HR import element settings
- 04 Dec 2024
- 12 minutes to read
HR import element settings
- Updated on 04 Dec 2024
- 12 minutes to read
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For each element in HR import, you can either use the HR import default settings or configure the settings as required.
When the directory file is processed, the records are added to the /csv/store directory. These records are not cleaned up by a scheduled task, so you may need to manually delete the records if the directory is getting too large.
Competency element settings
| Setting | Description | Notes |
|---|---|---|
Source settings | ||
Source | Choose which source method HR import will use for importing competency data. There are two options:
| - |
File access | The options are:
| This setting is only editable if CSV has been set as the Source. |
Files directory | When Directory is selected for the File access setting, 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 file name: 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 | Determine what happens to records not included in the file:
| - |
Allowed HR import actions | ||
| 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 First, uncheck Use default settings. | ||
Send notifications for | Choose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the competency import process. | - |
Email notifications to | Provide a comma-separated list of email addresses to which notifications should be sent. | - |
Schedule First, uncheck Use default settings. | ||
Scheduled HR importing | If 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.
| Setting | Description | Notes |
|---|---|---|
Source settings | ||
Source | Choose which source method HR import will use for importing job assignment data. There are two options:
| - |
File access | The options are:
| This setting is only editable if CSV has been set as the Source. |
Files directory | When Directory is selected for the File access setting, 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 file name: 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 | Determine what happens to records not included in the file:
| - |
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 No then this will become the permanent option 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 | ||
| 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 First, uncheck Use default settings. | ||
Send notifications for | Choose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the job assignment import process. | - |
Email notifications to | Provide a comma-separated list of email addresses to which notifications should be sent. | - |
Schedule First, uncheck Use default settings. | ||
Scheduled HR importing | If 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
| Setting | Description | Notes |
|---|---|---|
Source settings | ||
Source | Choose which source method HR import will use for importing organisation data. There are two options:
| - |
File access | The options are:
| This setting is only editable if CSV has been set as the Source. |
Files directory | When Directory is selected for the File access setting, 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 file name: 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 | Determine what happens to records not included in the file:
| - |
Allowed HR import actions | ||
| 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 First, uncheck Use default settings. | ||
Send notifications for | Choose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the organisation import process. | - |
Email notifications to | Provide a comma-separated list of email addresses to which notifications should be sent. | - |
Schedule First, uncheck Use default settings. | ||
Scheduled HR importing | If 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
| Setting | Description | Notes |
|---|---|---|
Source settings | ||
Source | Choose which source method HR import will use for importing position data. There are two options:
| - |
File access | The options are:
| This setting is only editable if CSV has been set as the Source. |
Files directory | When Directory is enabled for the File access setting, 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 file name: 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 | Determine what happens to records not included in the file:
| - |
Allowed HR import actions | ||
| 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 First, uncheck Use default settings. | ||
Send notifications for | Choose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the position import process. | - |
Email notifications to | Provide a comma-separated list of email addresses to which notifications should be sent. | - |
Schedule First, uncheck Use default settings. | ||
Scheduled HR importing | If 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
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
- Seminar 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.
| Setting | Description | Notes |
|---|---|---|
Source settings | ||
Source | Choose which source method HR import will use for importing user data. There are two options:
| - |
File access | The options are:
| This setting is only editable if CSV has been set as the Source. |
File directory | When Directory is selected for the File access setting, 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 file name: 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:
|
Source contains all records | Determine what happens to records not included in the file:
| - |
Allow duplicate emails | Choose 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 users | If Yes is selected, new users have their password set, but are forced to change it on the first login. | Users with generated passwords will be forced to change them on the first login regardless of this configuration option. |
Reset passwords for undeleted users | If Yes is selected and a password is not specified in the source, then this setting will reset passwords for all users who have been undeleted. These users will receive an email with the new password and will be forced to reset their password when first logging in. | - |
Allowed HR import actions | ||
| 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:
| - |
Notifications First, uncheck Use default settings. | ||
Send notifications for | Choose whether to send notifications to nominated email addresses for Errors and/or Warnings generated during the user import process. | - |
Email notifications to | Provide a comma-separated list of email addresses to which notifications should be sent. | - |
Schedule First, uncheck Use default settings. | ||
Scheduled HR importing | If 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. | - |
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