This guide will provide the three options you have when it comes to taking data out of your HR system. This could be for reporting, use within an API Integration via a Third Party or internal use. The options will depend on what you have within scope, but you can explore available options via reaching out to your Account Manager. 

Contents

• Introduction
• Reports
• API Keys
• Data Extracts

Introduction

The data you record within your Ciphr HR system can be used in many ways. Whilst the core HR system is meant to be the source of truth, you can explore ways to extract this data for reporting or feed into third party systems depending on your needs as a business. This guide goes through the three ways in which you can do this. 

Reports

Your HR system holds a number of reports that can be used to fit your needs. These can be run as they are with set layouts and filtering or, you can use the Report Designer tool to create your own report(s) to fit your needs. Customer Care are always at hand to assist you if you require any support with what report may fit your needs or whether a run through of report designer might be useful. There are knowledge base articles available as well as academy courses that will assist you with your report designing needs. 

API keys

An API Key is a way of interacting with a system to retrieve certain data. API Keys are configured within the 'API Configuration' page within your system. 

Once an API is configured within HR, you are able to supply the key details to any third party supplier or internal IT team to start working with the data in HR.

An API Key is a common way of linking third party systems to your HR system. The key can be configured to provide access to required endpoints (tables within your system e.g. Absence). The key can be locked down to IP addresses (In IPv4 format) to ensure only those who should be accessing it, are accessing it. It can also be setup to filter out records based on record groups within your system. 

Data Extracts

A data extract is similar to a report however, this will usually be needed when reports within the system do not meet your requirements for a given task. Data extracts can be in the form of:

• Scheduled extract from HR to the Ciphr SFTP site for internal use or collection by a third party service
• Scheduled extract from HR to a third-party SFTP site

A data extract usually requires a scoping call or ticket detailing the requirements and then a quote will be provided. Once a quote is confirmed and you are happy to proceed, this begins a process whereby the engineer will set aside agreed time to create a specification document for your primary contact to sign-off on. Then, the task will be booked in to be created.

The data within the file can be encrypted with a password or pgp key. If encrypted with a password, this will be passed to the primary HR contact, who can then relay this to any third parties as required. 

If you require the file to be uploaded to a third party SFTP site, Ciphr accepts no responsibility for uptime of the SFTP server at the third party. It is expected that details/credentials for the target SFTP will not change (or changes will be communicated with as much notice as possible). If the third party is unable/can’t receive an encrypted file then we need primary contact sign off that this is ok to remove this step and transfer a raw csv or txt file.