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This page covers the values you can add to your CSV files for HR import. For guidance on configuring the CSV upload settings on your Totara site please see the Sources page. 

CSV source file format

Comma-separated values (CSV) files store tabular data in plain text. Each line of the file is a data record. Each record consists of one or more fields, separated by commas (or other characters).

Its possible to save files as CSV using all major spreadsheet applications, and text editors. Care may have to be taken when using double quote characters, refer to your application manual if there is any doubt.

Competencies

Heading

Format

Notes

idnumber

1-100 characters

Unique for each hierarchy item.

timemodified

Unix timestamp

Last time item detail changed.

frameworkidnumber

1-100 characters

idnumber matching an existing hierarchy framework.

shortname

1-100 characters

This field can be empty.

fullname

1-1000 characters

The competency name.

parentidnumber

0-100 characters

Matches the identifier field of another hierarchy item. Empty for top level.

description

Up to 1000 characters

This field can be empty.

typeidnumber

0-100 characters

Matches the identifier of an existing item type.

deleted0 or 1Required when only competencies to create, update or deleted are provided, otherwise not necessary. 0 => do nothing, 1=> delete. No action assumed if empty.

customfield_[shortname]
(optional)

Up to 1000 characters

Custom field data. Multiple columns allowed, where the column heading matches the type's custom field shortname. If no match, nothing will be updated.

If the custom field type is date format then the data in the field needs to match the format defined under Location > Location settings > CSV import date format.

aggregrationmethod1, 2 or 3Note: Competency source only
  • 1 is the All aggregation method.
  • 2 is the Any aggregation method.
  • 3 is the Off aggregation method.
assignavailability0, 1, 2 or 3
none, self, other, any

Select from the following:

  • none or 0: No non-admin assignment of competencies
  • self or 1: Users can self-assign competency
  • other or 2: Users can assign competency to others
  • any or 3: Users can both self-assign competency or assign competency to others

Job assignment

See HR Import Sources to see how to add multiple job assignment fields in the HR import file.

For multiple job assignments, just put two (or more) lines in your CSV per user. The user fields need to be identical in both lines. The job assignment fields contain one job assignment per line. For example:

useridnumber,jobassignmentnumber,positionidnumber,manageridnumber
n123,jobid1,pos1,manager1
n123,jobid2,,manager2

Heading

Format

Notes

fullname
(optional)

Up to 100 characters, space, ampersand, parentheses, forwardslash

Job assignment title.

useridnumber1-100 charactersThe user's id number.

timemodified

Unix timestamp

Last time item detail changed.

deleted

0 or 1

Required when only job assignments to create, update or deleted are provided, otherwise not necessary. 0 => do nothing, 1=> delete. No action assumed if empty.

idnumber

1-100 characters

Matches valid job assignment number. Null assumed if not provided.

To assign a user a manager, the user must have a job assignment. For example if you want to assign a managerid of 1 to useridnumber of 5, the manager needs to have a job assignment number in the file.


startdate
(optional)

CSV import date format or Unix timestamp

Data in the field needs to match the format defined under Location > Location settings > CSV import date format.

enddate
(optional)

CSV import date format or Unix timestampData in the field needs to match the format defined under Location > Location settings > CSV import date format.

orgidnumber
(optional)

1-100 characters

Matches valid organisation idnumber. Null assumed if not provided.

posidnumber
(optional)
1-100 charactersMatches valid position idnumber. Null assumed if not provided.

appraiseridnumber
(optional)

1-100 characters

Null or matches valid user idnumber. Null assumed if not provided.

manageridnumber
(optional)

1-100 characters

Null or matches valid user idnumber. Null assumed if not provided.

managerjaidnumber (optional unless manageridnumber is enabled)

1-100 characters

Automatically required if manageridnumber is set to on and updateidnumbers is off (i.e. we're using more than just the first jobs). ID number for the specific job assignment involved in the manager relationship.

tempmanageridnumber (optional)1-100 charactersNull or matches valid user idnumber. Null assumed if not provided.
tempmanagerexpirydate (optional unless tempmanageridnumber is enabled)CSV import date format or Unix timestampData in the field needs to match the format defined under Location > Location settings > CSV import date format.
tempmanagerjaidnumber (optional unless tempmanageridnumber is enabled)1-100 charactersAutomatically required if tempmanageridnumber is set to on and updateidnumbers is off (i.e. we're using more than just the first jobs). ID number for the specific job assignment involved in the manager relationship.

