Automated data imports allow you to establish a secure, hands-free connection between your systems and the Balance platform. By automating your bulk data transfers, you reduce manual errors and ensure your records are always up-to-date.

This guide will walk you through the three phases of setup:

1. The Pre-Configuration Checklist

2. Generating Secure Credentials (SSH Keys)

3. Testing Your Connection

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1. Pre-Configuration Checklist

Before we can build your secure environment, our team needs four specific pieces of information. Please gather these and send them to your Balance Implementation Contact.

• Desired SFTP Username: Your unique ID for logging into the secure server.

• Exact Import Filename: Our system scans for a precise filename. Any variation will cause the import to fail. Please provide the exact name your system generates (e.g., Company_Balance_Import.xlsx).

• Notification Email Addresses: A list of team members who should receive automated alerts confirming the success or failure of each import.

• Identifying Import Types for Automation: You can find a full list of import types here. Import Types currently available for automation are:

  • Endowment Fund

  • Expendable Fund

  • Transaction Activity (Simple)

  • Transaction Activity (Supplemental)

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2. Generating Your Secure SSH Key

Balance uses SSH key pairs rather than passwords. This is a more secure way for two systems to "talk" to each other. You will generate a Private Key (which you keep secret) and a Public Key (which you share with us).

Create the Key Pair

Open your command line terminal (Terminal on macOS/Linux, or PowerShell/Git Bash on Windows) and run the following command:

ssh-keygen -t rsa -b 4096 -C "your_email@example.com"

• Passphrase Tip: When prompted for a passphrase, press Enter to leave it blank if you want the upload to be fully automated via scripts.

• The Results: This creates two files: id_rsa (Private) and id_rsa.pub (Public).

Share Your Public Key

You must send us your Public Key to grant your system access.

1. View the key:

   • macOS/Linux: Run cat ~/.ssh/id_rsa.pub

   • Windows: Run type C:\Users\<username>\.ssh\id_rsa.pub

2. Copy the text: Copy the entire string of text (starting with ssh-rsa).

3. Send it: Email this string to your Balance Implementation Contact.

Security Reminder: Never share your Private Key (id_rsa). Only the Public Key (id_rsa.pub) should be shared with our team.

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3. Testing Your Connection

Once our team confirms your account is ready, you can perform your first test upload.

Connect to the Server

Your SFTP server hostname will be provided by your Balance Implementation contact during onboarding. Please contact them if you have not received your server details.

Using Command Line: Run this command, replacing <username> with your chosen SFTP username:

sftp -i ~/.ssh/id_rsa @s-9313b16e5a324b7e8.server.transfer.us-east-1.amazonaws.com

Using FileZilla or WinSCP: Create a new connection using the host name above and set your Logon Type to "Key File," then select your id_rsa file.

Uploading the File

When you connect, you will see several folders. To ensure your data is processed:

1. Open the incoming folder. You must place all files here.

2. Upload your file. Ensure the filename matches the exact name you provided in the checklist.

What Happens Next?

• Notifications: Your designated team members will receive an email confirming the import results.

• File Movement: Once processed, the file will automatically move from incoming to the processed folder. If the file disappears from incoming, it means the system has successfully picked it up!

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4. Frequently Asked Questions & Technical Specifications

Head to our Import Types article, which contains full templates with technical specifications.

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5. Troubleshooting & Tips

Based on our experience helping clients set up this feature, here are the most common errors that can cause the import to fail:

• Incorrect Directory: All files for this process must be placed in the incoming directory. Our automation is configured to scan only this specific location; it will not see files placed in the uploads folder.

• Incorrect Filename: Ensure your uploaded filename exactly matches the name you provided during the pre-configuration step (e.g., Company_Fundriver_Import.xlsx). Adding timestamps or variations like FOR_TESTING_... will cause the import to fail.

To avoid common setup errors, please keep the following in mind:

• Avoid the "Uploads" folder: It is a common mistake to put files in the uploads directory. Our automated scanner only looks inside the incoming folder.

• No Timestamps: Do not add dates or "test" tags to your filename (e.g., Import_Jan_01.xlsx). It must match your registered filename exactly, or the system will ignore it.

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Need Support? Should you encounter any issues during the testing process or have any questions about these technical specifications, please reach out to your Balance Implementation Contact.