Bulk Document Transfer

1. OVERVIEW

This section provides a high-level view of the bulk document transfer process. Detailed steps are covered in the sections that follow.

1.1 THE PROCESS AT A GLANCE

The migration follows the steps below from start to finish. Each step is covered in more detail later in this guide.

#	PHASE	WHAT HAPPENS
1	Approve & Provision	ENFOS provisions the dedicated SFTP account and prepares the directory structure.
2	Whitelist IPs	Customer submits static IP addresses. ENFOS adds the IPs to the firewall and issues credentials.
3	Connect & Upload	Customer logs in to the SFTP server, uploads documents to Documents/, and uploads the UploadIndex CSV to resources/.
4	Notify ENFOS	Customer confirms uploads are complete and flags any special handling.
5	Validate & Import	ENFOS validates the folder structure and CSV, triggers the transfer, and shares the results CSV.

1.2 KEY TERMS

The following terms appear throughout this guide. Definitions are written for readers who do not work with file transfer or networking every day.

TERM	PLAIN LANGUAGE DEFINITION
SFTP	SFTP stands for Secure File Transfer Protocol. Think of it as a safe way to move files between two computers over the internet. It is like sending a package through a locked, armored truck instead of dropping it in the regular mail. The secure part means the files are scrambled while they travel, so anyone who might intercept the network traffic cannot read or change them along the way.
SFTP Server	An SFTP Server is the computer (or the software running on a computer) that receives and stores those files. If SFTP is the armored truck, the SFTP Server is the secure warehouse on the other end. It sits there waiting for authorized people or systems to log in, drop off files, or pick up files that are ready for them. Companies use SFTP servers to exchange data with vendors and partners in a way that is safer than email attachments or regular file sharing.
SFTP Client	An SFTP Client is the software you run on your own computer to connect to an SFTP Server. It gives you a way to log in, see the folders on the server, and move files back and forth. You can think of the client as the delivery driver who actually drives the armored truck to and from the warehouse.
Directory	A directory is just another name for a folder. On the SFTP server, your files live inside directories that ENFOS has set up for you. The top-level directory is your starting point after you log in, and inside it are subdirectories (sub-folders) where the actual documents go.
CSV	CSV stands for Comma Separated Values. It is a plain text spreadsheet where each row is a line of text and each column is separated by a character. CSV files can be opened, edited, and saved in Microsoft Excel or any text editor. ENFOS uses a CSV file to know where your uploaded folders should land in the platform.
IP Address	An IP Address is the unique number that identifies your computer or network on the internet, similar to a mailing address. Your IT team can tell you the address your office or VPN uses when it connects out to the internet.
Static IP	A Static IP is an address that does not change over time. ENFOS needs static IPs so that the firewall rule we add for you stays valid. Most home internet connections use addresses that rotate, which is why office or VPN IPs are usually the right ones to share.
IP Whitelisting	IP Whitelisting is a security practice where only pre-approved IP addresses are allowed to connect to a server. Any connection attempt from an address that is not on the list is automatically rejected. ENFOS uses whitelisting so that only your approved networks can reach the SFTP server.
CIDR Range	A CIDR Range is a shorthand way to describe a group of IP addresses. For example, 203.0.113.0/24 covers 256 related addresses. Provide a CIDR range when your organization connects from many IP addresses in the same network block.
Port 22	Port 22 is the standard numbered channel that SFTP uses to enter a server. Your network firewall must allow outbound traffic on port 22 for the connection to succeed. Your IT team can confirm whether port 22 is open.

2. SFTP CONNECTION DETAILS

2.1 CONNECTION METHOD

ENFOS will provision a dedicated SFTP account for the customer on the ENFOS-managed SFTP server, hosted in a secure environment. Connections are made over SFTP on port 22, with all data encrypted in transit.

2.2 CREDENTIAL DELIVERY

Upon written approval of this proposal, ENFOS will enable the SFTP connection and issue the customer the following credentials:

CREDENTIAL	DETAILS
SFTP Host / Server URL	Provided by ENFOS upon approval
Port	22
Username	Provided by ENFOS upon approval
Password	Provided by ENFOS upon approval
Environment	Production

2.3 IP WHITELISTING

To ensure secure access, ENFOS requires the customer to provide the public static IP address(es) from which the SFTP connection will originate. These IPs will be whitelisted on the ENFOS firewall before the customer can connect.