Organisations

Heading

Format

Notes

idnumber

1-100 characters

Unique for each hierarchy item.

timemodified

Unix timestamp

Last time item detail changed.

frameworkidnumber

1-100 characters

idnumber matching an existing hierarchy framework.

shortname

1-100 characters

This field can be empty.

fullname

1-1000 characters

The organisation name.

parentidnumber

0-100 characters

Matches the identifier field of another hierarchy item. Empty for top level.

description

Up to 1000 characters

This field can be empty.

typeidnumber

0-100 characters

Matches the identifier of an existing item type.

deleted0 or 1Required when only organisations to create, update or deleted are provided, otherwise not necessary. 0 => do nothing, 1=> delete. No action assumed if empty.

customfield_[shortname]
(optional)

Up to 1000 characters

Custom field data. Multiple columns allowed, where the column heading matches the type's custom field shortname. If no match, nothing will be updated.

If the custom field type is date format then the data in the field needs to match the format defined under Location > Location settings > CSV import date format.

aggregrationmethod1, 2 or 3Note: Competency source only
  • 1 is the All aggregation method.
  • 2 is the Any aggregation method.
  • 3 is the Off aggregation method.

Positions 

Heading

Format

Notes

idnumber

1-100 characters

Unique for each hierarchy item.

timemodified

Unix timestamp

Last time item detail changed.

frameworkidnumber

1-100 characters

idnumber matching an existing hierarchy framework.

shortname

1-100 characters

This field can be empty.

fullname

1-1000 characters

The position name.

parentidnumber

0-100 characters

Matches the identifier field of another hierarchy item. Empty for top level.

description

Up to 1000 characters

This field can be empty.

typeidnumber

0-100 characters

Matches the identifier of an existing item type.

deleted0 or 1Required when only positions to create, update or deleted are provided, otherwise not necessary. 0 => do nothing, 1=> delete. No action assumed if empty.

customfield_[shortname]
(optional)

Up to 1000 characters

Custom field data. Multiple columns allowed, where the column heading matches the type's custom field shortname. If no match, nothing will be updated.

If the custom field type is date format then the data in the field needs to match the format defined under Location > Location settings > CSV import date format.

aggregrationmethod1, 2 or 3Note: Competency source only
  • 1 is the All aggregation method.
  • 2 is the Any aggregation method.
  • 3 is the Off aggregation method.

Users

When the suspended field has a default value then erasing existing data in the field will mean the default value will be stored in the field.

Heading

Format

Notes

idnumber

1-100 characters

Unique for all users (never changes for a given user) Use the value shown in the Users profile Optional field ID number. Check the *ID number* value exists for existing users If you want to update existing user's profile fields.

username

1-100 characters

Unique for all users.

timemodified

Unix timestamp

Last time the user's details changed. Note if the same value is imported on a subsequent sync then the sync records will not be updated.

deleted

suspended

0 or 1

0 or 1

Required when only users to create, update or delete/suspend are provided, otherwise not necessary. 0 => do nothing, 1=> deleted/suspend. No action assumed if empty. However, when an empty suspended field is included in the User source for new records and the Empty strings erase existing data option has been chosen, the added user gets the default value of Active. The erasing of the data doesn't mean there is no value in the field if the field has a default value.


firstname

1-100 characters

No leading or trailing space characters.

lastname

1-100 characters

No leading or trailing space characters.

firstnamephonetic

(optional)

1-100 characters

No leading or trailing space characters.

lastnamephonetic

(optional)

1-100 characters

No leading or trailing space characters.

