Collect Data Transfer Overview

Overview:

• We expect 3 data files to be placed on our SFTP server every day; this data drives our texting program.
• We provide a daily export of donors and their enrollment status through our SFTP server for your consumption.
• We also provide reporting on the texting program through the Collect Recruiting Platform; you will receive a login when texting begins.

SFTP Information:

• HealthAware SFTP Documentation: Required Connection Settings to Access our FTPS Site (hint: we use FTP over TLS for secure connections)
• Filezilla Connection Example: How to Connect to our FTPS using FileZilla

SFTP Folders:

• /DailyFiles/: Place your Initial and Daily files here - this is the only place we look for data to import.
• /ProcessedDailyFiles/: We move files that have been processed to this directory for few weeks before removing them from the site.
• /Exports/: We pass data back to you through this folder. Only the latest export files will exist in this folder
• /Exports/Prior Exports/: All prior exports are moved to this subfoler when new export files are generated
• /Error/: We put files that we are not able to process into this directory for a few weeks before removing them from the site.

Import File Requirements:

• File Delimiter: |
• Text Qualifiers: Double Quotes ("")
• File Encoding: UTF-8
• Data Expected on FTPS Site: 1 AM MST
• File Names: YOUR-ORG-HERE_FileType_YYYYMMDD.csv
• All Dates in files must be in 'YYYY-MM-DD' format
• All DateTimes in files must be in 'YYYY-MM-DD HH:MM:SS' format (24 hour format) and Local timezone

Data Imports: from You to HealthAware

There are two methods for managing your data transfer

1. Initial Records and Daily Updates:
   • This is appropriate for larger data transfers - think 100k+ donors in the potential population
   • Link to the Docs: Data Import Strategy 1: Initial Records and Daily Updates
   • Link to the Specific Invita Query Documentation: Data Import Strategy 1: Invita Extract Guide
2. Every Record Every Day
   • This is appropriate for smaller data transfers - think smaller than 50k donors in the texting population
   • Link to the Docs: Data Import Strategy 2: Every Record Every Day
   • Link to the Specific Invita Query Documentation: Data Import Strategy 2: Invita Extract Guide

If you chose to design your own extract rather than using our queries to pull directly from Invita (Not Recommended):

• You'll want to follow one of the two method above and produce files that match our file requirements
• Link to the File Requirement Docs: Data Import: File Structure

Data Exports: from HealthAware to You

Donor Status File

• Daily export of every donor we've ever seen from your team and their current enrollment status in our system.
• Link to the docs: Data Exports: Donor Status File