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Enable elements for import

The elements that can be imported via HR Import include:

To import data for any of these elements, they must first be enabled. You may enable one or more elements for import.

It is possible to import all elements simultaneously, however Position, Organisation and Competency frameworks must exist already on the system before it is possible to import the corresponding hierarchy structures.

To enable an element for import:

  1. Go to Quick-access menu > HR Import > Elements > Manage elements.
  2. Use the Show and Hide icons (, ) to Enable or Disable an element.

  3. Once enabled, a corresponding Settings link will activate for the element.
  4. You must configure the Settings of each enabled element before you can run an HR Import.

  5. After configuring element settings remember to Save changes.

You can also access each enabled element's settings by going to Quick-access menu > HR Import > Elements and selecting the name of the element you wish to configure.

Managing HR import elements.


After configuring the Settings for each Element, you will need to configure the Source for each Element.

HR import? option

Once HR import is enabled for an element there will be an HR Import? option that will appear in the settings when creating a new instance of the corresponding enabled element, for example when adding an organisation to an organisational hierarchy or adding or updating a user account.

Selecting the HR Import? option when creating a new job assignment, organisation, position, user or competency enables it to be updated or deleted via HR Import. 

As well as having the HR Import? option enabled, the idnumber field for the new job assignment, organisation, position, competency or user must have a value to enable it to be updated via the HR import.

The HR Import? field can be manually ticked on a user by user basis (providing the user record has an ID number field) when editing a users account. You can also change the HR Import? field for user import by bulk user action (using the toggle HR import option). It is not possible to bulk change the job assignment HR Import? setting.

HR import option.   General settings.


Element settings

Each element can use the Default Settings or employ custom settings. To specify custom settings, uncheck Use default settings, adjust the configuration items as required and Save changes before exiting the page.

Use default HR Import settings checked.    Use default HR Import settings unchecked.

If setting a different scheduled import time for each element, ensure you set the files to run in a logical order. For example, ensure you run the position import before you run the job assignment import so that users can be linked to newly created positions. Likewise, ensure you run the user import before the job assignment import so new users can be associated with their job assignments.

Competency element settings

SettingDescriptionNotes

Source settings

Source

Choose which source method HR Import will use for importing competency data.

There are two options:

  • CSV: Records supplied in a Comma Separated Variable format specified in the CSV source settings
  • External Database: Records provided by connecting to external database in the format specified in the External Database source settings
-
File access

The options are:

  • Directory: This option allows you to specify a directory on the server to be checked for HR Import files automatically
  • Upload: This option requires you to upload files via the Upload HR Import files page under sources in site administration

This setting is only editable if CSV has been set as the Source.

Files directory

When Directory is enabled as file access, this option allows you to specify a directory on the server to be checked for HR Import files automatically. Each source file needs to be copied to a directory on the Totara server with the following file path and filename:

pathtottotara/csv/ready/comp.csv

This option is not available when Upload files is selected.
Empty string behaviour in CSV

When set to Empty strings are ignored any empty field in the import will be ignored and existing data will be unchanged.

When set to Empty strings erase existing data any empty field in the import will cause the existing data in that field to be erased.

This setting is only editable if CSV has been set as the Source.
Source contains all records

If the source contains all records i.e. a full file, Yes should be selected. If not i.e. the source only contains records that need to be created, updated or deleted (a partial file), No should be selected.

If set to No (only records to be updated/deleted), then the source must use the Delete field and flag.

Allowed HR Import actions


Choose the actions that are allowed for data being imported. There are three HR Import actions that can be enabled.

  • Create: If enabled (checked) new items will be created for the specific element

  • Update: If enabled (checked) existing items will be updated for the specific element

  • Delete: If enabled (checked) existing items will be deleted for the specific element

-

Notifications

Send notifications forChoose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the Competency import process.-
Email notifications toProvide a comma-separated list of email addresses to which notifications should be sent.

Schedule

Scheduled HR importingIf enabled the scheduled HR import cron task will import any competency CSV files that are available in the files directory (as specified in the Files directory field) when it's due to run.-
Schedule (server time) Here you can specify how often HR import should be checking the files directory and importing competency CSV files.-

Job assignment element settings

Note that managers need to have at least one existing job assignment.

SettingDescriptionNotes

Source settings

Source

Choose which source method HR Import will use for importing job assignment data.

There are two options:

  • CSV: Records supplied in a Comma Separated Variable format specified in the CSV source settings
  • External Database: Records provided by connecting to external database in the format specified in the External Database source settings
-
File access

The options are:

  • Directory: This option allows you to specify a directory on the server to be checked for HR Import files automatically
  • Upload: This option requires you to upload files via the Upload HR Import files page under sources in site administration
This setting is only editable if CSV has been set as the Source.
Files directory

When Directory is enabled as file access, this option allows you to specify a directory on the server to be checked for HR Import files automatically. Each source file needs to be copied to a directory on the Totara server with the following file path and filename: 

pathtottotara/csv/ready/jobassignment.csv

This option is not available when Upload files is selected.
Empty string behaviour in CSV

When set to Empty strings are ignored any empty field in the import will be ignored and existing data will be unchanged.

