How To Complete SFTP Site Setup

Secure File Transfer Protocol (SFTP) is a network protocol for securely accessing, transferring and managing large files and sensitive data. Vendors we enter contracts with typically have their own internal SFTP site they want us to utilize, it is also entirely possible for you to set up a St. Thomas SFTP site and have the vendor access it directly. The following instructions walk a Product Owner through how to get an initial SFTP set up.

Getting Set Up With the Vendors SFTP Site

If the vendor is requiring you to utilize their own SFTP site the following steps will help you navigate the initial set up and what types of requests/information you will need. This is ultimately a secure portal any data, documents or information between you and the vendor should be shared. Never send data or sensitive information through email!

1. Request the SFTP website link.
2. Request your username to the vendor SFTP site.
3. Request your password to the vendor SFTP site - they should share this securely, not just in an email directly.
4. Store your SFTP website link, username and password in your University LastPass Account. If you do not have a university LastPass Account, you can follow these directions.
   1. It is possible to have separate SFTP sites for a test and production environment.
5. Test and confirm that you can login to the new SFTP site directly with the username/password provided.
6. The Vendor may ask you for the following information to set up the SFTP site:
   1. University IP Address to allow data uploads: Request through Tommie Tech Services - Network Management
   2. Data Contact for troubleshooting: This is you as the product owner.

Set Up St. Thomas SFTP Site to Share With Vendor

If you have the option to utilize our own St. Thomas SFTP site through Liquidfiles the following steps will help you navigate the initial set up. As a university we prefer using our own SFTP site when possible as the data stays within our purview. Ultimately this becomes a secure portal for any data, documents or information shared between you and the vendor. Never send data or sensitive information through email!

1. If you haven't already, set up a LiquidFiles Account following this article.
2. Submit a request for a Secure File Share (Liquidfiles). - aka your SFTP site.
   1. Include the email addresses and names of the individuals who would need access
3. Once the request is completed you will now see a File Share option at the top of LiquidFiles toolbar.
4. You will see your new File Share folder available and can share this with the vendor directly.
5. Your set-up for a St. Thomas SFTP site is complete!

What about the Data for the SFTP site?

Typically data is requested from the Vendor and below are a few tips to get you started:

1. Request the data template file from the vendor, typically it is in Excel format with definitions and data formats, from the vendor. This is the data they are requesting.​​​​​​
2. Confirm what data is required as many vendors will ask for more data because it may enhance the experience but is not always required.
3. Determine the frequency the vendor needs the data - daily, weekly, monthly, semester, yearly?
4. Based on the required data understand if this is something you can obtain yourself through Cognos Analytics, Salesforce, Banner, or another method.
   1. If Not, Submit a Reporting Request to work with the data team.