Carrot Fertility Elevates Global Data Exchange with Files.com

Overview

Each pay period, Carrot processes hundreds of highly sensitive “census” files from HRIS vendors and payroll platforms around the world, integrating them into internal systems to deliver real-time eligibility data to clinics, pharmacies, and members. Given the regulated nature of this data, Carrot needed a solution that was both secure and scalable to keep up with its growing global footprint.

Challenges

Carrot’s previous approach used email, manual uploads, and legacy SFTP scripts. The setup was inefficient and error-prone, and it created barriers that blocked the scalability Carrot needed to meet its expanding customer base.

• Operational drag. Eligibility files arrived with inconsistent folder and file naming conventions, requiring the Customer Success team to constantly correct errors in Airtable and Jira.
• Security and compliance risks. Carrot’s security-conscious customers required GPG encryption for file transfers, but Carrot’s previous environment did not support it. This led to manual decryption, consuming hours each week and introducing opportunities for human error.
• Onboarding friction. Integrating with HRIS giants like ADP was held up by file pathing, IP whitelisting, and folder permissions, causing delays in partner go-lives and slowing revenue growth.
• Enterprise governance demands. Carrot’s security leadership required the ability to monitor user actions in real time and receive alerts when file sharing links or permissions were modified, to maintain ongoing security compliance.

Solution

Carrot turned to Files.com to centralize its entire external file exchange process, turning the platform into a secure, automated “front door” for all customer and vendor interactions.

• Automated identity and auditing. Files.com integrated with Carrot’s Okta solution for identity and access management, providing instantaneous user provisioning. Granular history logs and SIEM integration produced a detailed, tamper-proof audit trail, tracking actions like user creation, deletion, and permission modifications.
• Metadata-driven workflows. Files.com automatically tags files with relevant Salesforce metadata upon upload, allowing downstream systems like Salesforce and Airtable to auto-populate dashboards, eliminating the issues caused by inconsistent file naming conventions.
• One-click encryption management. Carrot automated the decryption of GPG-encrypted files within Files.com so that files were decrypted as soon as they landed in the correct directory. This automation saved dozens of hours each week and reduced the risk of human error.
• Streamlined partner onboarding. By using Files.com’s automated root folder provisioning, Carrot bypassed the technical barriers that had previously slowed down integrations with partners like ADP, cutting onboarding time from days to minutes.
• Proactive monitoring. Real-time log streaming to Datadog allowed Carrot’s security team to detect unauthorized changes to share links or permissions, addressing security concerns before they could impact operations or compliance.

Results

With Files.com now serving as its secure, automated data operations hub, Carrot saw measurable improvements in both operational efficiency and compliance:

• Error-free automations. The metadata-driven matching process eliminated the largest source of file-processing errors, reducing Jira rework tickets to almost zero and freeing Customer Success Managers from hours of manual corrections each week.
• Substantial time savings. Automating GPG decryption for the 50 clients who required it saved dozens of labor-hours per week, particularly during peak onboarding seasons.
• Faster partner onboarding. With standardized MFT templates and automated root folder provisioning, Carrot reduced onboarding time for HRIS vendors from days to minutes, accelerating revenue recognition on new employer contracts and improving overall time-to-market.
• Audit-ready compliance. Files.com’s complete, searchable history logs, paired with SIEM integration to Datadog, let Carrot maintain full compliance with internal security policies and external SOC 2 and HIPAA audits without additional manual effort or separate tooling.
• Scalable infrastructure. With Files.com acting as the backbone for its data operations, Carrot can now scale to handle a growing number of global employer enrollments and new benefit offerings.

By replacing a fragmented, manual web of processes with Files.com’s secure, automated platform, Carrot Fertility turned its file exchange process from an operational bottleneck into a strategic advantage, reinforcing its ability to focus on its core mission of helping families grow around the world.

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