User Import Feature


The User Import feature allows portal administrators to add up to 1,000 new users per upload to their LMS. Instead of using the “Add User” tool to manually create each new account, administrators can create users in ad hoc batches by simply uploading their profile data in a Comma Separated Value (CSV) file.  It can also be used to update data for existing LMS users.

Download a blank import template here: 
User Import CSV template
Note: all column headers must remain, unchanged, in the uploaded file. 


Prepare the user import file for New users

The CSV file must be submitted in the standard template format that contains general user information, attributes associated with the user’s profile (Organization, Position, Role), and the option of assigning the user up to three User Groups. 

New users created from the User Import process are assigned the default "Student" role and belong to a unique User Group created for the successful addition (incorporating date/time stamp information to ensure easy reference against the import). Because User Groups are integrated into user search/filter options across many areas of the LMS, this design should allow easy targeting of this specific user population for a general "Welcome!" announcement, batch enrollment in new employee orientation, etc.

Required Fields

Username
First Name
Last Name
Effective Date
 
Email Address
Primary Location Code (note this must be a location, not a higher organization level)
Primary Location Start Date
Primary Position Code
Primary Position Effective Date

All other columns not listed above are optional.

Additional Fields

Instructor: Yes or No/Blank
Location Manager: Yes or No/Blank
User Groups:  Group Name or Blank
Manager and Alternate Managers: These fields are designed for LMS customers who use Person-to-Person reporting structure instead of the standard Position Hierarchy. Entry should be the Username of the manager.
Preferred Language: Blank defaults to English. Valid entries are: en-AU (English-Australia), en-GB (English-United Kingdom), en-US (English-United States), es-MX (Spanish- Mexico), fr-CA (French-Canada), it-IT (Italian-Italy), pt-BR (Portuguese-Brazil), zh-CN (Chinese-China)

Assumptions

  • Usernames must be unique and cannot exist anywhere else within the Latitude Learning LMS. Field character limit: 100.
  • Primary Location Code, Primary Position Code, and User Group columns must contain existing codes from your LMS. Entering new/invalid information will cause the import of that user record to fail.
  • Email address is an optional field, but is HIGHLY encouraged. The Data Import Exception Log will include a list of users added without Email data.
  • Address is an all or nothing option. If you enter user data in any one of these fields you must populate the complete address, or the import will fail. (Street Address Line 1, Street Address Line 2, City, State or Province Code, Postal Code, Country Code)
  • Dates must be formatted as mm/dd/yyyy.
  • State and Country codes must match standard LMS codes.
  • Phone and Fax numbers must be formatted with dashes or parentheses.
  • If you have Organization or Position codes that include a comma or leading zero, you must place double quotations around those values (Example: "001").

 
upload the user import file to the lms

The CSV file name cannot include spaces or the import process will fail, even with valid user data. Once the file has been prepared for upload, from the left navigation menu, select Users => User Import.

  1. Click Choose File to browse your local computer and select the appropriate CSV file. 
  2. Enter a Temporary Password with at least 8 characters, including both numbers and letters, that will be given to new users for initial access to the LMS. 
  3. Click Process User Import to queue the upload for processing. 




Administrators will receive a confirmation email, typically within a few minutes of initiating, to let them know that their file was accepted and processing is in progress.

Once the LMS completes the import process, administrators will receive a second email titled "Latitude Learning Data Import Exception Log" with an attached Excel file. The file contains information about successfully imported users and lists any import errors as failures  (SuccessFailureLog).  There is only one log file generated per 24 hour period. If you import multiple sets of users in one day, you will be re-sent the same SuccessFailureLog, but the additional entries will be appended each time. Different sets of data will be identified with a different Load ID. Imported users do not receive notification of their username and password credentials. The import process creates a User Group of all the imported users to allow targeted Announcements to be made for that specific population.

USING THE TEMPLATE TO UPDATE EXISTING USERS

You can use the template to update data for existing users if care is given to the validity of the data entered. The requirements for filling out the form are the same regardless of whether the user is new or existing. When you import an existing user with the template:

  • The LMS will not change data that it finds to be identical to the data already listed for that user. 
  • If a change is detected, the LMS will overwrite that data with the imported value. 
  • If a new location is provided for Primary Profile, a new profile will be added to the user's profile list and flagged as primary, with the position and role provided. 
  • Any temporary password provided during the import process will not affect existing users, only those on the list who are new.