Overview
Scheduled Imports let you run an existing import configuration automatically on a recurring schedule, instead of uploading a file by hand every time. Onflo connects to your source, picks up the file, and processes it using all the mappings and rules from the import configuration you select.
A source can be either an SFTP Server — auto-provisioned by Onflo or your own existing server — or a Cloud URL pointing at a Google Sheet. Every run creates a new import entry in the Import History, so each sync can be reviewed and audited on its own.
Scheduled Imports live on the Asset Imports page, alongside Import History and Configurations.
Key features and benefits
Reuses a saved configuration — the scheduled import applies all mappings and rules from the import configuration you select, so nothing has to be re-mapped.
Two source types — an SFTP server (auto-provisioned by Onflo, or one you already operate) or a Cloud URL that links to a Google Sheet.
Flexible frequency — Daily, Weekly, Monthly, or a Custom (Cron) expression.
A separate Import History entry for every run, so each sync’s status, filename, and record count are recorded independently.
Email notification when each sync completes.
Run Now and Test Connection on demand, without waiting for the next scheduled slot.
Activate or deactivate a schedule at any time without deleting it.
Automatic file handling — processed files are archived into a subfolder after each run.
Prerequisites
A saved import configuration. Import Configuration is a required field in the wizard, so the configuration must already exist on the Configurations tab before you create the schedule.
A source Onflo can reach. For SFTP, either let Onflo auto-provision the endpoint or have your own host, port, path, username, and password ready. For a Cloud URL, the Google Sheets URL must be publicly accessible.
A file in a supported format — CSV, XLSX, or XLS.
Viewing your schedules
Go to Assets → Asset Imports and open the Scheduled Imports tab. The list shows every schedule with its Schedule Name, Status, Source Type, Frequency, Last Operation, Configuration Used, and Created By. Select New Schedule to create one, or select a schedule name to open its detail page.
Creating a schedule with an SFTP source
The SFTP wizard has six steps: Source Type, SFTP Setup, Credentials, Configuration, Schedule, and Review.
Step 1 — Source Type
On the Scheduled Imports tab, select New Schedule.
Select the SFTP Server card. SFTP is best for systems that push files on a schedule.
Select Continue.
Step 2 — SFTP Setup
Choose how Onflo should connect:
New SFTP Location (Recommended) — Onflo auto-provisions a secure endpoint with a generated host, port, path, username, and password.
Existing SFTP — connect to an SFTP server you already operate by providing your own host, port, and credentials.
Select Continue. If you chose New SFTP Location, your SFTP credentials are auto-generated on clicking Continue.
Step 3 — Credentials
For an auto-provisioned location, Onflo confirms SFTP credentials generated! and displays the Host, Port, Path, Username, and Password to use when connecting to the SFTP server directory for this integration. Each field has a copy button.
Copy the credentials, or select Download as .txt, and configure your external system to push files to this endpoint.
Select Test Connection to confirm the endpoint is reachable.
Select Continue.
You can always view these credentials later by editing this source.
Step 4 — Configuration & File Handling
This step links the source to a saved import configuration and sets how Onflo handles files after processing.
Enter a Schedule Name (required).
Select an Import Configuration (required). The import will use all mappings and rules from this configuration.
Optionally enter a File Pattern — for example `*.csv`, `*.xlsx`, `*.xls`,`*Updates.xlsx`. Only files matching this pattern will be processed. Supported formats: CSV, XLSX, XLS.
After Processing is fixed to Archive in subfolder, so processed files are moved out of the pickup folder automatically.
Select Continue.
Step 5 — Schedule
Choose how often the sync should run. Onflo confirms your choice in plain language below the fields — for example, “This schedule will run daily at 12:00 AM.”
Daily — set a Time.
Weekly — select one or more Days of the week, then set a Time.
Monthly — set the day of the month and a Time.
Custom (Cron) — supply a cron expression for schedules the presets don’t cover.
Step 6 — Review
The Schedule Summary lists the Schedule Name, Source Type, Configuration, Frequency, After Processing, and File Pattern. Onflo also reminds you here that each sync will appear as a separate entry in the import history, and that you’ll receive an email when each sync completes.
Check the summary and select Save Schedule.
Creating a schedule with a Cloud URL source
A Cloud URL schedule has five steps — Source Type, URL Setup, Configuration, Schedule, and Review. There is no Credentials step, because Onflo fetches the file from a publicly accessible link rather than signing in to a server.