When set to Empty strings erase existing data any empty field in the import will cause the existing data in that field to be erased.

This setting is only editable if CSV has been set as the Source.
Source contains all records

If the source contains all records i.e. a full file, Yes should be selected. If not i.e. the source only contains records that need to be created, updated or deleted (a partial file), No should be selected.

If No (only records to be updated/deleted), then the source must use the Delete field and flag.
Update ID numbers

If set to Yes, only one job assignment record can be provided in the import for each user, and this will be applied to the user's first listed job assignment and the ID number updated.

If set to No, imported data will be applied to any existing job assignments with a matching id number.

If you choose the option, No then this will become the permanent options after your first import is performed. It will not be possible to change this and the option will be removed from the setting.

Allowed HR Import actions


Choose the actions that are allowed for data being imported. There are three HR Import actions that can be enabled.

  • Create: If enabled (checked) new items will be created for the specific element

  • Update: If enabled (checked) existing items will be updated for the specific element

  • Delete: If enabled (checked) existing items will be deleted for the specific element

-

Notifications

Send notifications forChoose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the Job Assignment import process.-
Email notifications toProvide a comma-separated list of email addresses to which notifications should be sent.-

Schedule

Scheduled HR importingIf enabled the scheduled HR import cron task will import any job assignment CSV files that are available in the files directory (as specified in the Files directory field) when it's due to run.-
Schedule (server time) Here you can specify how often HR import should be checking the files directory and importing job assignment CSV files.-

Organisation element settings

SettingDescriptionNotes

Source settings

Source

Choose which source method HR Import will use for importing organisation data.

There are two options:

  • CSV: Records supplied in a Comma Separated Variable format specified in the CSV source settings
  • External Database: Records provided by connecting to external database in the format specified in the External Database source settings
-
Files access

The options are:

  • Directory: This option allows you to specify a directory on the server to be checked for HR Import files automatically
  • Upload: This option requires you to upload files via the Upload HR Import files page under sources in site administration
This setting is only editable if CSV has been set as the Source.
Files directory

When Directory is enabled as file access, this option allows you to specify a directory on the server to be checked for HR Import files automatically. Each source file needs to be copied to a directory on the Totara server with the following file path and filename:

pathtototara/csv/ready/org.csv

This option is not available when Upload files is selected.
Empty string behaviour in CSV

When set to Empty strings are ignored any empty field in the import will be ignored and existing data will be unchanged.

When set to Empty strings erase existing data any empty field in the import will cause the existing data in that field to be erased.

-
Source contains all records

If the source contains all records i.e. a full file, Yes should be selected. If not i.e. the source only contains records that need to be created, updated or deleted (a partial file), No should be selected.

If No (only records to be updated/deleted), then the source must use the Delete field and flag.

Allowed HR Import actions


Choose the actions that are allowed for data being imported. There are three HR Import actions that can be enabled:

  • Create: If enabled (checked) new items will be created for the specific element

  • Update: If enabled (checked) existing items will be updated for the specific element

  • Delete: If enabled (checked) existing items will be deleted for the specific element

-

Notifications

Send notifications forChoose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the Organisation import process.-
Email notifications toProvide a comma-separated list of email addresses to which notifications should be sent.-

Schedule

Scheduled HR importingIf enabled the scheduled HR import cron task will import any organisation CSV files that are available in the files directory (as specified in the Files directory field) when it's due to run.-
Schedule (server time) Here you can specify how often HR import should be checking the files directory and importing organisation CSV files.-

Position element settings

SettingDescriptionNotes

Source settings

Source

Choose which source method HR Import will use for importing position data.

There are two options:

  • CSV: Records supplied in a Comma Separated Variable format specified in the CSV source settings
  • External Database: Records provided by connecting to external database in the format specified in the External Database source settings
-
File access

The options are:

  • Directory: This option allows you to specify a directory on the server to be checked for HR Import files automatically
  • Upload: This option requires you to upload files via the Upload HR Import files page under sources in site administration
This setting is only editable if CSV has been set as the Source.
Files directory

When Directory is enabled as file access, this option allows you to specify a directory on the server to be checked for HR Import files automatically. Each source file needs to be copied to a directory on the Totara server with the following file path and filename:

pathtototara/csv/ready/pos.csv

This option is not available when Upload files is selected.
Empty string behaviour in CSV

When set to Empty strings are ignored any empty field in the import will be ignored and existing data will be unchanged.

When set to Empty strings erase existing data any empty field in the import will cause the existing data in that field to be erased.

