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CSV source file format

Column headings on the first line, data on subsequent lines with unix line endings.

Fields are surrounded by double quotes inside which commas have no special meaning. Double quote characters inside a field must be escaped using an additional double quote.

If you are updating existing information and leaving any fields blank then you may want to check that Empty string behaviour in CSV is not set to Empty strings erase existing data.

Organisations and 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

0-100 characters

This field can be empty.

fullname

1-1000 characters


parentidnumber

0-100 characters

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

description

Up to 1000 characters describing the org

This field can be empty.

typeidnumber

0-100 characters

Matches the identifier of an existing item type. Multi-select fields are not permissible.

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.

Multi-select fields are not permissible.

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.

Users

See HR Import use with Job Assignments 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:


username,idnumber,phone,jobassignmentnumber,positionidnumber,manageridnumber
nathan,n123,021234567,jobid1,pos1,manager1
nathan,n123,021234567,jobid2,,manager2

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.

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.

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.

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


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
password
(optional)
0-32 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.

orgidnumber
(optional)

1-100 characters

Matches valid organisation idnumber. Null assumed if not provided.

jobassignmentfullname
(optional)

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

Job assignment title.

posidnumber1-100 charactersMatches valid position idnumber. Null assumed if not provided.

jobassignmentnumber
(optional)

1-100 characters

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

jobasignmentstartdate
(optional)

CSV import date format

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

jobassignmentenddate

(optional)

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

appraiseridnumber

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.

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.

Multi-select fields are not permissible.

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.

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