What we’ll cover:
Applicable Roles:
- HR Connect Administrator
Overview
Cayuse HR Connect is an API that allows you to sync the following common admin data:
- People and Users
- Org Units
- Internal Associations
- External organizations (sponsors)
- Role Assignments
- Training Types
- External Associations
- Ad Hoc Team Assignments
- Ad Hoc Teams
- Fringe Rates
- Trainings and Certifications
The data syncs from your HR system and/or Finance system, depending on what your institution considers the system of record for each data set. Syncing ensures that the Cayuse Research Platform always contains your system’s most updated data. Cayuse HR Connect also reduces duplicate data entry and the need for manual data entry for improved data integrity.
With Cayuse HR Connect, you can build an integration with any script that extracts data from your own system.
How It Works
During initial implementation of the Cayuse Research Platform, the Cayuse Implementation team manually loads admin data using the CSV files provided by your institution. These CSV files have the same format as the CSV files later used to send periodic updates of the admin data to the Admin module via HR Connect.
Institutions will typically establish an integration with the HR Connect APIs to send any changes in their admin data to the Cayuse Admin app on a nightly, weekly, or monthly, depending on your institutions specific circumstance. This way, the data in Cayuse remains as up-to-date as possible.
Best Practices
- Be sure files are uploaded in the correct order.
- After you have done your initial bulk upload, only upload additions or changes going forward.
- Only create users that are necessary. For more information, please review the People and Users article.
Implementation of HR Connect
- Your Project Manager will establish an HR Connect test environment and send you the credentials you will need to access this test site.
- You can then load data following the specifications, examine the resulting status and error reports, and view the data in the user interface to confirm that you are satisfied with the results.
- Once you are satisfied with your data extract and mapping process, your Project Manager will give you credentials to begin loading data to the UAT environment used by the larger project team to implement other modules on the Cayuse Research Platform. This allows you to coordinate with your subject matter experts and confirm their understanding of the loaded data.
- When you are ready to go live with the integration, your Project Manager will give you credentials to set up the integration with your production site and you can complete the integration process.
Please Note: The Tenant ID, Sign-in Host URL, and the URL used to access the individual APIs will change if you implement HR Connect with a different tenant or environment.
CSV Files
Important: In order to load your data into Cayuse, a CSV file must be sent in the body of the request. A spreadsheet containing templates for each CSV file and a field dictionary can be downloaded from the Cayuse Help Center, or requested from your implementation team.
Character Set: The HR Connect API accepts CSV files using different character encodings including us-ascii, utf-8 and iso-8859-1, however, the character set specified in the CSV file header must match the actual character set for the CSV file or the file cannot be imported.
Quoting Fields: Double quotes are not required or recommended around fields unless the field contains one of the following special characters:
- Comma (,)
- New line (\r\n or other variants)
Please Note: Fields containing double quotes must be handled in a special way, for example:
If the field contains: The "right" answer
Then you must send in the API: "The ""right"" answer"
*** HR Connect Classic Legacy documentation requires different specifications and can be found in the Legacy section.