Datafeed Overview (linked)

Understanding and Configuring Linked Field Datafeeds

Overview: What is a Linked Field Datafeed?

A Linked Field Datafeed is a specialized rule management system that creates automatic associations between profile field values in your Wisetail LMS. Unlike standard user datafeeds that directly update user profiles, linked datafeeds establish "if-then" relationship rules that automatically populate multiple profile fields when a user is assigned a single "driving" select-type field value.

Common Use Case: Store Management

The most frequent implementation involves creating a "store concept" where:

• Each store has multiple attributes (address, owner, brand, type)
• When a user is assigned to a store, all store attributes automatically populate
• Administrators maintain one central file instead of updating individual user profiles
• Concept can be extended beyond Stores to Regions, Territories, etc...

Key Differences: Linked Datafeed vs. User Datafeed

How Linked Field Datafeeds Work

Rule Creation Process

1. File Upload: You upload a CSV file via Secure File Transfer Protocol (SFTP) containing field associations
2. Rule Processing: The system creates "if-then" rules from your data
3. Rule Storage: Association rules are stored in the system and are visible as associated values within their corresponding Linked profile fields
4. Automatic Application: When users are assigned the select field value, linked fields populate automatically

Rule Update Behavior

• New source values: Added with their linked field rules
• Existing source values in file: Rules are updated/replaced
• Missing source values: Existing rules remain unchanged (no deletion)
• System approach: Additive/update-only - old rules persist unless explicitly updated

File Structure and Requirements

Required Column Structure

Your CSV file must contain:

• select_column (column 1): A single select-type column value that when assigned to a user triggers the other values in the row to be assigned for the user
  • The select-type value must be unique within file
• linked_column1, linked_column2, ...: As many columns as needed for your linked profile fields. 
  • Leave cell empty if no association for a specific value is needed

Sample File Structure

File Naming and Format Requirements

• Column names: Use lowercase with underscores (best practice). Column names do not have to match profile field names but it is helpful if they are close
• File format: CSV only - UTF-8 encoding is highly recommended
• File size: 2-50,000 rows maximum
• Unique values: Each value in the Select value column (location in example) must be unique
• Upload method: SFTP only - no API or manual uploads supported

Configuration Steps

Pre-Setup Requirements

1. Contact your Account Manager or cx@wisetail.com to enable linked datafeed service
2. Identify your driving select-type field and linked fields
3. Prepare your CSV file following the structure requirements
4. Ensure SFTP access is configured

File Preparation

1. Create CSV structure: Include select column values in column1 and all linked_field_x_values in as many columns as needed where each column will map to a linked profile field in your site
2. Populate data: Ensure each row represents one complete set of associations
3. Validate uniqueness: Verify select column values are unique
4. Check formatting: Use lowercase column headers (names) with underscores

Upload Process

1. Connect to your designated SFTP location
2. Upload your CSV file to the specified directory
3. Monitor for processing confirmation email
4. Review statistics email for processing results

Monitoring and Results

Understanding Statistics Email

After processing, you'll receive an email with these metrics:

• Records Processed: Total rows in your input file that were processed
• New source field values: Completely new driving select-type field values created in the system
• New linked field values: Completely new linked field values created in the system
• Field associations added: New association rules created 
• Field associations deleted: Existing association rules that were replaced

Best Practices

File Management

• Naming convention: Use descriptive, consistent file names with dates
• Version control: Keep backup copies of all uploaded files
• Testing: Test with small file samples before full uploads
• Documentation: Document your field mapping and business rules

Data Quality

• Validation: Validate data accuracy before upload
• Consistency: Maintain consistent formatting across all entries
• Completeness: Ensure all required fields are populated
• Regular updates: Establish a schedule for updating association rules

Operational Excellence

• Monitor processing: Always review statistics emails after uploads
• Plan for growth: Design your structure to accommodate future linked fields
• Coordinate changes: Communicate rule changes to relevant stakeholders
• Regular audits: Periodically review and clean up unused associations

Security Considerations

• SFTP security: Follow your organization's SFTP security protocols
• Data sensitivity: Consider the sensitivity of data in linked fields
• Access control: Limit file upload access to authorized personnel
• Audit trail: Maintain records of who uploads files and when

Getting Additional Help

For questions about linked field datafeeds or to request service setup:

• Account Manager: Contact your designated Account Manager
• Client Services: Email cx@wisetail.com
• Technical Support: Use your standard support channels for technical issues