Action Required from Customer:

Provide all public static IP addresses (or CIDR ranges) to ENFOS prior to the scheduled migration start date.
Include IP addresses for any automated processes or scripts as well as for individual users who will access the SFTP.
Notify ENFOS immediately if IP addresses change. Connections from non-whitelisted addresses will be rejected.
Host or server address provided by ENFOS
Port: 22
Protocol: SFTP (not FTP and not FTPS)
Username and password provided by ENFOS
Confirm with ENFOS that your current IP is whitelisted, and confirm with your IT team that your network allows outbound traffic on port 22.
Make sure you are using SFTP. FTP and FTPS are different protocols and will not work.
Double-check the username and password, including capitalization. Passwords are case sensitive.
If you cannot install or run an SFTP client at all, ask your IT team for an approved one. ENFOS cannot install software on customer machines.
Hold the documents you want imported into ENFOS, grouped into folders that you create.
Hold a small mapping file (a CSV) that tells the ENFOS import utility which folder of documents should land at which location in the platform.
Files placed directly in the folder will be imported into the Portfolio > Documents section of the ENFOS node listed for that folder in the CSV.
Sub-folders inside the folder are also imported. ENFOS will recreate the same sub-folder structure under the target node, so the way you organize files inside the folder is the way they will appear in ENFOS.
report_2024.pdf and sampling_data.pdf appear in Portfolio > Documents under PROJECT_001.
A sub-folder named subfolder is created under PROJECT_001 and contains closure_report.pdf.
A sub-folder named subfolder is created under PROJECT_002 and contains remediation_plan.pdf and additional_report.pdf, matching the SFTP layout.
The customer's IP address(es) must be submitted to and whitelisted by ENFOS before access is granted.
SFTP credentials will be issued to the customer's designated technical contact after IP whitelisting is confirmed.
The customer should upload all files and the completed CSV mapping file before notifying ENFOS to initiate the import process.
ENFOS will validate the file structure and CSV before running the import.
All data in transit is encrypted via SFTP over port 22.
SFTP credentials are unique to the customer and must not be shared externally.
ENFOS uses IP whitelisting as an additional access control layer.
The customer's SFTP directory is isolated from other customer environments.
Audit logs are maintained for all file upload and management actions on the SFTP server.
Credentials should be rotated by notifying ENFOS if there is any suspected compromise.

2.4 CONNECTING TO THE SFTP SERVER

Once IP whitelisting is confirmed and ENFOS has issued your credentials, you or a technical resource can connect to the SFTP server using any standard SFTP client your organization supports.

Note: Most companies do not allow employees to install file transfer software on their own. Before you try to connect, contact your IT or security team and ask which SFTP client is approved at your organization, or request that one be provisioned for you. Your IT team will also confirm that your network allows outbound traffic on port 22.

What you will need to log in

Host or server address provided by ENFOS
Port: 22
Protocol: SFTP (not FTP and not FTPS)
Username and password provided by ENFOS

Troubleshooting

Confirm with ENFOS that your current IP is whitelisted, and confirm with your IT team that your network allows outbound traffic on port 22.
Make sure you are using SFTP. FTP and FTPS are different protocols and will not work.
Double-check the username and password, including capitalization. Passwords are case sensitive.
If you cannot install or run an SFTP client at all, ask your IT team for an approved one. ENFOS cannot install software on customer machines.

3. FILE AND FOLDER STRUCTURE 3.1 WHAT THE SFTP DIRECTORY IS FOR

Once you log in to the SFTP server, you land in your dedicated directory. A directory is just a folder. ENFOS has set yours up as a private space where you will upload everything related to this migration. Nothing you place here is visible to other ENFOS customers.

Your directory has two purposes:

Hold the documents you want imported into ENFOS, grouped into folders that you create.
Hold a small mapping file (a CSV) that tells the ENFOS import utility which folder of documents should land at which location in the platform.

