ClearCompany Learning: Bulk Import Schedule

Setting up a bulk import schedule in ClearCompany Learning helps automate and streamline the process of managing user and group data. In this article, we cover how to configure a bulk import schedule, including connecting to an SFTP server and defining file parameters.

In this article:
Bulk Import Schedule Overview
Add a Bulk Import Schedule
Troubleshooting

Bulk Import Schedule Overview

When creating a Bulk Import Schedule, each file requires its own schedule. We recommend two schedules—one for the Group file and one for the User file.

• Always create the Group file schedule first. This is critical because the system must recognize the group structure before assigning users to those groups.
• If the Group file hasn't been imported first, the User file will fail since users cannot be assigned to non-existent groups in the Learning Management System (LMS).

Add a Bulk Import Schedule

1. From the administration dashboard, click Users/Groups, then Groups.
2. Click Bulk Group Import.
   
3. In the top-right corner, click Bulk Import Schedule.
4. Click Add Import Schedule.
   
5. Complete the fields as outlined below.:

   Note:

   Ensure all SFTP credentials and file paths are correct. Incorrect or incomplete information can lead to file processing errors.

   Field	Description
   Starting Group	Select the top-level company group.
   Type	Create the schedule for Groups first, then repeat the process for Users.
   Scheduled Frequency	Choose your company’s preferred frequency. Nightly is typically recommended.
   Start Date	Use the current date.
   Schedule time	All times are in UTC.
   Create new users if found in file	Yes
   Email new users after creation	Optional—decide if an email with credentials should be sent.
   Update existing user data	Yes
   Update the groups for existing users to only the info provided in the file:	Yes, unless planning to upload partial files regularly.
   Server Name	Provided by ClearCompany Learning or your system of record.
   Username	Provided by ClearCompany Learning or your system of record.
   Password	Provided by ClearCompany Learning or your system of record.
   Port	22
   Secure	Yes
   Passive	Yes
   File Directory	File directories must match the naming used by the SFTP provider. Mismatched entries will prevent ClearCompany Learning from identifying the file.
   File is Encrytped with WinZip AES	No
   Encryption File Password	Leave blank unless instructed otherwise.
   Delete File on Success	Yes
   Failure Action	Choose from: None, Rename, or Delete the file.
   Delimiter	Comma is the most commonly used; we also support. Tab Tilde Pipe Semi-colon
   Field Mapping	*Field Mapping becomes available after the schedule is saved. The field mapping feature allows organizations the ability to map the column headers from their file to the learning platform headers.
   Success Emails	Enter one or more email addresses to be notified of successful imports.
   Failure Emails	Enter email addresses to receive error notifications.
   Next Sync Date	Usually, the same as the schedule creation date.

6. After completing all fields, click Test Connection to verify the connection to the SFTP.

7. Click Save to finalize your schedule.

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Troubleshooting

Users can use the Debug Report > Bulk Import Files report to view any bulk-imported files, including Group, User, and Bulk Record Import files.

If you're having trouble sending files to your SFTP server from the Learning platform, the issue may stem from connection settings, access permissions, or the file transfer process itself. The type of error may vary depending on the SFTP server configuration. Below are common problems and how to resolve them. If you're unable to resolve the issue, please contact ClearCompany for assistance.

Connection Errors

Error	Possible Cause	Suggested Fix
"Connection to remote server failed"	Server address is incorrect or unavailable	Confirm the server hostname/IP is correct and online
"Authentication failed"	Invalid username or password	Verify credentials with your IT/sFTP admin
"Invalid server name or port"	Port may be blocked or incorrect (e.g., using FTP instead of sFTP port)	Use port 22 for sFTP, and confirm with your IT team
"Timeout connecting to server"	Firewall or network issues	Test access from a separate sFTP client or request a firewall review

Directory Access Errors

Error	Possible Cause	Suggested Fix
"Cannot access directory"	Incorrect folder path	Double-check path formatting (e.g., /reports/exports/)
"Permission denied"	User does not have write access	Confirm user has correct read/write permissions for the directory
"Directory not found"	Directory may not exist	Ask your IT admin to verify or create the target folder

File Transfer Errors

Error	Possible Cause	Suggested Fix
"File transfer timed out"	Server is slow or file is too large	Try a smaller file or confirm server capacity and timeout settings
"Upload failed"	File name restrictions or file lock issues	Ensure file names are valid and no other process is locking the file