Reflektive uses both user_login (email) and external_uuid as primary unique identifiers. To update either field in bulk without creating duplicate accounts or losing historical performance data, at least one of these two identifiers must remain unchanged during the transition.

Important Data Integrity Guidelines

• Keep One Identifier Constant: If updating external_uuid, keep user_login unchanged. If updating email domains (user_login), ensure external_uuid remains consistent.

• Avoid Account Duplication: If both fields change simultaneously, Reflektive will interpret the records as new hires and generate brand-new accounts. Reflektive cannot merge two distinct accounts or transfer existing data (such as reviews or goals) into a new account after the fact.

Process Overview: Step-by-Step

To guarantee a seamless transition and prevent data loss, the Reflektive Support team assists directly with backend validation and upload.

1. Verify Unchanged Identifiers

   Ensure that the unchanged identifier column (e.g., user_login when updating UUIDs) remains consistent with current employee profiles.

2. Prepare and Share the Updated CSV

   Generate an updated CSV containing all active employees with their new identifiers, and share this file directly with the Reflektive Support team for review.

3. Pre-Ingestion Review

   Support will audit the file structure to verify that the identifiers align properly and that no duplicate profiles will be generated.

4. Backend Upload

   Once validated, Support will perform a backend upload of the updated file to map the new values to the existing employee records.

5. Upload to SFTP Server (If the company has an active HRIS)

   While the backend update is being processed, upload the new CSV file containing the updated values to your organization’s SFTP server.

6. Manual Sync and Confirmation

   After you provide final approval, Support will manually trigger the daily sync to ingest the new file from the SFTP server and verify that the sync completes successfully without error.