Sync Employee data automatically
Last updated
Last updated
This guide will help you seamlessly connect a data source using Introist's interface, specifically focusing on incorporating a Google Drive Sheet as the data source. Follow the video and these steps to ensure your setup is successful. As a bonus, at the end of this article, there is an additional section dedicated to instructing you on how to create a Google Sheets Employee Data Source, providing you with a practical example to enhance your understanding and application of these integration techniques.
Accessing Data Source Settings
Begin by navigating to the Data sources section within Introist. You can find this by clicking on "Data" from the left-side navigation menu, then selecting "Data sources."
Connecting Your Data Source
Click "Connect data source" to start the setup. Introist supports various data systems such as HRIS and ATS, and continuously adds new integrations. If you can't find your desired data source, email tech@introist.com for assistance.
Selecting the Data Source Type
Select "Google Drive Sheet" from the list of data sources.
Name your data source for internal identification. Use a clear, descriptive name to simplify future management.
Open your Google Sheets file and locate the File ID in the URL, found between "d/" and "/edit". For instance, the ID in https://docs.google.com/spreadsheets/d/139faNDksl-q_glajsJSANsdafkon2313/edit#gid=0 is 139faNDksl-q_glajsJSANsdafkon2313. Copy this ID.
Note the name of the sheet from the bottom of your Google Sheets interface, defaulting to "Sheet1" unless changed. Ensure you provide the correct sheet name if your document contains multiple sheets.
In this section, we will guide you through configuring Introist to accurately pull and synchronize data from a Google Sheets spreadsheet, ensuring all employee details are correctly mapped and integrated. Follow these steps alongside the instructional video for a visual walkthrough.
Initially, we need to update the settings in Introist to sync all employee records from the data source accurately. This ensures that each employee is identified correctly within the system.
Access the options menu of your data source and select "Edit connection." Here, adjust the sync mode setting to "All employees in data source" to ensure that Introist captures every entry from your spreadsheet.
After setting the appropriate sync mode, focus on mapping the identifier field. This field is pivotal as it allows Introist to uniquely recognize and match each employee across different data sources. Typically, this could be an email address or employee ID. In the mapping settings, link the identifier field from Google Sheets (for instance, "Email (Work)") to the corresponding identifier field in Introist (like "Employee Email").
Continue by adding field mappings to ensure all relevant employee information from Google Sheets is aligned with the corresponding fields in Introist. For each field listed in your Google Sheets, click "add mapping," select the Google Sheets field, and then choose its matching field in Introist. Repeat this for each data field you wish to synchronize.
With all mappings configured, it's important to verify the setup. Utilize the "run sample" feature to test the integration. Select "final" and choose an employee to see a preview of how Introist processes and maps the data. This step confirms whether Introist correctly identifies and places each piece of information into the appropriate fields based on your mappings.
With these steps, you have effectively set up and tested your Google Drive Sheet as a data source within Introist. This configuration ensures that your data is not only synchronized but also accurately mapped and integrated, streamlining the management of employee information across various platforms.
The final step in optimizing your data integration with Introist involves activating the auto-sync feature. This ensures that your system remains current with any updates or changes made to the data source. Here’s how to enable this functionality:
Begin by going to the 'Data sources' section within Introist. This area is where you can manage all your existing data connections.
Find the data source you've set up and click on the options menu associated with it. From here, select "Activate auto-sync." This action will enable continuous synchronization, automatically updating Introist whenever there are changes to your Google Sheets data source.
With auto-sync activated, Introist will consistently reflect the most current data, minimizing the need for manual updates and ensuring your workflows are always based on the latest information. This feature is crucial for maintaining the accuracy and efficiency of your data-driven processes.
In the following guide, we will walk you through the steps of building an example Google Sheets spreadsheet to serve as a data source for employees. This sheet will contain essential information such as names, emails, and start dates. Additionally, we'll cover how to configure the spreadsheet to ensure Introist has the necessary access for integration.
Setting Up the Spreadsheet
Begin by creating a new Google Sheets document. Title your spreadsheet appropriately to reflect its purpose, such as "Employee Data Source." Once created, start by filling in the column titles to organize the employee data effectively. These titles should include
First Name
Last Name
Email (Work)
Email (Private)
Start Date
Entering Employee Data
With the columns set up, proceed to enter the data for your employees. Start with the first employee by filling out their first name, last name, both work and private emails, and the start date.
Sharing the Spreadsheet with Introist
To integrate the spreadsheet with Introist, you need to share it with the Introist service user. Click on the "Share" button located at the top right corner of the Google Sheets interface. In the sharing settings, add the Introist service user email:
introist-data-loader@introist-prod.iam.gserviceaccount.com.
Make sure to turn off the "Notify People" option to avoid sending an automatic email. Finally, click "Share," and if prompted, confirm by clicking "Share Anyway" to grant Introist the necessary access to the spreadsheet.