Step 1 — Source Type
Select New Schedule, choose the Cloud URL card, then select Continue. Cloud URLs are best for files you maintain in Google Sheets.
Step 2 — URL Setup
Paste the Google Sheets URL into the URL field. Onflo fetches the file from this URL on your schedule, so the URL must be publicly accessible.
Select Test Connection. Onflo confirms with Connection Successful.
Select Continue.
Step 3 — Configuration
Enter a Schedule Name and select the Import Configuration to use. As with SFTP, the import applies all mappings and rules from that configuration. File Pattern and After Processing do not apply to a Cloud URL source, because Onflo fetches one specific file.
Step 4 — Schedule
Set the Frequency and Time exactly as for an SFTP schedule — Daily, Weekly, Monthly, or Custom (Cron).
Step 5 — Review
The summary shows the Schedule Name, Source Type, Configuration, Frequency, and the full Source URL. Select Save Schedule.
Managing an existing schedule
Select a schedule name on the Scheduled Imports tab to open its detail page. The page shows four panels:
Schedule Information — Schedule Name, Source Type, and Created By.
Connection Details — Host, Port, Path, and a masked Password for an SFTP source.
Configuration & Schedule — Configuration Used, Frequency, Time, File Pattern, and Max errors before aborting (50% rows).
Sync History — one row per run. A brand-new schedule reads “No sync history yet.”
The buttons at the top right are Run Now, Test Connection, Edit, and a ⋮ overflow menu.
Once the schedule has run, Sync History lists each run with its Last Operation timestamp, File, Records, Operation Status, and the Results breakdown of Created, Updated, and Errors.
Row actions
You can also act on a schedule directly from the list. The row menu offers:
Inactive — pause the schedule without deleting it. Its Status changes from Active to Inactive and no further runs are triggered.
Run Now — trigger a run immediately, outside the schedule.
Test Connection — verify the source is reachable.
Delete — remove the schedule.
How scheduled runs appear in Import History
Every run of a schedule — automatic or triggered with Run Now — creates a new import entry on the Import History tab, named after the schedule and the run date (for example, `PO Update - 08/20/2026`). Repeat runs on the same day are numbered, such as `PO Update - 08/17/2026-(1)`.
Each entry carries its own Status (Complete, Partial Success, or Failed), Filename, Record Count, and Imported By. A run that found no file to process shows a dash for both Filename and Record Count. See Figure 1 for the Import History list.
FAQ
Do I need to map fields again for a scheduled import?
No. The schedule uses all mappings and rules from the import configuration you select, so the mapping work is done once in the configuration and reused on every run.
Can I run a schedule outside its scheduled time?
Yes. Use Run Now, either from the schedule detail page or from the row menu on the Scheduled Imports tab.
What happens to files after they are processed?
For an SFTP source, After Processing is fixed to Archive in subfolder — Onflo moves the processed file into a subfolder so it isn’t picked up again.
Can I pause a schedule without losing its setup?
Yes. Select Inactive from the row menu. The schedule stops running but keeps its source, configuration, and frequency, and can be set back to Active later.
Will I be notified when a sync runs?
Yes — you receive an email when each sync completes.
Which file formats are supported?
CSV, XLSX, and XLS.
Where do I see what a run actually did?
Two places: Sync History on the schedule detail page shows Records, Operation Status, and the Created / Updated / Errors breakdown per run; the Import History tab shows each run as its own import entry.
Can I point a Cloud URL schedule at a private Google Sheet?
No. Onflo fetches the file directly from the link, so the URL must be publicly accessible. Use Test Connection on the URL Setup step to confirm.
Troubleshooting
Last Operation shows Failed with no filename or record count. Onflo found nothing to process. Confirm the source system actually pushed a file, that it landed in the configured Path, and that its name matches the File Pattern.
Test Connection fails on an SFTP source. Re-check the Host, Port, Path, Username, and Password in Connection Details. For an auto-provisioned endpoint, confirm the external system is pushing to the exact path Onflo generated.
A Cloud URL won’t connect. The URL must be publicly accessible. Re-test it on the URL Setup step; a sheet whose sharing was tightened after setup will start failing.
Status is Partial Success. The file was processed but some rows failed. Open the run in Sync History or Import History and review the Created / Updated / Errors counts.
The schedule never runs. Check that its Status is Active on the Scheduled Imports tab, and confirm the Frequency and Time are what you expect.
A file arrives but is ignored. Either the File Pattern excludes it, or its format is not CSV, XLSX, or XLS.