HR Import

This article demonstrates how to complete an HR Import into your Lambda Learn system.

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HR Import

HR Import is a mechanism in Totara Learn that allows you to upload bulk sets of data onto the system. This can provide an easier method of linking users to different organisations and multiple positions, and updating data whenever changes occur.

There are four key elements that you can upload through HR Import: users, organisations, positions, and job assignments. 

Effectively using HR Import can help drive learning in your system. Users will be automatically enrolled into programs and courses that fit their organisations, positions, and job assignments, and they will know exactly where to go. Using HR Import can also significantly help with providing accurate data reporting. 

HR Import is done through generating and uploading CSV files to the LMS. 

hierarchy-structure  Users and Hierarchies

HR Import is used to connect users, organisations, and positions together through different job assignments. 

important-1  NOTE

Before completing an HR Import, different hierarchy frameworks, like organisations and positions, must initially be created. When these hierarchies are then uploaded, the system will know where to create the component. 

Job assignments are then managed on a separate sheet that connects a user to these different hierarchy frameworks. Through HR Import, you can easily assign multiple job assignments to a particular user. 


Step 1: Configuring General Settings and Elements 

1.  Go to Site Administration > HR Import > Default settings.

2.  Confirm that the 'File access' drop-down menu is set to Upload Files. hrimportdefaultsettingsuploadfiles

You can also set notifications to be sent for any errors or warnings in the 'Notifications' section. hrimportsendnotifications

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Step 2: Configuring Elements Settings

1.  Go to HR Import > Elements > Manage elements. 

2.  To configure the source for a particular element, click the corresponding 'Settings' link on the right-hand side of the page. This setting will only appear if the element is enabled. 

We will begin by configuring the 'User' element, as this will be the first CSV file that we will be working on. 

hrimportmanagelements-1

3.  In the Source settings section, ensure that: 

'Source' is set to CSV.

'File access' drop-down menu is set to Default (Upload Files).

'Empty string behaviour in CSV' drop-down menu is set to Empty strings are ignored.

hrimportuserelementsettings

4.  For the 'Source contains all records' drop-down menu, ensure that No is selected. This allows you to repeat uploads over time. 

hrimportsourcecontainsallrecords

5.  Once you have completed your selections and configurations, click Save Changes at the bottom of the page. 

savechangesnoborder

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Step 3: Configuring Source Settings

The source refers to the actual data being imported, and should be configured for each enabled element before being uploaded into the system. 

Configuring source settings will allow you to choose the fields that will be included in your CSV file.

We will begin by configuring the 'User' source, as this will be the first CSV file that we will be working on. 

1.  On the sidebar menu, go to Sources > User > CSV.

2.  On the upper portion of the page, you will see a current configuration of fields. These are the headers that must be included in your CSV file. 

hrimportusersourcefieldstoimport-1

3.  If you would like to include optional source fields to upload, then select their corresponding checkboxes. These fields will then be included in the list of necessary CSV file headers.

Click here for a full list of possible CSV file headers.

hrimportusersourcefieldstoimport

4.  Once you have made your selections, click Save Changes at the bottom of the page.

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User Element - Deleting vs. Suspending: When configuring the user element, you are given the option of either deleting or suspending a user account. If you decide to delete your users, then you will end up deleting all of their data and records from the system. None of this deleted data is recoverable. 

We instead recommend that you suspend your users instead. Suspended users will not be able to log in to the system, or receive any emails or notifications. However, their data and records will still be available in the system. 

Uploading Custom Fields

You can also upload any custom fields that you have created through HR Import. They must first be configured into source settings, but custom field headers are formatted as:

customfield_[shortname]

The short name of the custom field is used, instead of its full name.

Here is an example of a User source setting being configured to include the custom field, Date of Hire.  Note that the header instead uses its short name, 'hiredate.' 

hrimportusersourcefieldstoimport (2)-1

Uploading Multiple Job Assignments

HR Import is a useful tool for managing systems that contain users with multiple job assignments. Creating multiple job assignments can be incredibly helpful in reflecting company structures, and in organizing and reporting on user learning. Two examples of assigning multiple job assignments include:

1.  Users that have multiple managers who would like to oversee learning.

2.  Users that have multiple positions within a company. 

If you would like to upload users with multiple job assignments, you must first enable this setting when configuring the job assignment element.

1.  Scroll down to the 'Update ID numbers' section. 

2.  Select 'No' in the drop-down menu. This will allow you to match individual users to multiple job assignments. 

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Step 4: Creating and Formatting Your CSV Files

Once you have finished selecting and configuring your desired elements on Totara, you can then begin to create and format your corresponding CSV files. 

When creating you CSV file, it is easiest to manage and format it on a spreadsheet software, like Microsoft Excel or Google Sheets. 

