SFTP Scheduled Imports allow for the secure automation of recurring CSV imports into iiQ, utilizing either an external or iiQ-hosted SFTP server. This feature includes configuration options, field mapping, scheduling, and visibility for iiQ Ticketing, iiQ Facilities and iiQ Resources.
Important Notes:
Only one import can be scheduled, but separate asset imports can be set up for each product or module.
Pending imports are not saved. If you navigate away from the process by selecting another page in the Left Navigation, the scheduled import will be lost and will not function. When the user returns, they must delete the previous record by selecting "Delete" and recreate the import from the beginning.
To change a current scheduled import (aside from the schedule), delete the current saved import and set up a new one.
The import cannot be deactivated—the scheduled import is set to 'active' once you select Save Import Schedule at the last step of the wizard.
If your district's SFTP settings are in use, Incident IQ may have trouble accessing the SFTP server due to firewall restrictions. In such cases, you need to review the settings so Incident IQ can access its SFTP server.
Manual triggering of a data pull for a scheduled sync is not available; you must wait for the next sync.
Permissions
For both manual and scheduled imports, users will need the ‘View Import Assets’ and ‘Edit Asset Types’ permissions granted to them in the iiQ module they will be performing the import.
For example, if a user is scheduling asset imports in the iiQ Facilities module, they must have the appropriate permissions for that module.
Configuration
You can access the scheduled imports tab by going to Assets > Import Assets > Scheduled Import tab, in either the iiQ Assets, iiQ Facilities, or iiQ Resources modules.
Configure SFTP
You can choose between an external SFTP and a secure iiQ-hosted alternative for transferring data files.
External SFTP Configuration
Selecting Use my own SFTP server enables manual entry of the following required fields:
URL/Host *
Port *
Username *
Password (hidden by default with “Show Password” checkbox)*
Path - the name of the file the user needs to go through the mapping process *
Choosing "Clear All" allows users to reset the fields while in edit mode. On the other hand, selecting "Save & Verify" confirms the connection credentials and verifies that the provided file name exists before proceeding. After verification, the file will be imported for processing in the subsequent steps.
If there is no connection to the SFTP server or if there is no file at that location, after selecting Save & Verify, an error will be produced:
iiQ-Hosted SFTP Configuration
Selecting Use an iiQ-hosted SFTP server automatically generates and pre-populates credentials:
URL: *
Port: 22 *
Username: Auto-generated (e.g., [SiteName]-AssetsScheduledImport) *
Password: Secure randomized 44-character string (hidden by default with “Show Password” checkbox) *
Path: / *
Passwords can be revealed and copied, mirroring the SIS app UX. *
Credentials are automatically saved and validated when you select "Save & Verify."
2.Field Mapping
Next, you will map the CSV fields and values to iiQ data. These mapping steps are the same as the manual import process, allowing you to validate the fields before scheduling the import.
Please note:
The uploaded CSV file is not stored; the mapped fields and values are stored for future imports.
Future validation of mapped and unmapped fields will be based on the file retrieved from the assigned SFTP path during scheduled execution.
3.Define and Save Import Schedule
After completing mappings, you can define how often the import should run.
Frequency options: Once, Daily, Weekly, Monthly, Quarterly, Yearly.
Time of day
“Stop repeating after” date (optional)
Selecting Preview allows you to go to the next step and review all configurations before saving.
4.Preview/Confirmation
You can review and confirm scheduled import details at this step.
The list will show the assets that will be skipped. The Skip Reason column will provide details about why each item was skipped.
Selecting Back allows users to return to previous steps to make necessary changes, while selecting Continue To Next Step enables them to proceed to the next step.
The assets that will be imported will be shown in the list.
5. Selecting Save Import Schedule
Lastly, you will be directed to the Scheduled Imports screen. The new import job will appear immediately in the active state.
The Site Information section displays:
URL - The configured SFTP server address.
Path - The directory path for file retrieval.
Created On - The date the job was set up.
The Schedule section displays:
Frequency (Daily, Weekly, Monthly)
Day time
Date when the schedule ends
If needed, you can edit the schedule cadence at any time by selecting the pencil icon next to the Schedule description, adjusting, and selecting Apply.
Once the job is active, mappings are read-only. Users must delete and recreate the import to modify mappings, schedule, or SFTP details. Imports can be deleted directly from the Scheduled Import screen by selecting Delete and then Yes on the confirmation screen.
