ClearCompany Learning: Bulk User Import

The Bulk User Import tool allows you to bulk update and create new users within the Learning platform.  In this article, we dive into the process.

In this article:
Bulk User Import Information
User Guide Bulk User Import
Bulk User Import Troubleshooting

Bulk User Import Information

In order for a user to access the Bulk User Import Tool, a user needs to be an administrator and have the appropriate Rights.

• Super admins cannot be added through the bulk user import.
• Additional data fields that are not currently in ClearCompany Learning, must first be created in the system to be included in the import.

User Guide Bulk User Import

Please Note:

When a user is created in ClearCompany Learning a "User ID" is assigned to keep data aligned and organized. This means the username cannot be changed using the Bulk Import Tool. If you need to change a username, contact the ClearCompany Learning Support team.

Using the Bulk User Import tool will be divided into four stages:

1. Stage One: Download the CSV file, from the Bulk User Import page, this will be the foundation for the fields you are currently using and how the system will read the document.
2. Stage Two: Update the .CSV file with the information you would like to update or create new users.
3. Stage Three: Upload the file into the Learning platform.
4. Stage Four: Review and finalize the data, if alerted to any errors, correct them.

Bulk User Import Guide

Downloading Bulk User File Template (Stage One)

1. Click Administration, then navigate to Users/Groups, and click Users.
2. From the Users Dashboard, Click Bulk User Import on the right-hand side.
3. Start with the Bulk User File Template or Select “Download advanced CSV” to download an Excel file that contains all columns currently in use.

Update CSV (Stage Two)

1. Update any fields in the file as needed, making sure to fill all required fields. See below.
2. Choose the options for your import batch.
3. Select Your Starting Group: Select the groups that the system should update when the .csv is uploaded. Choosing a subgroup instead of the entire organization as the Starting Group tells the system only to make changes to that particular subgroup no matter what other changes have been made to the .csv file.
   • Example: downloading the .csv and making changes to every User in the organization but not selecting a particular group as the Starting Group, the LMS will save the changes made to the entire file
4. Choose your delimiter: this is determined by the software being used to alter the .csv file. The most commonly used delimiter is a comma.
   1. Comma (,)
   2. Tab ()
   3. Tilde ()
   4. Pipe (|)
   5. Semicolon (;)
   6. If importing a text file, view the file to see which delimiter is used. Choose that symbol accordingly.
5. Create New Users If Found in File: if new Users have been added to the spreadsheet, the system will automatically add them to the LMS as long as there are no errors involving those rows.
6. Email New Users After Creation: New Users will receive an email when their account is created if the .csv file includes an email address for that person. Note: The Email Template "New Account Created" can be customized. Click here.
7. Update Existing User Data: Any changed data in the spreadsheet will also be changed in the system. Note: This option cannot be toggled off.
8. Update the groups for existing users to only the info provided in the file: Existing Users won’t be updated unless the box is checked.
9. When ready Select Your Import File - browse to find the updated spreadsheet that has been saved on a computer and upload it here
10. Upload and Continue: Click this button once the preferred options have been selected and .csv file has been uploaded. Clicking this button will update the LMS to reflect what is included in the uploaded spreadsheet. See the fields and final steps below.
11. If the review page does not display, there may be an error that is keeping the file from processing. Look right above “Select your Starting Group” for any errors displayed in red text.

Bulk User Fields Guide

Populate the file as needed, making sure to fill all required fields.

Field	Description
Username	Required A unique identifier for each user. Example: Employee ID
First Name	Required
MI
Last Name	Required
Email	Not required but strongly suggested.
Phone
GTMOffSet	Timezone adjustment from UTC/GMT
JobTitle
ForcePasswordChange	"1" for Yes "0" for No
ExpiresON
Active	Required Active or Inactive Y or N Yes or No? 1 or 0 T or F True or False? Null= 0
PrimaryGroupCode	Required This is a unique group code associated with a group name. Note: Ideally this field would be filled out. If included, we match on code, not on name.
PrimaryGroupName	Required for New Users. Non-unique group name that should be found at or below the Starting Group. If duplicates are found the user is placed as Unassigned.
Primary Group Role Code	Required
Primary Group Role Name	This is a unique role code associated with a role name.  Note: Ideally, this field would be filled out.
Opt Group Code 1
Opt Group Name 1
Opt Group Role Code 1
Opt Group Role Name 1
Opt Group Code 2
Opt Group Name 2
Opt Group Role Code 2
Opt Group Role Name 2
(etc for up to 5 groups)
User_Aux_Field_Name	Optionally include this user aux field name.
Additional Fields can be added to the .CSV file as long as they exist in the Learning platform.

