A subset file is used to import a file of users  (along with their attributes etc.) separately from the main user data file. Typically this is because the subset of users are not part of the main HRIS system and so are not contained within the regular file (e.g, board members or contractors). 

This can be achieved with a 'subset file'.  

Steps

To create a separate 'subset file' for users such as board members or contractors, you can do the following: 

1. Using one of the previously uploaded files as an example/template, create a new file in the same format (with exactly the same column headings). 
2. Add the new users' details that they would use to register.
3. The file would need to contain exactly the same columns and data types as the main user file uploaded to SFTP.
4. Next, save the file using the following naming convention: 

Special Prefix that denotes that the file is a subset. The prefix can be any substring, but it should not contain the symbol @, since that symbol is used to separate the prefix from the rest of the filename.

Subset prefixes are case-insensitive, e.g. the 'USA' and 'usa' prefixes correspond to the same subset of data. For example, valid subset filenames would be:

• oneoffs@filename.txt

• custom_users@filename.csv

• board@filename.csv

5. The file can then be uploaded to the SFTP in the usual manner and the users provisioned. 

Notes/Observations

Once you create the subset, deprovisioning rules apply for that file.

For example, if there are 12 users in the custom_users@filename.csv file, if you later want to add additional users, you need to continue to include the existing users to prevent them from being deprovisioned.

If a user is managed by a subset file, they will not be automatically deprovisioned by the main user data file.