In this article, we'll guide you through the process of importing Users into the Kallidus suite, using the latest version of our identity solution. View this article to check if your site is upgraded to the latest IDS.
In many cases, an automated People-data feed is configured between your HR system (or another people-data source) and Learn LMS. This ensures user information is automatically populated and kept up to date. Sometimes, however, it is necessary to manually add Users who are not present in your automated data source, such as contractors, volunteer staff, and seasonal workers.
Note that if an automated People-data feed is not configured, all Users must be added using the bulk import process described in this article.
We'll cover:
- Preparing for User Import
- Update User information fields using the import
- Use the import to add Users to a Group
- How to switch the date format between American / UK format
- Steps to import Users into Learn
Preparing for User Import
The user import spreadsheet must be in CSV format and include, as a minimum, the following mandatory fields:
- Username
- First Name
- Last Name
- Email Address
Note: if you're importing the Users language, the language code must be used. For example, the code FR-fr should be used to identify French. View Supported languages for a list of all language codes.
Update User information fields
User information fields may be either auto-filled by the People-data feed (if configured) or created and managed manually by the Learn admin team.
The import process described in this article should be used to update user information fields created and managed manually by administrators only. If fields managed automatically by the People-data feed are updated, then the feed will overwrite any changes when it next runs.
View some examples of People-data fields and how they're used.
Use the import to add Users to a Group
There are a couple of options here, depending on whether you want to create new Users and add them to a Group or add existing Users to a Group.
Add new Users to a Group
Through the import process, new Users can be mapped to an existing Group. You'll just need a 'Group' column in the import spreadsheet. Keep the following in mind:
- Users can be added to ONE group only
- The Group Code must be used to map Users to the Group
If Users must be added to multiple Groups, you can repeat the import multiple times, mapping a different Group each time. See below for more details.
Add existing Users to a Group
An administrator can move existing Users between Groups manually or by creating a Group rule.
However, if there is no obvious data point with which to create a Group rule, then you can also use the import process to add existing Users to a Group.
To make this work, you must add the Users Import Key to the import spreadsheet. With this in place, Learn will not create a duplicate User; it will instead update user fields and Group membership as defined in the import spreadsheet.
How to switch the date format between American / UK format
The date format for imports can be switched between American or UK formats. Before importing, follow the steps below to check that the date format is correct.
- Select the Manage users tab:
- Go to Settings
- Scroll down to the Import options section and choose which date format you wish to use (MM/dd/yyyy or dd/MM/yyyy):
Steps to import Users into Learn
- Select Manage Users tab:
- Select Import users button:
- Select Upload file:
- Browse and select the file to upload
-
Review and confirm mapping choices. To adjust, select a Destination field. Learn will make a best guess at this using the data types and headings provided. Matches can be edited, and additional data can be mapped to custom fields as required. Make sure all destination fields have a mapping selected:
- Select Continue:
- The import will be pre-checked for issues before the import is started. This will pick up non-unique entries or incorrect date formats. These will be shown in red and can be corrected before the import is submitted:
- Once all errors have been corrected, select Submit
- A confirmation message will be shown. The import is complete, select Continue to close and finish:
Importing passwords
Our import tool allows you to import passwords through the import function. These can only be imported for users without an email address. While this feature can streamline your user management process, it is important to be aware of the associated risks and best practices.
Please consider:
- Security Risks: Importing passwords is not considered best practice. It should only be done when there is no other option, such as for users who do not have email addresses. Ensure that imported passwords are strong and comply with your organization's security policies.
- User Awareness: Inform your IT security team about this feature and its implications. They need to be aware of the process and any potential security risks.
- Forced Password Change: For added security, all imported passwords will require a change upon the user's first login. This ensures that users update their passwords to something only they know.
- Internal Processes: This feature is intended for specific scenarios where the password will be communicated to users to meet your internal processes. Ensure that this communication is handled securely.
We urge you to carefully consider these warnings before using the password import functionality.
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