Bulk Learner Import

The feature of Bulk Learner Import may be utilized to upload bulk User Lists and then determine which Learning Content these Users will have access to by either assigning them Access Codes or assigning them to Learning Roles.

To access Bulk Learning Import;

  • Ensure the proper Active Team is selected; should there be more than one Active Team.
  • Click on the LMS Admin tab.
  • Click on the Teams tab.
  • Click on the Learners module for the specific Team you wish to add Users to in order to open it's context menu.
  • Select Bulk Learner Import .

The Bulk Learner Import panel will display.

CSV User List or Definition Template;

You will need to have a text file delimited by commas. The first row of the file must contain the column names. These column names can be present in any order and may be in upper case text or lower case text. 

The following data columns are required by the LMS; though these data columns may contain any titles: 

  • User Name; First Name; Last Name; Display Name; Email Address.

The following data columns are optional;

  • Password: If blank a random Password will be generated.
  • LMS Admin: A single LMS Admin type name.
  • Teams: A semicolon separated list of Team names. 
  • Roles: A semicolon separated list of Role names. 
  • Access Codes: A semicolon separated list of Access Codes.
  • Profile fields may include: Prefix, Middle Name, Suffix, Unit, Street, City, Region, Country, Postal Code, Telephone, Cell / Mobile, Fax, Website, IM, Biography, Preferred Time Zone, Time Zone, Preferred Locale, and Photo.

Any user field as well as any standard or custom profile fields can be mapped in addition to any Role or Team

Any Roles to Assign and Access Codes from the web form will be added to each User. 

If CSV User List, then the file contents can be imported directly. 

If Definition Template, then the file should contain enough records to define all possible input values. Definition templates are usually used just for creating import Definitions and do not need to be imported. 

  • Click Browse to locate and select your comma delimited Learner List file.


Definitions

  • Selected Definition: Select a definition or choose <Create New Definition> to add a new one.
  • Definition Name: Enter a name for the definition you want to create.
  • Definition Description: Optionally, you can enter a description to help you explain the new definition.
  • Allow Automatic Import: Check box to allow this definition to be automatically imported.
  • Automatic Import Notification: Enter an email address to notify when definitions are automatically imported.


Details

Configure the Details for the new definition.

  • User Accounts: Select Create Only if you only wish to create new user accounts. Select Create or Update to simultaneously create new users and update existing users.


Role Updates

Various options are available.

  • Create, No Refresh, Drop: Creates Role memberships if new. Does not change Roles that match and deletes Role memberships that are not listed.
  • Create, Refresh, Drop: Creates Role memberships if new. Refreshes start and expiration dates for Roles that match, drops Role memberships that are not listed.
  • Create, No Refresh, Expire: Creates Role memberships if new. Does not change Roles that match and expires Role memberships that are not listed.
  • Create, Refresh, Expire: Creates Role memberships if new. Refreshes start and expiration dates for Roles that match and expires Role memberships not listed.
  • Create, Refresh, Ignore: Creates Role memberships if new. Refreshes start and expiration dates for Roles that match and ignores Role memberships that are not listed.
  • Drop Other Team Membership: Select if all other Team Memberships, other than those specified in the Import CSV file, should be dropped.
  • Learning Roles to Assign: The Learning Roles available for this Team.
  • Access Codes: Provide a comma separated list of Access Codes to assign to users. Optional.
  • Notify Learners: Check the box to send a notification email to each Learner.
  • Notify Portal Administrator: Check the box to send a notification email for each Learner to the Portal Administrator.
  • Notify Email Addresses: Sends a notification email for each Learner to a comma-separated list of email addresses. Optional.
  • Notify Email Addresses: Sends a notification email for each Learner to a comma-separated list of email addresses. Optional.
  • Update Password for Existing User: Select to update password for existing users. If selected, valid Passwords must be provided for each User. This option will only be active when using the Create or Update option.
  • Random Password for New User: Select this option if you want random passwords to be generated. Use this option if password column is not present in the imported CSV file.
  • Force Password Change: If this option is checked, then the Learners must provide a new password the next time that they log in.

To save your settings as a new definition, go up to the Definitions section and;

  • Click Create to save your definition.

A sample .CSV file can be found at the end of this article.

Once the operation is complete, you will see an Upload Report message where you can review the details of the Bulk Learner Import just performed.

If the password column is not present in the .csv file, please make sure that the Random Password check box is checked.