Bulk Uploads and Status Changes of Users

This guide provides step-by-step instructions on how to bulk create users in the UE Learning Portal. It covers accessing the admin panel, uploading a CSV file, setting import options, mapping headers, and initiating the import process. Once users are uploaded, you can add them to groups or learning plans.

Assembling Your File

1. Put together your user file using your own format or use our template.
2. Save it as a .csv.

What are CSV (.csv) files?

Comma-Separated Values (CSV) files store tabular data in plain text. Each line of a CSV file is a data record/row. Each record/row consists of one or more fields/columns separated by a delimiter.

CSV files can be created with a number of software programs (i.e. Excel, Google Sheets, Notepad, TextEdit, Emacs). The content within the file must follow the CSV Standard format and the file must have a “.csv” file extension.

How are CSV files generally formatted?

CSV files should follow a standard format:

• Fields/columns are separated by a single character delimiter, typically a comma or semicolon.
• Each record/row is terminated by a new line.
• All records/rows have the same number of fields/columns in the same order.
• The first record/row may be a header that contains the field/column names of each field/column.
• Data within each field is interpreted as a sequence of characters or plain text.
• Any field may be quoted within double-quote characters.
• A field should be quoted when it contains one or more special characters.
• Leading and trailing spaces are considered part of the data in a field.

How are CSV files used to create and update user accounts?

User accounts in your platform consist of a number of user data fields. Each of these fields may or may not be populated with data, depending on which fields you’ve filled out when creating the user.

To create a user, you should at least populate the user fields that are mandatory for creating a user account (username and any mandatory user additional field). To update an existing user account, you’ll need to update the relevant user fields of the user account with new data. Both creating and editing users (either one user at a time or multiple users at a time) can be done manually, or by importing user data fields into the platform via a CSV file.

For the second option, each user account that you intend to create or update is represented by a record/row in the CSV file. Each user data field is represented by a field/column in the file.

Import the CSV file to the platform, then map the contained data to the corresponding user fields supported by the platform. By doing so, you’re creating and updating user accounts.

Accessing the Admin Panel

1. Login to your account at learn.ue.org
2. Click on Manage My Learners.
3. Then click, Import and Manage.
4. Click “CSV”

Importing Users via CSV

1. Once your file is ready, you can drag and drop it into the upload section of the slideout panel, or press the Browse button to find the file.

Note: The maximum file size of a CSV file that you’re able to import into your platform for a user upload is 3MB.

2. Once uploaded, press the Advanced Settings title to view the additional settings. The system is configured to automatically detect the Field Separator, which is needed in order to organize the information by columns. Information can be additionally organized by a comma, a semicolon, or manually, depending on your needs.

Then, flag the option that the first row is considered a Header (only if this fits your CSV file format), and select the File Charset from the dropdown menu. As for the File Charset, we recommend UTF-8, which is standard. Please remember to use quotation marks to delimit the text content. Press Confirm to upload your .csv file.

Upload Settings

1. The system will then process your CSV file. Once ready, you will be redirected to the import page. In the left panel, inside the Import Options section, configure the following options:

Profiles

1. In the Preset section, you can select a preset from the dropdown menu to associate a previous mapping configuration to this CSV import. Presets are associated with the user you are using to perform the import action. Also, the list of saved presets is visible in other parts of the platform such as user enrollments into courses via CSV.
   Press the Overwrite Actual Preset button to complete this action. Additionally, you can map the columns to platform fields (see more below), then save the configuration by pressing the Save this Preset as New button. In the pop-up box, provide a name for the preset, then press Save.

General Import Options

This section gathers several parameters concerning the import procedure:

• Force users to change their password at their first login. When this option is activated, users will immediately be asked to change their password after the initial login to the platform.  Please note that if you have not enabled this option, you can still force your users to change their passwords upon their first sign into the platform by creating a corresponding column in your CSV file and matching it to the Force Password Change field.
• Do not force password change for existing users. When this option is flagged, any existing users in the platform that also exist in the newly-imported CSV file will not have to update their passwords like new users (if the Change password at first sign in option is also activated).
• Send Notifications. When this option is activated, all users being imported into the platform will receive a welcome email once the import is complete. If this option is not activated, the users will not receive an email upon being imported, but you can send it later from the User Management page in your platform.

3. Update Users

This option allows you to configure how the information of existing users will be updated upon importing the CSV file. When this option is flagged, the imported information for users already existing in the platform will overwrite any existing user information if the user branch remains unchanged.

4. Destination Fallback Branch

This section is used for the configuration of an “emergency” destination branch to be used when the destination branch field is not mapped in the Preview area, or when it is mapped, but its value is empty. Select whether to:

• Use existing branch. When this option is selected, updated users will be moved in one of the existing branches, selectable from the dropdown menu.

Note: If you do not select your branch, your learners will not show up in your reports.

Mapping Headers

1. The Preview section will display a preview of the CSV file as read by the system.
2. Drag and drop the fields in the UE Learning Portal Fields section on the left to match the fields with the column names of your CSV file.

Please Note:

1. The correct format for the Date Format field is YYYY-MM-DD.
2. The following fields aren’t case sensitive when completing a CSV import of users: User status, User level, Language, Country, Timezone, Yes/No additional field.

3. Once you’ve matched the fields for all of your columns, review all of the info on the import page, then press the Import button at the bottom of the page. Confirm the information in the pop-up message that appears, then press Import Users.

Note: The import job happens in the background. In case of any errors, an error file will be made available for download. To find this file, access the Admin Menu, then select the Background Jobs item. Find the job in the list to download the file

Activating or Deactivating Users via CSV

1. When users are activated, their credentials are valid and they can log in and access the platform. When you deactivate users, they are no longer able to log in and access the platform.

As a TA, you can activate and deactivate users in the platform using CSV files. To do so, include the active column in your CSV, and match it with the UE Learning Portal Fields called Active dragging it from the UE Learning Portal Fields area to the Preview area (as shown in the previous chapter of this article).

When the value of the Active field is set to 1, the corresponding user is activated, while when it is set to 0, the corresponding user is deactivated.