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Comment: Published by Scroll Versions from space THM and version 13

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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 It's 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.

Tip

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.

Competencies

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Heading

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Format

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Notes

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idnumber

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1-100 characters

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Unique for each hierarchy item.

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timemodified

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Unix timestamp

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Last time item detail changed.

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frameworkidnumber

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1-100 characters

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idnumber matching an existing hierarchy framework.


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shortname

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Note

The aggregationmethod field can only be used in Totara Learn-only sites. The assignavailability field can only be used in sites that use both Totara Learn and Perform. In Totara Perform achievement is determined either using migrated achievement from existing Totara Learn competencies that have been migrated or by the achievement paths set up in Totara Perform competencies. For Totara Perform there is a new setting in the competency admin screen called Non-admin assignment availability, which makes the competency available for direct assignment to a user via their competency profile (by either a user with permission to assign to themselves or another user who has permission to assign to them).

Heading

Format

Notes

idnumber

1-100 characters

Unique for each hierarchy item. This item ID must not match the ID of any competency items in other competency frameworks. If an item ID is shared between two items in different frameworks, the item may not be added, or the original idnumber may be moved to the framework used in the CSV file.

timemodified

Unix timestamp

Last time item detail changed. If left empty or set to 0, the record will be updated.

frameworkidnumber

1-100 characters

ID number matching an existing hierarchy framework.

shortname

0-100 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 the top level.

description

Up to 1000 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.

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 is assumed if empty.

customfield_[shortname]
(optional)

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.

Custom field data. Multiple columns are 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.

aggregationmethod1, 2 or 3For Learn-only sites
For competencies in a Learn-only site, the aggregation method sets how the system will calculate the competency achievement.
  • 1 is the All aggregation method.
    • If the aggregation method is set to All then every child competency will have to be achieved for the parent competency to be declared achieved.
  • 2 is the Any aggregation method.
    • If the aggregation method is set to Any then only one of the child competencies needs to be met to successfully achieve the parent competency.
  • 3 is the Off aggregation method.
    • If the aggregation method is set to Off then automatic achievement will be deactivated for this competency (it may still be marked achieved manually).
assignavailability0, 1, 2 or 3
none, self, other, any

Select from the following:

none or , self, other, any

For Learn + Perform sites 
Competency assignment is a new feature added for competencies in Totara Perform. Rather than using learning plans to assign competencies in Perform, administrators can assign using organisations, positions, and audiences. 

  • 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
    • , only administrators can assign this imported competency via Quick-access menu > Competencies > Create assignments
    • self or 1: Users can self-assign competency from their competency profile
    • other or 2: Users can assign competency to others e.g. a manager may assign to their team members

    Please note that to assign competencies to another user the assigning user will require the Manage competency assignments permission.

    Job assignment

    Note

    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 changedtime item detail changed. If left empty or set to 0, the record will be updated.

    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

    Unique for each hierarchy item

    Heading

    Format

    Notes

    idnumber

    1-100 characters

    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. This item ID must not match the ID of any organisation items in other organisation frameworks. If an item ID is shared between two items in different frameworks, the item may not be added, or the original idnumber may be moved to the framework used in the CSV file.

    timemodified

    Unix timestamp

    Last time item detail changedchanged. If left empty or set to 0, the record will be updated.

    frameworkidnumber

    1-100 characters

    idnumber matching an existing hierarchy framework.

    shortname

    0-100 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.

    aggregrationmethodaggregationmethod1, 2 or 3Note: Competency source only
    • 1 is the All aggregation method.
    • 2 is the Any aggregation method.
    • 3 is the Off aggregation method.

    ...

    Heading

    Format

    Notes

    idnumber

    1-100 charactersUnique for each hierarchy item100 characters

    Unique for each hierarchy item. This item ID must not match the ID of any position items in other position frameworks. If an item ID is shared between two items in different frameworks, the item may not be added, or the original idnumber may be moved to the framework used in the CSV file.

    timemodified

    Unix timestamp

    Last time item detail changed. If left empty or set to 0, the record will be updated.

    frameworkidnumber

    1-100 characters

    idnumber matching an existing hierarchy framework.

    shortname

    0-100 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.

    aggregrationmethodaggregationmethod1, 2 or 3Note: Competency source only
    • 1 is the All aggregation method.
    • 2 is the Any aggregation method.
    • 3 is the Off aggregation method.

    ...

    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. If left empty or set to 0, the record will be updated. 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)
    0-32 characters

    If the password column is included and the CSV file has an empty password field (or if the password column is not included) then a welcome email is sent allowing the user to create their own password.   Note that this only works when adding new users.

    Warning

    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.

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