The FTP (File Transfer Protocol) enables the automation and security of file transfers between different systems. Within the STS, it simplifies the management of users and items by ensuring automatic and accurate data updates.
🔹 Key Features:
✔ Automated synchronization and management of users (creation, modification, deletion) and products.
✔ Seamless connection between STS and the company's ERP to ensure up-to-date data.
✔ Error reduction and time savings by eliminating manual data entry.
✔ User-friendly system, allowing users to focus on more strategic tasks.
⚙️ Setup & Configuration
To activate and configure FTP, contact your sales representative and the SAM Outillage team, who will handle access activation and initial configuration. A new dedicated tab will be added to the STS features.
⚠️ FTP Administration and Restricted Access
🔹 FTP must be managed by an IT specialist.
FTP usage involves technical operations such as maintaining proper import formats, file management, and error analysis. It is essential that a qualified IT specialist handles it to ensure optimal operation and prevent any unintended deletions or modifications.
🔹 The distributor has no access to the client's FTP.
FTP is a private space strictly reserved for the client company. Distributors cannot access or manage their clients' FTP files. Any request related to activation or configuration must be directly addressed to SAM Outillage's customer service.
📌 Using FTP in STS
⚠️ Access Conditions
Before using FTP, the following mandatory conditions must be met:
✅ Access and the FTP option must be activated for your company
📌 Request must be made through your distributor and/or SAM Outillage's customer service.
✅ Receiving FTP access
🔑 Once validated, your FTP access will be shared with you.
✅ Appearance of the FTP tab in STS
🖥️ A "FTP" tab will appear in your STS interface.
It will contain two sections:
📂 STM Users
📦 Products
📂 File Format and Header Compliance
To import STM users or products via FTP, it is essential to:
⚠️ Follow the predefined headers selected in the FTP tab in STS.
📥 Download a blank template directly from the STS FTP section.
Products :
STM Users :
📌 File Naming and Format Requirements
All import files must strictly adhere to these rules:
📂 1. File Naming Rules
🔹 STM Users Import → The file must begin with: 📝 "stm-users"
🔹 Product Import → The file must begin with: 📝 "products"
📂 2. Allowed File Formats
⚠️ Only the following formats are accepted:
✔️ .xlsx
✔️ .xls
❌ Any other format will be rejected!
💡 Important: If these conditions are not met, the STS will not process the import.
📌 Handling Errors During FTP Import
When you import a file via FTP, if errors are detected, an error file will automatically be generated. This file will help you identify and correct any issues with your import.
📂 Why is an Error File Generated?
An error file is created if the STS cannot process your import due to:
❌ Incorrect file format (only .xlsx and .xls are allowed).
❌ Incorrect file name (e.g., an STM user file must start with "stm-users").
❌ Non-compliance with headers (columns must match the predefined headers in STS).
❌ Invalid permissions or roles (e.g., a role that does not exist in the system).
❌ Malformed or incomplete data (e.g., a missing mandatory field).
❌ Duplicate entries (e.g., an already registered user with the same ID or badge number).
📌 Where to Find the Error File?
If your import fails, STS generates an error file that is available on your designated FTP server. A notification will also appear in STS.
📥 Download this file to identify errors:
Problematic lines will be highlighted within the file.
A clear explanation of the error will be provided (e.g., "Incorrect format," "Missing header," "Invalid data," etc.).
📌 How to Fix Errors?
✅ Open the error file and locate the highlighted lines.
✅ Correct errors in your original file.
✅ Double-check the requirements (file name, format, headers, etc.).
✅ Re-upload the corrected file via FTP.
📌 Note: The STS will not process any import as long as errors remain. It is essential to correct all errors before retrying.
💡 Tip: Before importing a large file, test with a small file to minimize potential errors! 🔄
⚠️ IMPORTANT: Deletion of Users Not Present in the Import File
🚨 Warning! When importing an STM user file via FTP, all users who are not listed in the file will be deleted from STS.
🔹 What does this mean?
✅ Users included in the file will be created, updated, or modified.
❌ Users missing from the file will be automatically deleted from STS.
📌 How to Prevent Unintentional Deletions?
Always include all active users in the import file.
Run a test with a small list before uploading a complete user list.
Download the latest user list from STS before making changes to prevent accidental loss.
⚠️ Deletion is permanent! Ensure you have a backup before importing a modified file.