Learner (user) information is the most important data you will add to the Intellek LMS. It is essential that the information be consistently formatted and applied. Inaccurate or inconsistent end-user data will result in inaccurate reporting and make assigning learning difficult.
Intellek provides each client with the file to populate and use as the basis for the user import.
Your organization may choose to populate the workbook from a parent database or databases (e.g., HRIS, Active Directory, InterAction). If the parent database or databases have consistently formatted data that is appropriate for the Learning Management System (LMS), that process can be automated by the appropriate network staff in your environment.
If the information provided from the parent database or databases requires cleanup or revision for use in the LMS, either the parent database will have to be revised or you may choose to do an initial data load from the parent database and then manually maintain or enter user data. You should make this decision from the beginning. It will impact the maintenance of the file or the method you use for user account creation.
If you plan to maintain end-user data in the file (whether manually modifying data or using a DTSX/SSIS package to populate it) you will maintain ALL active records in the sheet (new, modified, and inactive).
When you import via the file, any end-user previously maintained within the file, but no longer included, will be marked inactive in the LMS. Users that have been manually created will not be updated, unless you change their Entry Type to Automatic. This change is made at the bottom of the Detail page for the user.
The import file can be used as part of an automated process that will be set up by Intellek and/or you can manually load users into the system by selecting Import Users on the three dot Options menu on the Users page in the LMS.
You have three options for importing users to the LMS:
1.Provide the Import_Learners.xlsx file to Intellek as frequently as you need (e.g. daily or weekly) via the SFTP folder. Intellek needs to plan run the import at least two-hours after your file is placed on the SFTP server to be included in that day's import. Please let us know your scheduled time for file placement.
You can also write scripts to collect and send that data automatically to our folder via SFTP if you like. If this is your preferred method, please send your correctly formatted Import_Learners.xlsx file (see the topic) to email@example.com so we can review the format for you. Once we have confirmed you have the correct format, we will introduce you to a team member to help you complete the steps required for SFTP.
Manually import the correctly formatted Import Learner Sheet (see the Required File Format for the Import Learners Sheet topic) via Users > Three Dot Options > Import Users.
3.For Clients with IT resources and a full understanding of API protocols, we recommend our Intellek API to automate the Learner import process without worrying about or SFTP. If this option is of interest to you, please review the API details/Instructions.
Review the above API documentation and send your Request Body JSON object (pasted into a .txt file) in an email for Intellek to validate and approve before testing on your sandbox or live site.
The Import_Learners.xlsx file must be formatted as either .xlsx or .csv. The file name MUST exactly match Import_Learners. Windows updates as of October 2017 no longer support .xls files.
You will need to populate the Import_Learners.xlsx template with the necessary User information. See the Understanding the Column Headers topic for detailed explanations of the data to be entered into the worksheet. Each of these columns map directly to User Detail fields in the User's LMS account.
Pay particular attention to the Mandatory and Recommended columns.
To explain the Column Heading column details more clearly, the less obvious ones are outlined below.