At the top of each column, you will need to add a header for each field you intend to upload. These headers must match the headers found on the 'Configuring source settings' page for your desired element. 

Click here for a full list of possible CSV file headers.

important-1  NOTE

When creating your CSV file, ensure that your data is formatted correctly. This includes being attentive towards lower-case vs. upper-case letters, or trailing spaces.

Otherwise, it will be difficult to keep track of data due to potential formatting inconsistencies. 

Creating a User CSV File

To create a User CSV file that will successfully upload and update users, the file headers must correspond with the source fields that have previously been configured. 

hrimportusersourcefieldstoimport (2)

The corresponding CSV file headers will look like this: 

hrimportcsvexampleuserheader-2

Begin populating your sheet with user data. Once you are complete, save the sheet as a CSV file. 

Here is an example of a populated user sheet:

hrimportcsvexampleuserpopulated

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When creating a User CSV file, it is easiest to have one master list of all the users in your system, instead of separating them by company. This way, you can have one list to use for reference, and you can easily continue to add and compile data.

Creating an Organisation CSV File

To create an Organisation CSV file that will successfully upload and update organisations, the file headers must correspond with the source fields that have previously been configured. 

hrimportorganisationsourcefieldstoimport-1

The corresponding CSV file headers will look like this:

hrimportcsvexampleorganisationheader-1

Begin populating your sheet with organisation data. Once you are complete, save the sheet as a CSV file. 

Here is an example of a populated organisation sheet:

hrimportcsvexampleorganisationpopulated

important-1  NOTE

The following organisation departments have a pre-existing framework to which they can be uploaded.

The hierarchy of these departments is also determined by the parent ID number. Thus, the highest ranking department has no parent ID number.  

Creating a Position CSV File

To create a Position CSV file that will successfully upload and update positions, the file headers must correspond with the source fields that have previously been configured. 

hrimportpositionsourcefieldstoimport-1

The corresponding CSV headers will look like this:

hrimportcsvexamplepositionheader-3

Begin populating your sheet with position data. Once you are complete, save the sheet as a CSV file. 

Here is an example of a populated position sheet:

hrimportcsvexamplepositionpopulated-1

important-1  NOTE

The following positions have a pre-existing framework to which they can be uploaded.

The hierarchy of these positions is also determined by the parent ID number. Thus, the highest ranking positions has no parent ID number.  

Creating a Job Assignment CSV File

To create a Job Assignment CSV file that will successfully link the previous files together, the file headers must correspond with the source fields that have previously been configured. 

hrimportjobassignmentsourcefieldstoimport-2

The corresponding CSV headers will look like this:

hrimportcsvexamplejobassignmentheader

Begin populating your sheet with job assignment data. Once you are complete, save the sheet as a CSV file. 

Here is an example of a populated job assignment sheet:

hrimportcsvexamplejobassignmentpopulated-1

Note that this sheet links together data from the previous user, organisation, and position sheets. 

When connecting a user's job assignment to a particular manager, use the manager's user ID number under the 'manageridnumber' column, and the manager's specific job assignment ID number under the 'managerjaidnumber' column.

hrimportcsvexamplejobassignment1-1

When formatting your Job Assignment CSV file to create multiple job assignments, you must create a separate line for each new job assignment. 

hrimportcsvexamplejobassignment2-1

important-1  NOTE

When uploading data through HR Import, note that the job assignment ID number does not have to be unique to each user. Multiple users can have the same job assignment ID number, and the numbers are made unique through being linked to a particular user.

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Step 5: Running the HR Import

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Before completing your first HR Import, it is best to have a trial import run with files that contain about 25 lines of data. 

This can help with initial troubleshooting, as it will be easier to trace the source of any potential errors in smaller sets of data. 

When you are completing an HR Import, you can upload as many elements as you would like simultaneously.

However, if you are initially building your system through HR Import, we recommend that you upload each of the four elements separately. This ensures that any potential troubleshooting can be localized.

We recommend that you import these files in the following order:

1.  User 

2 & 3.  Organisation and Position (the order of these two does not matter)

4.  Job Assignment

Before running the HR Import, you must ensure that the elements that you are uploading are the only elements that are enabled. 

1.  Go to Site Administration > HR Import > Elements > Manage elements. 

2.  Click the eye icon eyeicon to enable or disable an element. Ensure that the first element that you will be uploading is the only element that is enabled. 

hrimportelementmanageelements

important-1  NOTE

If you try running an HR Import without uploading any files for enabled elements, the system will generate an error. 

3.  Once you are complete, go to HR Import > Sources > Upload HR Import files.

4.  Upload your CSV file to the appropriate file drop section, and click Upload to confirm that the system has received your file. 

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6.  Go to HR Import > Run HR Import to confirm if you file has successfully uploaded, or if there is an error. 

You can also check the HR Import Logs to precisely identify what the system did or not do. 

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