An Automated User Import (AUI) is designed to be an easy way for administrators to create, modify, or deactivate learners in the BizLibrary Learning Management System (LMS). The AUI can also automate
moving learners to specific teams.

The AUI utilizes two Excel import templates, Users.xlsx (required  learner demographic data) and
UserUserGroups.xlsx (optional - learner to team mapping), that will be placed on a SFTP site at an interval of
the clients choosing. This process is generally scheduled to run on a weekly or nightly
basis. The sheets can be used independently or together for a desired outcome. Once
placed the files will be automatically uploaded to the LMS with changes being available the
following day. The import templates must be explicitly followed.

Process Overview:

1. Client generates Users.xlsx import template, and optionally the
   UserUserGroups.xlsx import template. The import templates can be populated
   and placed manually or generated by a HRIS or another system automatically. In
   any case the import template format must remain intact.
2. Client or client’s HRIS will upload import template(s) to a shared location, preferably
   a SFTP site before midnight Central Standard Time.
3. The AUI will retrieve the data from the import templates(s) and load to the database
   for processing.
4. Learners will be created, modified or deactivated, based on data provided on the
   import template. If a UserUserGroup.xlsx import template is not provided the
   learners will be placed into a predetermined team.

Process Details:

Below are some specific details regarding AUI:

Learner Creation:

• Learners will be created and placed in a default team, as specified during
  consultation, unless a UserUserGroups.xlsx import template is provided.
• If a password is not provided on the User.xlsx import template, a default password
  of “pass1” will be used.
• Many of the columns with the User.xlsx and UserUserGroups.xlsx are required.
  For further information on requirements please reference the “Import Template
  Details” on page 3 of this document.
• While some columns such a City, State or Job Title may not be required it is highly
  recommended to complete as many learner details as possible. Details can help
  with future assignments and reporting with the LMS.

Learner Modification:

• Learner profiles may be modified through data services, with two exceptions,
  Usernames and Passwords. Usernames and Passwords can only be changed by
  contacting your BizLibrary Client Success Manager.

Learner Deactivation:

• For the AUI to deactivate a learner, the learner must appear on the User.xlsx import
  template with a value of “FALSE” in the Active column. A learner only needs to be
  sent one time with a value of “False”, after that they can be removed from the
  import sheet.
• Please note that deactivating a learner via User.xlsx import template will not move the learner into an Inactive Learner team. This must be done manually or by using the UserUserGroups.xlsx import template.

Team Placement: (Optional Process, you can also use team rules in the LMS for team
placement)

• To move a learner using AUI, including inactive learners, clients must provide the
  UserUserGroups.xlsx import template. In the LMS teams are designated by a
  unique synguid found in the URL bar while viewing a team or by using the interface
  within the clients Admin view (Administration > System > Data Services > Export >
  Teams).
• The column “OnlyLocation” is marked True or False. True will remove the learner
  from all teams and place on the designated team, great from moving deactivated
  learns to the inactive team. False will keep a learner’s current team structure in place
  and add them to the designated team.

Frequently Asked Questions:

Do I need to supply a sample file? Yes, Clients should provide a sample file after
consultation to verify the import templates are being populated correctly.

Do I have to use both sheets? No. The UserUserGroups.xlsx import template is optional.
Which columns are required on the User.xlxs sheet? Columns A through E and column L
& M are all required. Please not that if column W is used it must be the LMS username.

Can I rename the import template? Yes, but the naming convention must be determined
at the time of consult and must be the same every time the sheet is place on the SFTP site.
When do the file(s) need to be placed? The file(s) must be placed before 12:00 am CST
(midnight) for changes to be available the next day.

Can we use our own SFTP site? Yes. Credentials should be supplied at the time on
consultation.

Can I modify Usernames using AUI? No. Anytime a new username is detected on the
sheet and new Learner will be created. Please contact your BizLibrary Client Support Manager.

Can I modify Passwords using AUI? No. Initial passwords are only created once, upon
initial Learner creation. For help modifying or updating passwords please contact your BizLibrary Client Support Manager.

How can I get a list of my Team Synguids for use on the UserUserGroups.xlsx import
template? Navigate to Administration > System > Data Services > Export > Teams. Please
contact your BizLibrary Client Support Manager for additional help.

Why is my AUI failing? Common reasons for AUI failure are that the required columns are not
populated, columns have been removed, formatting such as borders or colors have been
copied into the import template or email addresses contain hyperlinks are present. Please
contact your BizLibrary Client Support Manager for full diagnosis.

Automated User Imports are considered a Professional Services project, and have fees associated. To learn more about setting up an Automated User Import, please contact your BizLibrary Client Success Manager.