What is the HR Feed Extension?

The Human Resources (HR) Feed Extension is a secure, automated data integration that delivers employee information from your internal HR systems into the CyberGrants platform. 

This ensures that donor (employee) data remains accurate, which is critical for validating program eligibility and maintaining platform security and reporting integrity. 

Core functionality 

The HR Feed Extension functions as a one-way, scheduled integration from your HR system to CyberGrants. Each file submission includes a full export of current employees and, optionally, past, including retirees and those terminated. These records are then processed to: 

• Update existing donor records,
• Create new donor records, or
• Flag as inactive donors no longer included in the file. 

This ensures that only eligible and active donors are able to engage with CyberGrants programs such as giving, volunteering, and payroll deductions. 

File Transfer and format requirements 

• File type - Pipe-delimited flat file (.txt)
• Encryption - Must be encrypted before transmission
• Delivery method - Secure File Transfer Protocol (SFTP) - Click here to view the SFTP Server Configurations supported by the CyberGrants platform.
• Destination - CyberGrants SFTP server (“SFTP Bunker”)
• Schedule - Weekly or monthly file uploads based on your agreement 

Error handling and troubleshooting 

CyberGrants validates each file upon receipt. Administrators are notified via email of successful loads or if errors are found. 

File-level errors (entire file fails to load)

• Corrupted File - The File is unreadable due to export/encryption issues.
  • Resolution - Re-export from the HR system and re-encrypt before resending.
• Incorrect File Format - Missing pipe delimiters, header/trailer records.
  • Resolution - Reformat using the integration guide. Confirm all required structures are in place.
• Missing Required Columns in Header - Even if values are null, the column headers must be present.
  • Resolution - Ensure all required headers are included in every file. 

Record-level errors (specific rows fail)

• Missing Required Fields (e.g., Donor ID, Record Type).
  • Resolution - Populate all required fields with valid data. Avoid nulls in mandatory fields.
• Duplicate Donor IDs or Donor Codes.
  • Resolution - Verify the uniqueness of all IDs within the file and across all submissions.
• Invalid Donor ID (e.g., SSN or Email).
  • Resolution - Use secure, persistent internal identifiers only.
• Overwriting Values with Nulls (when not intentional).
  • Resolution - Confirm that null values are not replacing existing data unintentionally. Restore if needed. 

Regardless of error type, the entire file must be corrected and resubmitted. Partial or incremental updates are not supported. 

Assumptions and dependencies

• The client will provide CyberGrants with a test file aligned to the project timeline.
  
• Development will not begin until the test file is received and validated. 
  
• The initial use date of the HR file must be coordinated with both the client and the internal team. 
  
• Only full files are supported; delta files are not accepted. 
  
• Donor IDs and Donor Codes must be unique, persistent, and not reused. 
  
• Donor IDs cannot be email addresses or Social Security Numbers. 
  
• Donors removed from the HR file are flagged as inactive, not deleted. 
  
• HR feeds are scheduled; on-demand uploads are not supported. 
  
• All data must comply with the client’s internal data policy. 
  
• Country and State fields must use two-character codes. 
  
• CyberGrants conducts QA testing before User Acceptance Testing (UAT). 
  
• Administrators must participate in full UAT and approve changes. 
  
• CyberGrants will not alter feed data or assume responsibility for data quality. 
  
• A successful end-to-end test is required before production deployment. 
  
• Any changes to the feed specification may impact the project timeline.