Set Up Automated Uploads via SFTP

Configure SFTP connections to automate product, service, price, and stock data uploads to the Axiom platform.

Overview​

You can use SFTP (Secure File Transfer Protocol) to automate data uploads to the Axiom platform. You can schedule regular transfers from your internal systems directly to Axiom's SFTP server instead of manually importing CSV files through the web interface.

SFTP uploads are useful when you:

• Manage a large number of products or services that change frequently
• Want to integrate your internal systems (ERP, PIM) with the Axiom platform
• Need to schedule recurring uploads without manual intervention
• Require a secure, encrypted channel for transferring business data

How SFTP Uploads Work​

The SFTP upload process follows these steps:

1. Create a configuration — Define what type of data you are uploading, the file format, and the processing schedule.
2. Create an account — Set up SFTP credentials with an SSH public key linked to your configuration.
3. Connect and upload — Use an SFTP client to transfer your CSV files to the Axiom SFTP server.
4. Automatic processing — The platform processes uploaded files on the schedule defined in your configuration.
5. Review results — Check the File Imports page for import status, errors, and notifications.

Prerequisites​

Before you begin, ensure you have:

• An active supplier account on the Axiom platform
• An SSH key pair for authentication (see Generate SSH Keys)
• Data files formatted as CSV (see Supported Import Types)

Generating SSH Keys​

SFTP authentication uses SSH key pairs instead of passwords. You need to generate a key pair and provide the public key to Axiom when creating your SFTP account.

Generate a Key Pair on macOS or Linux​

1. Open a terminal
2. Run the following command:

ssh-keygen -t ed25519 -C "your-email@example.com"

3. When prompted, enter a file location or press Enter to accept the default (~/.ssh/id_ed25519)
4. Enter a passphrase for added security, or press Enter to skip
5. The command generates two files:
   • Private key — ~/.ssh/id_ed25519 (keep this secure; do not share it)
   • Public key — ~/.ssh/id_ed25519.pub (provide this to Axiom)
6. Copy the public key:

cat ~/.ssh/id_ed25519.pub

Generate a Key Pair on Windows​

1. Open PowerShell or Command Prompt
2. Run the following command:

ssh-keygen -t ed25519 -C "your-email@example.com"

3. Follow the prompts to save the key and set a passphrase
4. The public key is saved to C:\Users\<your-username>\.ssh\id_ed25519.pub
5. Open the file in a text editor and copy the contents

Creating an SFTP Configuration​

1. Navigate to Settings > SFTP > Configurations
2. Select + Create Configuration to define the connection parameters, file format, and upload schedule for your SFTP integration
3. Enter the configuration details:
   • Name — A descriptive name for this configuration (for example, "Weekly Product Upload" or "Daily Stock Sync")
   • Import type — Select the type of data to import (for example, Products CSV, Services CSV, Prices CSV, or Stock CSV)
   • Schedule — Define how often the platform checks for and processes new files
4. Select Save to create the configuration

Creating an SFTP Account​

1. Navigate to Settings > SFTP > Accounts
2. Select + Create Account to set up a new SFTP account with a username, SSH public key, and linked configuration
3. Enter the following details:
   • Username — A unique username for this SFTP connection
   • SSH Public Key — Paste the contents of your public key file (for example, id_ed25519.pub)
   • Configuration — Select the SFTP configuration to link this account to
4. Select Save to create the account

After you save, the platform provides the SFTP connection details you need to connect, including the host address and port number.

Connecting to Your SFTP Account​

Use an SFTP client to connect to the Axiom SFTP server. Common SFTP clients include:

• FileZilla (Windows, macOS, Linux)
• WinSCP (Windows)
• Cyberduck (Windows, macOS)
• Terminal / Command Line (macOS, Linux)

Connect with an SFTP Client​

1. Open your SFTP client
2. Enter the connection details provided by the platform:
   • Host — The Axiom SFTP server address
   • Port — The SFTP port number
   • Username — The username you created in the SFTP account
   • Authentication — Select SSH key authentication and point to your private key file
3. Select Connect

Connect with the Command Line​

sftp -i ~/.ssh/id_ed25519 your-username@sftp.axiomdata.io

Replace your-username with the username from your SFTP account and the host with the address provided by the platform.

Supported Import Types and Directory Structure​

Place files in specific directories based on the type of import. The system automatically detects the import type based on the directory name.

