139.60.152.0/22
  • All other regions: 162.247.216.0/22

Adding an Account as a Brand Administrator

If you are a Brand Administrator, follow the steps in this section to add an SFTP account for some or all users in your license to use.

  1. Navigate to the Admin tab.
    going to the extract data from sftp files extension in admin
  2. Go to Extensions.
  3. Click the Extract data from SFTP files extension.
  4. Click Add Account.
    the add account button
  5. Give the account a name. This name is used for organizational purposes and to identify the account.
    adding a brandwide account for sftp
  6. Enter the Hostname of the associated SFTP server.
    Example: Commonly these are in the format of sftp.example.com
  7. Enter the Port number. Usually, this is 22.
  8. Enter your username and password for the SFTP server.
  9. Click Connect Account.

Adding an account as an Individual User

Follow the steps in this section to add an SFTP account for your personal use. Only you will be able to use the account that you connect.

  1. Follow the steps in Setting Up an Extract Data from SFTP Files Task section until you get to the step where you select an account to use.
  2. Click Add user account.
    clicking add user account
  3. Give your account a name. This name is used for organizational purposes and to identify the account.
    adding a personal account by entering hostname, port, username, and password
  4. Enter the Hostname of the associated SFTP server.
    Example: Commonly these are in the format of sftp.example.com
  5. Enter the Port number. Usually, this is 22.
  6. Enter the username and password for the SFTP server.
  7. Click Connect account.

Setting up an Extract Data from SFTP Files Task

  1. Navigate to the Actions page.
    creating a new scheduled action in the actions page
  2. Click Create an action.
  3. Select Scheduled.
  4. If desired, rename your action.
    creating a new scheduled action
  5. Determine when the scheduled action fires. See scheduled actions for more information about setting up scheduled actions.
  6. Click Add new.
  7. Select Task.
  8. Choose the Extract data from SFTP files task.
    selecting the extract data from sftp files task in the task selection window
  9. Choose the SFTP account to extract files from. Any accounts added by Brand Administrators, as well as accounts you’ve added yourself, will be listed here.
    choosing an account to use, or adding a new one
  10. If you want to add new SFTP account credentials, click Add new account and follow the steps in the connecting an SFTP account section.
  11. Click Next.
  12. Enter the File name pattern, which is used to identify what files to process by looking at the file’s prefix. All files with your specified prefix will be processed. Enter the desired prefix into the box.
    entering the file name prefix, directory, and delimiter

    Example: Let’s say I have a file called Qualtrics-DataImport.csv. I can enter “Q” or “Qualtrics” as the prefix, depending on if there are other files in the server I want to process.
  13. Enter the Pickup directory or the directory path to find the file on the server. You may enter either a relative path or an absolute path.
    Qtip: This directory path is case sensitive and must point to an existing folder or the action will fail. Qualtrics will not be able to access files if they’re in a higher level directory than the one specified in the pickup directory.

    Example: Depending on the path you enter, potential pickup directories could be:

    • /home/username/myFolder (absolute path)
    • myFolder (relative path)
  14. Choose the Delimiter for the SFTP files to be processed. Your options include comma, semicolon, tab, and pipe.
  15. Choose what you’d like to happen after the file is processed. Your options include:
    • Delete the processed file: After processing the file, Qualtrics deletes it from your SFTP server. This option is enabled by default.
    • Keep the processed file: After processing the file, Qualtrics leaves the file on your SFTP server.
  16. Click Choose file and upload a sample file, which will tell Qualtrics the fields you want to import, and will determine the subsequent tasks you can use with this task. The file you upload should contain the fields you want to import as part of this task.
    the choose file button for uploading a sample file

    Qtip: Download the sample files in the task, or download the files in the example files section for templates on how to structure your data based on your use case.
    the sample files window
  17. Click Upload.
  18. Double check that your file is importing the data correctly. If you need to change your settings, click Back at the top of the task.
    reviewing the rows before importing the file

    Qtip: If all your data is being imported as one column, you are using the wrong delimiter. The below screenshot demonstrates what this looks like in the task window.

    the import window when the wrong delimiter is selected. all the data is importing as one column

  19. If your data looks correct, click Save.
  20. Click Add new, select Task, and set up the task that should follow your SFTP data extraction.
    adding a task after the sftp file task

Example Files

Below are example files for how to structure your data for import, depending on the type of data you want to import. Click on a file name to download the example file.