In this article, we'll provide a video tour of the 'User import' report. We'll also explain what information it shows for exceptions identified from the file processing actions. Understanding and resolving these exceptions is crucial for administrators working with HR data to update user information in Learn LMS. It's usually an essential skill for Learn LMS administrators to manage and rectify any data-related challenges effectively or to help inform conversations with those who manage the HR data on their behalf..
Background Information
Many customers use an automated People-data feed to transfer information from an HR source to Learn LMS. The User Import report identifies issues from the previous night's data feed, like users not created or having invalid/duplicate information.
This report, accessible as a standard report, summarises the overnight import, highlighting exception records. It presents details from the last processed data feed. Best practice involves scheduling daily reports to promptly address errors or exceptions. These reports can be sent to Learn administrators and relevant personnel managing the HR data source.
Watch the video below for a tour of the report:
I can't see the 'User import' report listed - what can I do?
The report is located in standard reports in 'User/Group reports':
If you do not see the report listed in the standard reports area, you need to ensure that your LMS Role has this specific ACL permission added to allow you to view it:
| ACL permission: | Admin.Reports.UserImport |
For more information about LMS roles, permissions and how to change them go to 'Learn: LMS roles and responsibilities' in The Academy.
What exceptions will the report identify?
The 'User Import' report can identify various issues. Review the table below to understand the exceptions, their implications, and how to resolve them.
Note: Corrections to user data must be made in your data source.
|
Exception |
What it means |
How to resolve |
|
Duplicate Importkey in file |
This means the ImportKey occurs more than once in the data file. This is a problem as Import keys must be unique, and so the import process doesn’t know which is the correct record to process. |
Check your import files to find and remove/amend the duplicate ImportKey. |
|
Duplicate ImportKey in LMS |
This is a technical failure where the imported ImportKey is duplicated in the Learn/LMS. |
Check the Users accounts with the duplicated ImportKey. On the users account with the duplicate record, update this to a different value so it no longer matches. |
|
Duplicate UserName in file |
This means the Username occurs more than once in the data file. This is a problem as Usernames must be unique, and so the import process doesn’t know which is the correct record to process |
Remove/correct the duplicate username. The record can then be processed next time. |
|
Invalid UserName |
This means the username has a space - either before, after or within the username. Spaces are not allowed, so the username is rejected. |
Remove the spaces from the usernames. |
|
Missing Firstname |
This means the record does not have a first name recorded. First name is a mandatory field. |
Insert the first name. |
|
Missing ImportKey |
This means the record does not have an ImportKey. Import key is a mandatory field. |
Insert the correct ImportKey. |
|
Missing Lastname |
This means the record does not have a last name recorded. Last name is a mandatory field. |
Insert the last name. |
|
Missing Username |
This means the record does not have a username recorded. Username is a mandatory field. |
Insert the username. |
|
UserName already exists under another user |
This means that the UserName already exists in Learn LMS with a different ImportKey. As the ImportKey doesn’t match, the Import process would create a new user account but can’t as the Username already exists on the system. Usernames must be unique. |
Either the Username in the feed needs to be corrected or the existing Username needs to be updated to another value so it isn’t the same as the supplied Username. |
If you are unable to resolve the exception or can't identify what the issue is, contact Support for further assistance.
Learn more in The Academy
Take a tour of the top standard reports in 'Learn LMS: top standard reports and why', in which you'll find best practice hints and tips to support your learning.
To find out how to save, export, and schedule a report - with more best practice tips - take a look at the 'Save and share reports' eLearning.