How to connect to Paylocity Data from MS Excel on Mac OS X

Microsoft Excel features calculations, graphing tools, pivot tables, and a macro programming language that allows users to work with data in many of the ways that suit their needs, whether on a Windows machine or a Macintosh machine. This article walks through creating a DSN for Paylocity data in iODBC and accessing Paylocity data in Microsoft Excel, all on a machine running Mac OS X.

Installing the CData ODBC Drivers on Mac OS X

The CData ODBC Driver for Paylocity is preconfigured for the iODBC driver manager, as are many other products like Microsoft Excel. This makes the driver easy to use with these tools.

Licensing the Driver

In a terminal run the following commands to license the driver. To activate a trial license, omit the key input.

cd "/Applications/CData ODBC Driver for Paylocity/bin"
sudo ./install-license <key>

Defining a DSN for iODBC with odbc.ini

You can define ODBC data sources in sections in the odbc.ini file. User data sources can only be accessed by the user account whose home folder the odbc.ini is located in. System data sources can be accessed by all users. You can find the correct odbc.ini in the following paths:

Modifying iODBC's system-wide settings requires elevated permissions; to do so, you can use following to open a text editor from the terminal:

sudo nano /Library/ODBC/odbc.ini

Set the following to establish a connection to Paylocity:

• RSAPublicKey: Set this to the RSA Key associated with your Paylocity, if the RSA Encryption is enabled in the Paylocity account.

  This property is required for executing Insert and Update statements, and it is not required if the feature is disabled.

• UseSandbox: Set to true if you are using sandbox account.
• CustomFieldsCategory: Set this to the Customfields category. This is required when IncludeCustomFields is set to true. The default value for this property is PayrollAndHR.
• Key: The AES symmetric key(base 64 encoded) encrypted with the Paylocity Public Key. It is the key used to encrypt the content.

  Paylocity will decrypt the AES key using RSA decryption.
  It is an optional property if the IV value not provided, The driver will generate a key internally.

• IV: The AES IV (base 64 encoded) used when encrypting the content. It is an optional property if the Key value not provided, The driver will generate an IV internally.

Connect Using OAuth Authentication

You must use OAuth to authenticate with Paylocity. OAuth requires the authenticating user to interact with Paylocity using the browser. For more information, refer to the OAuth section in the Help documentation.

The Pay Entry API

The Pay Entry API is completely separate from the rest of the Paylocity API. It uses a separate Client ID and Secret, and must be explicitly requested from Paylocity for access to be granted for an account. The Pay Entry API allows you to automatically submit payroll information for individual employees, and little else. Due to the extremely limited nature of what is offered by the Pay Entry API, we have elected not to give it a separate schema, but it may be enabled via the UsePayEntryAPI connection property.

Please be aware that when setting UsePayEntryAPI to true, you may only use the CreatePayEntryImportBatch & MergePayEntryImportBatchgtable stored procedures, the InputTimeEntry table, and the OAuth stored procedures. Attempts to use other features of the product will result in an error. You must also store your OAuthAccessToken separately, which often means setting a different OAuthSettingsLocation when using this connection property.

When you configure the DSN, you may also want to set the Max Rows connection property. This will limit the number of rows returned, which is especially helpful for improving performance when designing reports and visualizations.

In addition to the connection properties required to connect to Paylocity, the Driver property specifies either a driver definition in the odbcinst.ini file or the path to the driver library. Place your connection properties at the beginning of odbc.ini:

[CData Paylocity Sources]
Driver = CData ODBC Driver for Paylocity
OAuthClientID = YourClientId
OAuthClientSecret = YourClientSecret
RSAPublicKey = YourRSAPubKey
Key = YourKey
IV = YourIV

If you wish to authenticate using OAuth, you will need to add an additional connection property to ensure that the OAuth flow can execute properly:

Other = CheckPromptMode=False

Mac OS validates our drivers separately so you need to copy the license file to the appropriate path as well. After you have configured odbc.ini, run the following command.

sudo cp /Applications/CData ODBC Driver for Paylocity/lib/CData.ODBC.Paylocity.lic /Users/<YOUR_USER>/Library/Containers/com.microsoft.Excel/Data/.cdata/

Additionally, in the ODBC Data Sources section, the DSN must be set to a driver defined in the odbcinst.ini file. For example, below is the entry for the DSN created during the driver install:

[ODBC Data Sources]
CData Paylocity Source = CData ODBC Driver for Paylocity

Registering a DSN for iODBC with odbcinst.ini

You may need to modify the installed driver definition if you change the path to the driver library. To register an ODBC driver, modify the odbcinst.ini file. With iODBC, drivers can be available to only one user account or drivers can be available system wide. You can find the correct odbcinst.ini in the following paths:

Drivers are defined in sections in the odbcinst.ini file. The section name specifies the name of the driver. In this section, the Driver property specifies the path to the driver library. The driver library is the .dylib file located in the lib subfolder of the installation directory, by default in /Applications/CData ODBC Driver for Paylocity.

[CData ODBC Driver for Paylocity]
Driver = /Applications/CData ODBC Driver for Paylocity/lib/libpaylocity.odbc.dylib

The ODBC Drivers section must also contain a property with the driver name, set to "Installed".

[ODBC Drivers]
CData ODBC Driver for Paylocity = Installed

Testing the Connection

You can test your connection using the iODBC administrator.

1. Open a terminal and enter the following command to start the iODBC Administrator with the necessary permissions:

   sudo /Applications/iODBC/iODBC\ Administrator64.app/Contents/MacOS/iODBC\ Administrator64
   

2. On the Users tab, select CData Paylocity Source.
3. Click the Test button.

Accessing Paylocity Data from Microsoft Excel

You can use the DSN configured above to access Paylocity data from Microsoft Excel.

1. Open Microsoft Excel and open a spreadsheet (new or existing).
2. Navigate to the data ribbon and select New Database Query From Database
3. Select the User or System DSN that you previously configured and click OK.
4. Build your SQL query in the Microsoft Query wizard:
5. Click Return Data to execute the query and pull data into Excel.

Using the CData ODBC Driver for Paylocity, you can easily pull your Paylocity data directly into Excel. Once there, you can leverage all of the powerful features native to Excel to analyze, report, transform your Paylocity data, and more!