The next sections explain each piece. Section 3.2 shows the folder layout ENFOS pre-creates. Section 3.3 covers where to put your documents. Section 4 covers the CSV mapping file. The pieces work together: each folder name you create on the SFTP is referenced in the CSV, and the CSV is what tells ENFOS where in the portfolio that folder belongs.

3.2 FOLDER STRUCTURE ENFOS PROVIDES

When you log in to the SFTP server, ENFOS has already created the parent directory structure for you. You will see the following folders:

ToEnfos/
└── DocumentMigration/
├── Documents/
└── resources/

FOLDER	PURPOSE
DocumentMigration/Documents/	Where you upload the documents to be imported. You create whatever folders and sub-folders you want inside this folder. The structure you build here is what ENFOS will read during the import.
DocumentMigration/resources/	Where you place the UploadIndex.csv mapping file. This is the only file that should go in this folder. See Section 4 for how to build it.

Note: Do not rename, move, or delete the DocumentMigration, Documents, or resources folders. ENFOS expects these names exactly. Add your own folders inside Documents/ only.

3.3 WHERE TO PUT DOCUMENTS

All documents should be uploaded under the following directory:

DocumentMigration/Documents/

Inside Documents/, create one folder for each set of documents that should land at the same place in ENFOS. The folder name on the SFTP server does not have to match the name of any node in ENFOS. The CSV mapping file (covered in Section 4) is what connects each SFTP folder to its target portfolio location, so you can name SFTP folders whatever is most convenient (for example, a project code, a site name, or a job number).

What goes inside each folder

Files placed directly in the folder will be imported into the Portfolio > Documents section of the ENFOS node listed for that folder in the CSV.
Sub-folders inside the folder are also imported. ENFOS will recreate the same sub-folder structure under the target node, so the way you organize files inside the folder is the way they will appear in ENFOS.

One thing to avoid

Do not try to write the full ENFOS portfolio path as a single folder name. Use a single folder name and let the CSV handle the mapping.

ALLOWED	NOT ALLOWED
DocumentMigration/Documents/Site1	DocumentMigration/Documents/Customer > State > Site1

3.4 EXAMPLE FOLDER LAYOUT

The example below shows two folders on the SFTP server. Each one will be mapped to a portfolio location through the CSV in Section 4. PROJECT_001 contains files at the top level and one sub-folder. PROJECT_002 only contains a sub-folder.

Folder layout on the SFTP

DocumentMigration/
└── Documents/
├── PROJECT_001/
│ ├── report_2024.pdf
│ ├── sampling_data.pdf
│ └── subfolder/
│ └── closure_report.pdf
└── PROJECT_002/
├── remediation_plan.pdf
└── subfolder/
└── additional_report.pdf

How this lands in ENFOS

Assuming the CSV maps PROJECT_001 to Customer > Business > US > SITE_001 > PROJECT_001 and PROJECT_002 to Customer > Business > US > SITE_001 > PROJECT_002, the result in ENFOS is:

report_2024.pdf and sampling_data.pdf appear in Portfolio > Documents under PROJECT_001.
A sub-folder named subfolder is created under PROJECT_001 and contains closure_report.pdf.
A sub-folder named subfolder is created under PROJECT_002 and contains remediation_plan.pdf and additional_report.pdf, matching the SFTP layout.

Note: Each folder name directly under Documents/ (PROJECT_001 and PROJECT_002 in the example above) is what you will list in the SourceFolder column of the CSV in Section 4. The CSV tells ENFOS which portfolio node that folder maps to. Sub-folders inside it are imported automatically, no extra CSV entries needed.

3.5 FILE AND FOLDER RESTRICTIONS

Review the rules below before preparing your migration. Files or folders that violate these rules will be rejected during the import.