Upload CSV and check for Errors (Stages 3 and 4)

1. Once you click Upload and Continue, depending on the amount of the data, the page will load with the information it found on the spreadsheet.
2. Double-check that the Fields listed in the file, match the fields in the Learning platform:
3. Review –The review page will show all the valid rows at the top and any rows containing errors below.
4. If there are no errors, select “Save and Process Good Rows Only”.
5. If there are errors, you can select “Error File” to download an Excel file with details on the error.
6. See the errors below.

Additional Data Fields

To store additional information like Hire Date, Division, or Supervisor Name through the bulk user import, follow the steps below.

1. First, create the User Auxiliary Field within the LMS.
2. Once the User Auxiliary Field is created, simply add the field name exactly as it is within the system to a new column in your template. Alternatively, you can re-download the CSV backup and all user auxiliary fields will be included.
3. Populate the file.
4. Save the file with a file type of comma delimited “.csv”
5. Choose the options for your import batch.
6. Select your starting group
7. This will most likely be your top company group. If any other groups are referenced within the file (under primary group, opt group 1, opt group 2, etc.) choose the parent group to be sure all are included.
8. Choose your delimiter.
9. Choose the file type of the file you are importing. In this example, the file type is “.csv” meaning comma- delimited.
10. If importing a text file, view the file to see which delimiter is used. Choose that symbol accordingly.
11. Select your import file
12. Select “Upload and continue”. THE FILE HAS NOT YET BEEN PROCESSED.
13. Review –The review page will show all the valid rows at the top and any rows containing errors below.
14. If there are no errors, select “Save and Process Good Rows Only”.
15. If there are errors, you can select “Error File” to download an excel file with details on the error
16. The first column will show the row containing the error, the second column will list the error code.
17. Update the import file accordingly and re-import.
18. If the review page does not display, there may be an error that is keeping the file from processing. Look right above “Select your Starting Group” for any errors displayed in red text.

ClearCompany Learning Bulk Import Error Codes Troubleshooting

Types of Error Codes

Group Access Issue: There are either blank fields in the identified group column or the group listed does not exist. Make sure to list the group name exactly as it is in the system.

Name / Code Mismatch: The name and code are not matching to the same group or role. Be sure that the name and code are used exactly as they are in the system or remove the name field and link by the code field only.

Missing ______: The file is missing required information.

Super Admin is a Restricted Role: Super admins cannot be added through the bulk user import.

Error Messages

Error Message	Descriptions
Primary Group Access Issue	The users Primary Group either does not exist at all or does not exist below the bulk import Starting Group.
OPT Group Access Issue	The users Optional Group either does not exist at all or does not exist below the bulk import Starting Group.
Primary Group Name / Code Mismatch	The users Primary Group Name is incorrect based on the provided Primary Group Code.
OPT Group Name / Code Mismatch	The users Optional Group Name is incorrect based on the provided Optional Group Code.
Primary Role Name / Code Mismatch	The users Primary Role Name is incorrect based on the provided Primary Role Code.
OPT Role Name / Code Mismatch	The users Optional Role Name is incorrect based on the provided Optional Role Code.
Invalid Role	The user's Primary Role either does not exist or the administrator who initiated the bulk import does not have access to the Role.
OPT Invalid Role	The users Optional Role either does not exist or the administrator who initiated the bulk import does not have access to the Role
OPT Group Role Missing	The user does not have a Role defined for the corresponding Optional Group provided in the file.
User Group Tree Access Issue	The user's current Primary Group does not exist below the bulk import Starting Group.
User Group Role Access Issue	The administrator who initiated the bulk import does not have access to the user's current Primary Group / Role.
No user information changes	= The information contained in the file matches what is currently on record, nothing to update.
Missing First/Last Name	No value was provided for first or last name. These are required fields.
SuperAdmin is a Restricted Role	The SuperAdmin Role is not permitted in the bulk import.
Invalid value for Daylight Savings	The value provided for Daylight Savings is invalid. The allowed values are: auto, on, or off.
Invalid value for Date Format	The value provided for Date Format is invalid. The allowed values are: MM/DD/YYYY, DD-MM-YYYY, or YYYY-MM-DD.
Invalid value for Time Format	The value provided for Time Format is invalid. The allowed values are: 12 Hour or 24 Hour.