ClearCompany Learning: Completion and Assignments CSV to sFTP

The Completion and Assignments CSV allows administrators to automate the transfer of user completion and assignment data from the ClearCompany Learning platform to a secure FTP (sFTP) server. Once enabled, completion data is exported in real time, while assignment data is exported daily. This functionality supports organizations that rely on external systems for tracking, reporting, or compliance and prefer automated data sharing.

Please Note:

Setup may require technical support from your organization’s IT team to configure the FTP server and ensure proper data handling.

In this article:
Overview
Navigation
Required Fields
Troubleshooting
F.A.Q.

Overview

Below are the options available.

• Completion CSV to sFTP: When enabled, this option sends a CSV file immediately each time a user completes a learning object. It is useful for organizations requiring real-time updates in external systems.
• Assignments CSV to sFTP: When enabled, this option sends a daily CSV file containing new or updated assignment data. It helps organizations track learning object assignments externally for onboarding or compliance purposes.

Use Case Benefits

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Use Cases:

• Automatically transfer user completion and assignment data to external HRIS, analytics platforms, or compliance systems.
• Reduce manual reporting processes and improve data consistency across platforms.

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Benefits

• Real-time and scheduled data exports without manual intervention.
• Compatible with external systems that can ingest standard CSV formats.
• Optional custom templates in the learning Custom Reports feature.

Navigation

To enable Completion or Assignment CSV to sFTP:

1. From the administration dashboard, click Settings, then Options.
2. Under the Settings tab, toggle on the CSV that you would like to enable.
3. Users will have to enter the required configuration fields. Below are the fields required.

Required Fields

Field	Description
Server Name	The host address of your sFTP server (e.g., sftp.example.com).
Username	Credentials used to authenticate the connection.
Password	Credentials used to authenticate the connection.
Port	The port used for the sFTP connection. To set up sFTP, keep the default settings of “Port: 22” “Secure: Yes” “Passive: Yes”
Secure	Enable or disable encrypted transfer (should generally be set to "Yes").
Passive	Controls how data connections are made (enable if firewalls block active mode).
File Directory	The folder path on the sFTP server where files will be stored.
Success Emails	Email addresses to notify upon the success of each export.
Failure Emails	Email addresses to notify upon failure of each export.

Troubleshooting

Superadmins are able to navigate to Reports, then Debug Reports. The Completion CSV to sFTP and Assignments CSV to sFTP reports display results from the last 365 days.

If you experience issues sending reports to your sFTP server from the learning platform, the problem may lie in the connection, access permissions, or file transfer process. This guide outlines common issues and how to resolve them. Errors may depend on the sFTP server. If users need assistance, reach out to ClearCompany.

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

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F.A.Q.

What file format is used for the exports?

CSV (Comma-Separated Values) is a standard format compatible with most systems.

Is there a limit to how often the data is sent?

Completion data is sent in real time; assignment data is sent once daily.

Is IT involvement necessary?

Yes, for initial setup and server-side configuration. Your IT team should provide the sFTP login credentials and ensure the receiving system can process the files.