-
Source contains all records

If the source contains all records i.e. a full file, Yes should be selected. If not i.e. the source only contains records that need to be created, updated or deleted (a partial file), No should be selected.

If No (only records to be updated/deleted), then the source must use the Delete field and flag.

Allowed HR Import actions


Choose the actions that are allowed for data being imported. There are three HR Import actions that can be enabled.

  • Create: If enabled (checked) new items will be created for the specific element

  • Update: If enabled (checked) existing items will be updated for the specific element

  • Delete: If enabled (checked) existing items will be deleted for the specific element

-

Notifications

Send notifications forChoose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the Position import process.-
Email notifications toProvide a comma-separated list of email addresses to which notifications should be sent.-

Schedule

Scheduled HR importingIf enabled the scheduled HR import cron task will import any position CSV files that are available in the files directory (as specified in the Files directory field) when it's due to run.-
Schedule (server time) Here you can specify how often HR import should be checking the files directory and importing position CSV files.-

User element settings 

SettingDescriptionNotes

Source settings

Source

Choose which source method HR Import will use for importing user data.

There are two options:

  • CSV: Records supplied in a Comma Separated Variable format specified in the CSV source settings
  • External Database: Records provided by connecting to external database in the format specified in the External Database source settings
-
File access

The options are:

  • Directory: This option allows you to specify a directory on the server to be checked for HR Import files automatically
  • Upload: This option requires you to upload files via the Upload HR Import files page under sources in site administration
This setting is only editable if CSV has been set as the Source.
File directory

When Directory is enabled as file access, this option allows you to specify a directory on the server to be checked for HR Import files automatically. Each source file needs to be copied to a directory on the Totara server with the following file path and filename:

pathtottotara/csv/ready/user.csv

This option is not available when Upload files is selected.
Empty string behaviour in CSV

When set to Empty strings are ignored any empty field in the import will be ignored and existing data will be unchanged.

When set to Empty strings erase existing data any empty field in the import will cause the existing data in that field to be erased.

Please note that some fields are required, and some fields utilise a default value.

Fields that cannot be empty are:

  • idnumber
  • username
  • firstname
  • lastname
  • password
  • deleted (depending on the source contains all records setting)
  • auth
Source contains all records

If the source contains all records i.e. a full file, Yes should be selected. If not i.e. the source only contains records that need to be created, updated or deleted (a partial file), No should be selected.

If No (only records to be updated/deleted), then the source must use the Delete field and flag.
Allow duplicate emailsChoose whether duplicate email addresses from the user source are allowed.-
Default Email Address

If duplicate emails are allowed you can set a default email address that will be used when syncing users with a blank or invalid email. If duplicates are not allowed every user must have a unique email. If they do not, they will be skipped. 

-
Only import new users' password

If Yes is selected, passwords are only updated for new users. If No, all users' passwords are updated. 

-
Force password change for new usersIf Yes is selected, new users have their password set, but are forced to change it on first login. Users with generated passwords will be forced to change them on first login regardless of this configuration option.
Reset passwords for undeleted usersIf Yes is selected and a password is not specified in the source, then undeleted users will have their passwords reset, will receive an email with the new password and will be forced to reset their password when first logging in. -

Allowed HR Import actions


Choose the actions that are allowed for data being imported. There are three HR Import actions that can be enabled.

  • Create: If enabled (checked) new items will be created for the specific element

  • Update: If enabled (checked) existing items will be updated for the specific element

  • Delete: If enabled (checked) existing items will be deleted for the specific element

The deletion options are:  
  • Keep internal user: Do not delete users.
  • Suspend internal user: Suspend users. This will allow them to be reactivated and is recommended if you're not sure whether the user will be reactivated at any point.
  • Full delete internal user: Delete users.

Notifications

Send notifications forChoose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the user import process.-
Email notifications toProvide a comma-separated list of email addresses to which notifications should be sent.-
Schedule
Scheduled HR importingIf enabled the scheduled HR import cron task will import any user CSV files that are available in the files directory (as specified in the Files directory field) when it's due to run.-
Schedule (server time) Here you can specify how often HR import should be checking the files directory and importing user CSV files.-

When deleting a user, all associated data (including but not limited to the following) will be deleted and is not recoverable:

  • Appraisals where the user is in the learner role
  • Grades
  • Tags
  • Roles
  • Preferences
  • User custom fields
  • Private keys
  • Customised pages
  • Face-to-face signups
  • Feedback 360 assignments and responses
  • Position assignments
  • Programs and certifications
  • Goals
  • User will be unenrolled from courses
  • User will be unassigned from manager, appraiser and temporary manager positions
  • User will be removed from audiences
  • User will be removed from groups
  • Messages will be marked as read

If you wish to retain any data you may wish to consider suspending the user instead. 

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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