middlename

(optional)

1-100 characters

No leading or trailing space characters.

alternatename

(optional)

1-100 characters

No leading or trailing space characters.

email

Valid email address, max 100 chars

Unique for each user.

emailstop

0 or 1

Disables non-essential system-generated email notifications. Note this does not affect the Welcome email for new or revived users.

country

2 character ISO 3116 country code (e.g. NZ => New Zealand)


city

120 characters


timezone
(optional)

1-100 characters

A location-based timezone identifier e.g. America/New_York, Europe/London, Asia/Singapore etc. See http://us.php.net/manual/en/timezones.php for a list of all location-based timezones.

lang
(optional)

1-30 characters

2 char ISO 639-1 code or a specific language pack code (e.g. en_us for US English).

description
(optional)

1-1000 characters


url
(optional)

1-200 characters


institution
(optional)

1-40 characters


department
(optional)

1-30 characters


phone1
(optional)

1-20 characters


phone2
(optional)

1-20 characters


address
(optional)

1-70 characters


tenantmember
(optional)
The ID number of the tenant the user should be a member of.Note that you can't include the same tenant ID for both the tenantmember and tenantparticipant columns as a user can't be a member and participant in the same tenant.
tenantparticipant
(optional)
The ID number of the tenant the user should be a participant in.

You can assign each user as a participant to multiple tenants using the tenantparticipant column to add a comma-separated list of tenant idnumbers.

Note that you can't include the same tenant ID for both the tenantmember and tenantparticipant columns as a user can't be a member and participant in the same tenant.

auth
(optional)

This is the list of default Authentication types in Totara. Make sure the plugin is enabled before using. If using a custom Authentication plugin then use the name of that plugin for this field.

Format:Authentication type:
manualManual accounts
nologinNo login
emailEmail-based self-registration
casCAS server (SSO)
dbExternal database
fcFirstClass server
gauthGoogle Openid Authentication
imapIMAP server
ldapLDAP server
mnetMNet authentication
nntpNNTP server
noneNo authentication
pamPAM (Pluggable Authentication Modules)

pop3

POP3 server
radiusRADIUS server
shibbolethShibboleth
webserviceWeb services authentication
oauth2OAuth 2
password
(optional)
1-32 characters

If the password column is included and the CSV file has an empty password field then a welcome email is sent allowing the user to create their own password. Note that this only works when adding new users.

If you are adding a large number of new users without passwords please note that this will result in a large number of emails being sent.

customfield_[shortname]
(optional)

1-1000 characters


Custom field data. Multiple columns allowed, where the column heading matches an existing user custom field shortname. If no match, nothing will be updated.

If the custom field type is date format then the data in the field needs to match the format defined under Location > Location settings > CSV import date format.

Export

When exporting competencies, positions, organisations or goals the behaviour of custom field types is as per the table below.

Hierarchy exports are available when viewing all competencies, positions, organisations or goals frameworks, or when viewing a specific framework

Example export within Positions

Custom field typeExportImport
Checkbox1 for checked, 0 for not checkedSame as export
Date/timeA timestampEither a timestamp, or a date in a format given by the csvdateformat config setting.
FileThe name of the fileFile custom fields cannot be imported
LocationThe addressSame as export
MenuThe text of the selected valueSame as export
Multi-selectWithin quotes, a comma-separated list of the selected valuesSame as export
Text areaThe full value, including HTML tagsSame as export
Text inputThe value itselfSame as export
URLThe URL itself, the display text or checkbox value opening in a new window are not included.Same as export

For text values that include anything other than letters or numbers (special characters), the value should be within double quotes. If the value itself contains double quotes, an additional double quote should be added in front of each, e.g.: 

There are "quotes" within this value 

Would be represented like so in the export or import csv files (if importing via external database, this is not necessary), e.g.:

"There are ""quotes"" within this value"

Totara Academy

The Totara Academy has a whole course dedicated to Creating users in Totara. Here you can learn more on how to add users, see best practice, and give it a go yourself.




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