QUESTION	ANSWER
What document types are allowed?	Any file type that is not on the restricted list shown later in this section.
What document types are disallowed?	The 114 file extensions listed under Restricted File Types below. The check is case-insensitive (.exe and .EXE are both rejected) and the upload utility also rejects path traversal attempts.
Is there a maximum single file size?	Yes. 500 MB per file.
Is there a maximum total number of files?	No limit on the total number of files.
Maximum length of a single file name?	250 characters
Maximum length of a folder name?	250 characters. The same character limit applies to files and folders.
Forbidden characters in file or folder names?	/ \ * ? < > " ' \|

Restricted File Types

The 114 file extensions below are blocked. The check is case-insensitive, so any combination of upper- and lower-case letters in the extension is rejected.

.agp	.alx	.as	.ashx	.asp	.aspx
.asr	.bat	.bin	.bml	.cgi	.class
.cmd	.com	.cpl	.crdownload	.dll	.dmg
.exe	.fhtm	.fhtml	.gadget	.gscript	.hhtml
.hta	.htc	.htd	.htm	.htm~	.html
.html5	.ico	.imported	.inc	.inf	.izs
.jar	.java	.jcd	.js	.jsb	.jsc
.jse	.jsf	.jsp	.jspa	.jst	.jsxbin
.lic	.lnk	.metalink	.mht	.mhtm	.mhtml
.msc	.msh	.msh1	.msh1xml	.msh2	.msh2xml
.msi	.mso	.msp	.msrcincident	.mvc	.php
.php5	.phar	.phps	.pif	.pkg	.prop
.ps1	.ps1xml	.ps2	.ps2xml	.psc1	.psc2
.py	.rdf	.reg	.rjs	.scf	.scr
.sfx	.sh	.sht	.so	.sql	.ssi
.svc	.swf	.swf2	.tmp	.torrent	.tpl
.ttml	.vb	.vbe	.vbs	.vcard	.vcf
.vtt	.war	.wmlsc	.ws	.wsc	.wsf
.wsh	.xht	.xhtm	.xhtml	.xsd	.zul

4. CSV MAPPING FILE

4.1 PURPOSE

Alongside the document folders, you must prepare and upload a CSV mapping file. This file tells the ENFOS import utility two things: where each folder of documents should land within the ENFOS platform, and how those documents should be categorized.

4.2 INPUT CSV FORMAT

The CSV file must contain the following columns:

COLUMN	REQUIRED	DESCRIPTION
Nodepath	Yes	Target location within ENFOS Statera where the documents will be uploaded (for example, Customer > Business > US > SITE_001 > PROJECT_001).
SourceFolder	Yes	The exact folder name you created on the SFTP server under DocumentMigration/Documents/. This name does not have to match the ENFOS node name; it just has to match the folder you uploaded.
ModuleType	Yes	Document module type. Default to r for Remediation documents.

Required SFTP Location: DocumentMigration/resources/ (pre-created by ENFOS)

Required File Name: UploadIndex.csv

4.3 EXAMPLE INPUT CSV

5. SCHEDULE AND ACTIVATION

ENFOS will enable the SFTP connection upon customer request. At that point, the customer may begin loading files to the SFTP server, subject to the following conditions:

The customer's IP address(es) must be submitted to and whitelisted by ENFOS before access is granted.
SFTP credentials will be issued to the customer's designated technical contact after IP whitelisting is confirmed.
The customer should upload all files and the completed CSV mapping file before notifying ENFOS to initiate the import process.
ENFOS will validate the file structure and CSV before running the import.

#	STEP	RESPONSIBLE PARTY
1	Customer submits static IP address(es) to ENFOS.	Customer
2	ENFOS whitelists IPs and provisions SFTP account.	ENFOS
3	ENFOS sends SFTP credentials to the customer's technical contact.	ENFOS
4	Customer uploads documents and CSV mapping file to SFTP.	Customer
5	Customer notifies ENFOS that upload is complete.	Customer
6	ENFOS validates files and initiates document import.	ENFOS
7	ENFOS shares output CSV with import results.	ENFOS

6. SECURITY CONSIDERATIONS

All data in transit is encrypted via SFTP over port 22.
SFTP credentials are unique to the customer and must not be shared externally.
ENFOS uses IP whitelisting as an additional access control layer.
The customer's SFTP directory is isolated from other customer environments.
Audit logs are maintained for all file upload and management actions on the SFTP server.
Credentials should be rotated by notifying ENFOS if there is any suspected compromise.