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User CSV Template

The user CSV template is the file that you edit and then upload when you add or update a list of users in the database.

The fields in the user CSV template vary based on the settings on the User Profile administration page (select Configuration > User Profile). This administration page configures the fields on the Self-Registration page and the User and Group Management pages. Fields that are enabled on the User Profile page are included in the user CSV template.

Note: The size of the file that you upload cannot exceed 786 KB. If your file exceeds this size, divide the user data across 2 or more files as needed, and upload the files one at a time.

File Type

  • Must be submitted in CSV format
  • Must be encoded in UTF-8 format

Upload Guidelines

  • If you are uploading a batch of changes to existing users, you only need to complete the User Name field and the fields that require changes. During an update operation, if a field is left empty, the existing value for a user is not changed. The exception to this is for the Email Address field: if omitted, the existing email address is used; if the field contains NULL, null, or a space, the existing email address is cleared.
  • As mentioned above, the file size cannot exceed 786 KB. If the file that you need to upload exceeds this size, divide the user data across 2 or more files as needed, and upload the files one at a time.
  • Do not change the values in row 1 (column headers).
  • Enclose fields with embedded commas in quotes. Note that the quotes are not saved as part of the field value. If quotes are desired as the first and last characters of the field data, then you must enclose them with a second set of quotes. For example, to upload “myName”, you must enter ““myName””.
  • If the administrator submitting the upload file has a valid e-mail address, an e-mail will be sent that includes the URL of the file, and the date and time that the upload was submitted.
  • When an upload is requested, an entry appears in the Reports section. The CSV-format report lists any records that were not successfully uploaded.

Upload Format

The following table describes each field in the user CSV template.

Column Name

Required?

Maximum
Text Size

Description

User Name

Yes

255

The login name (user ID).

Note: The user name cannot be changed when doing updates by upload.

Acceptable characters are as follows:

abcdefghijklmnopqrstuvwxyz0123456789@$_.~'-

A user ID (user name) cannot start with an apostrophe (') or a dash (-).

Non-breaking white spaces (space, tab, and newline) and multi-byte characters (for example, Japanese or Chinese characters) are not allowed.

All user IDs are converted to lower case, then validated, and finally saved in lower case if valid.

Also note that there exists a list of reserved words that you cannot use (doing so produces an error). The following are the most common: add, all, block, count, down, force, link, mount, off, simple, tag, up. For a complete list, see Reserved Keywords.

Password

No

255

The password for a new user. Passwords are case-sensitive. Acceptable characters are as follows:

All single-byte characters are accepted except the following: plus (+), double quote ("), and back slash (\).

Non-breaking whitespaces (space, tab, newline), multi-byte characters (for example, Japanese or Chinese characters), and blank passwords are not allowed.

In a Batch Add: If omitted, the value for User Name is used.

In a Batch Update: If omitted, the existing value will be used.

 

Note: This field is ignored during a batch update. Passwords can only be changed within Skillport Administrator.

Force Password Change

No

Not applicable; see Description column for acceptable values.

Determines whether the user will be forced to change his or her password immediately after the next (or first) login. Acceptable values are 1 (to force a password change) or 0 (to not force a password change).

If omitted during an add operation, a default value of 0 is used.

Status

No

Not applicable; see Description column for acceptable values.

The status of the user. Acceptable values are 1 (for Activated) and 0 (for Deactivated).

If omitted during an add operation, a default value of 1 is used. If omitted during an update operation, the user's status is unchanged.

First Name

No

255

The first name of the user.

In a Batch Add: If omitted, the value for User Name is used.

In a Batch Update: If omitted, the existing value will be used.

All Latin-1 and double-byte characters are accepted.

Last Name

No

255

The last name of the user.

In a Batch Add: If omitted, the value for User Name is used.

In a Batch Update: If omitted, the existing value will be used.

All Latin-1 and double-byte characters are accepted.

Email Address

No

255

The email address of the user.

In a Batch Add: Only a valid email address or a blank field is acceptable.

In a Batch Edit: If omitted, the existing email address is used. If this field contains NULL, null, or a space, the existing email address is cleared.

Non-breaking whitespaces (tab, newline) are not allowed.

Role

No

Not applicable; see Description column for acceptable values.

The role (profile) to assign to the user.

Note: The value for Role determines the user's access privileges in the system. It is not meant to identify his or her position within his or her organization.

Possible values are END_USER (default), MANAGER, or ADMIN.

Company administrators (and super administrators) cannot be created using the Upload feature.

Birthdate

No

10

This is a date field; use the format mm/dd/yyyy.

Sex

No

255

The gender of the user.

Address1

No

255

The primary address for the user.

Address2

No

255

The secondary address for the user.

City

No

255

The city in which the user is located.

State

No

255

The state in which the user is located.

Zip

No

255

The zip code for the city in which the user is located.

Country

No

255

The country in which the user is located.

Phone

No

255

The phone number for the user.

CC Number

No

255

The number of the credit card associated with the user.

CC Type

No

255

The type of credit card associated with the user.

CC Expr

No

255

The expiration date of the credit card associated with the user.

free1

No

255

An optional field used to specify additional user information.

Group Membership

No

Note: Because a user must belong to at least one group, this field is required if you are uploading new users.

240

One or more org codes (unique, alphanumeric identifiers) associated with the groups to which the given user should be added.

A user can belong to any number of normal (organizational) groups, but he or she can only belong to 1 advanced group.

Each org code must be separated by a semi-colon. Capital letters are accepted. Non-breaking whitespaces (space, tab, newline) are not allowed.

The groups associated with the specified org codes must exist prior to the upload of the user.

To determine a group's org code, click Management | Users and Groups, and navigate to the group in the hierarchy in the left pane. The org code for a group is displayed in parentheses beside the group name.

Group Operation

No

Not applicable; see Description column for acceptable values.

Indicates how the groups specified in the Group Membership field are to be applied to the user. Acceptable values are 0, 1, and 2:

  • 0: (Default) Replaces the user's current list of groups with the list specified in the Group Membership field. If you use this value, include in the Group Membership field the complete list of new groups that will replace the user's current groups. If you are uploading new users, this option simply adds the new users to the specified groups.
  • 1: Adds the user to the groups specified in the Group Membership field. If you use this value, include in the Group Membership field only the groups that you are adding. If you are uploading updates to existing users, this option retains the users’ existing groups and adds the users to the specified groups.
  • 2: Removes the user from the groups specified in the Group Membership field. This value is only valid if you are uploading updates to existing users. If you use this value, include in the Group Membership field only the groups that you are removing.

Note: If omitted, a default value of 0 is used. If a value for Group Membership is omitted, this field is ignored.

Approval Manager

No

255

The user name (login name) of an existing user who is the approval manager for this user.

The approval manager is responsible for approving and denying this user's requests for enrollment in learning programs and Live Learning courses.

Note: This column is not shown unless the Enable Manager Approval web site switch is enabled by a super administrator.

Note: On the Configure User Profile Information page, you can customize the label names and field types of the following fields: Birthdate, Sex, Address1, Address2, City, State, Zip, Country, Phone, CC Number, CC Type, CC Expr, and free1. To access this page, click Configuration > User Profile.