For secure data transfers, we use SFTP (Secure File Transfer Protocol) as a protected alternative to email for transferring data and documents to Ciphr.
The service is accessible via a secure web client portal or through standard SFTP tools. Access requires dedicated user accounts and is typically restricted to a limited list of named system administrators.
Contents
- System administrators
- Non-system administrator users
- SFTP folder structure
- Company drive
- Own folder (home drive)
- Uploading to the SFTP
-
Downloading a file from the SFTP
System administrators
System Administrators are granted access to a dedicated Company Drive within the SFTP as well as a Home drive. The Company Drive stores all of your organisation’s secure data and is used throughout the implementation process.
Non-system administrator users
Non-System Administrator users may also be given SFTP access if they are required to transfer confidential or sensitive information to Ciphr.
However, these users will not have access to:
- The Company Drive
- Data import spreadsheets used during the initial phase of the implementation project
Please specify which users require SFTP access during implementation. Account details will be provided by Ciphr Customer Care.
SFTP folder structure
Once access to the SFTP has been granted, users will see two folders (If they have System Administrator access):
- Company Drive
- Own Folder (Home Drive)
Company drive
The Company Drive is used by Ciphr to collect your data during implementation, all system administrators that have access to the SFTP will be able to see the data within this folder, therefore please consider the employees that you would like to access the Company Drive. It contains dedicated folders that help ensure the correct data is gathered for each stage of your project, our guidance documents and implementation consultants will direct you to the correct folder.
For example:
- 00_Data Import – This folder is used to collect employee data for import into your HR system.
Own folder (home drive)
The Own folder (home drive) should not be used to store company-wide or sensitive data. This folder is intended for situations where additional SFTP access is required for users who are not system administrators.
Any access for non-system administrator users must be discussed and agreed with your Ciphr Project Manager to ensure the access is appropriate and meets security requirements.
Uploading to the SFTP
To upload documents, navigate to and select the appropriate folder for your files. Within the selected folder, choose the “Add” option to upload your data or sensitive documents.
After selecting the files you wish to upload, click Start to begin the upload process, or Cancel if you have selected the incorrect files.
When uploading files to the SFTP, ensure that each file is renamed appropriately (for example, by appending V2, V3, etc.). If a file is uploaded with the same name as an existing file in the folder, the system will retain the original file and the new version will not be uploaded.
Downloading a file from the SFTP
To download a file, select the desired file. The download process will begin automatically.
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