User Management

Your institution can configure a connection with UE’s system to securely send and receive data from our system.

The SFTP can be used for:  

1. Sending data from your HRIS or SIS to automatically create or update user accounts.  The most common use of this is to ensure new hires have an account and can complete training the day after they’re added to the HRIS. *Note, this process won’t assign courses or learning plans on it’s own.  We will need to configure an enrollment rule for that step.  For more information on enrollment rules, please see this guide.
2. Receiving reports that can then be pulled into your institution’s other systems.  For example, if you’d like to track training completions in a learner’s HRIS or SIS profile.

Your institution can request to use both of these, or start with one and add the other if needed.

The Configuration Process

1. Typically someone from your institution’s IT department will initiate the configuration by submitting this request form: UE’s SFTP Configuration Request Form
2. We will receive your request, then configure your SFTP connection within 3 business days.
3. Then, we’ll reach out to ask you to test your login.
4. If you requested reports: we will configure the report you chose to be delivered to the “reports” folder on a daily basis.
5. If you requested user account updates/creation:
   1. The next step is for your team to upload a test file of users into the “upload” folder and let us know that is complete.
   2. We will then configure the import process on the LMS and process the file.
   3. If there are any issues with the file, we will let you know and ask for updates.
   4. Once everything is processing correctly, you can start sending the files on a daily basis.  The files will process daily between 1-9 AM ET.
   5. This will trigger any automations that are enabled.

User File Requirements

• File must be a CSV.
• Headers are helpful, but not required.
• We can process files daily at most.
• You can send either the full population in every file, or just the deltas.
• Required fields are:
  • Email Address
  • First Name
  • Last Name
  • Username – This will be the email address again for the majority of institutions.  Institutions with SSO may have a different username.
  • Password – This is required even for institutions with SSO.  However, learners using SSO won’t need to know or use that password.
  • Active – Yes or No
  • Branch Code
• You can start using optional fields at any time, but please let us know if you want to add any fields that were not included in your initial test file.

Click here for our SFTP Template.

Questions?  Please reach out to us at launch@ue.org.