Supported Directories​

• Upload one file at a time per configuration to avoid processing conflicts
• Ensure each file is fully transferred before the next scheduled processing window

Preparing Product Files​

Format your product data as a CSV file. Your file must include all the required fields listed below. For JSONL file imports, see Manage Products with Files.

Required CSV Fields for Products​

Optional CSV Fields for Products​

Preparing Product Price Files​

Format your product price data as a CSV file. For detailed pricing instructions, see Managing Product Price Lists.

Required CSV Fields for Product Prices​

Preparing Stock Files​

Format your stock data as a CSV file. For detailed stock instructions, see Stock, Lead Time & Shipping Information.

Required CSV Fields for Stock​

Optional CSV Fields for Stock​

Preparing Service Files​

Format your service data as a CSV file. For detailed service import instructions, see Manage Services with Files.

Required CSV Fields for Services​

Optional CSV Fields for Services​

Required CSV Fields for Service Prices​

Uploading Files​

1. Connect to the SFTP server using your SFTP client and account credentials
2. Transfer your CSV file to the root upload directory
3. The platform processes uploaded files automatically based on your configuration schedule

Monitoring Upload Status​

After uploading a file via SFTP:

1. Navigate to the File Imports page in the platform
2. Check the import status for your uploaded file
3. Select the import row to view details, including:
   • Number of successfully imported records
   • Number of errors
   • Error details with file rows and error messages
4. Download the error file if needed. The error file contains your original data with an appended errors column to identify which rows need adjusting

You also receive a notification in the platform (under the activity section of the Analytics page) and via email when the import completes.

Resolving Handling Errors​

Common Errors​

Download Error Reports​

If an import fails, download detailed error information from the File uploads section of your dashboard. The error report includes:

• Line number where the error occurred
• Field that caused the error
• Error message explaining what went wrong
• Suggested corrections for common issues

File Cleanup​

Automatic Cleanup​

Files placed in unsupported directories (directories that do not match the supported import types) are automatically deleted by Axiom's cleanup process. This prevents the accumulation of incorrectly placed files.

Supported Files Retention​

Files placed in supported directories remain on the server after processing. However, subsequent uploads of files with the same name overwrite previous files.

Troubleshooting SFTP Issues​

Cannot Connect to the SFTP Server​

Check the following:

1. Ensure you are using the correct hostname from the SFTP account details
2. Verify your SSH private key matches the public key registered with Axiom
3. Confirm the username is correct
4. Check that port 22 is not blocked by your firewall

Files Are Not Being Processed​

Check the following:

1. Ensure the file is placed in a supported directory
2. Verify the file is a valid CSV with the correct headers
3. Wait up to 5 minutes for the monitoring system to detect the file
4. Check the File uploads section in your dashboard for any error messages

Import Completed with Errors​

1. Download the error report from the File uploads section of your dashboard
2. Review the specific errors for each failed row
3. Correct the data issues in your source file
4. Re-upload the corrected file

Authentication Issues​

If you receive authentication errors:

1. Verify you are using the correct username and hostname
2. Ensure your private key file has the correct permissions (typically chmod 600 ~/.ssh/id_rsa on Linux/macOS)
3. If issues persist, regenerate your SSH key pair and update your public key through the Axiom supplier portal, or send the new public key to your Axiom administrator
4. Contact support if authentication continues to fail

Security Considerations​

• Private keys — Never share your SSH private key with anyone, including Axiom support. Treat it like a password.
• Key permissions — On Linux/macOS, ensure your private key file has restricted permissions (chmod 600 ~/.ssh/id_rsa).
• Key rotation — Periodically rotate your SSH keys by generating a new key pair and updating the public key through the Axiom supplier portal.
• Access control — Only authorised personnel should have access to SFTP credentials.
• Secure storage — Store private keys in a secure location, such as a password manager or encrypted storage.
• Connection security — Always connect using SFTP (port 22). Never use insecure FTP.

Important Notes​

• Use descriptive filenames — Include dates or version numbers in your filenames (for example, products_2024_12_14.csv).
• Test with small files first — When setting up SFTP uploads for the first time, test with a small sample file to ensure everything works correctly.
• Monitor the first few imports — Check the File uploads history to ensure your files are processed as expected.
• Validate files before upload — Run your own validation checks before uploading to catch errors early.
• Use consistent directory names — Always use the exact directory names listed in the supported directories table.
• Schedule uploads during off-peak hours — If uploading large files, consider scheduling uploads when system load is lower.
• Maintain file format consistency — Use the same CSV structure and headers across all uploads.