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Preparing Your Files

This section looks at how to prepare your files for Totara. The preparation of files is important to ensure quality data in your Totara system.

Recommendation is you use one master user file, with new users being added to the master file and users no longer with the organisation being removed from the master file. A master file present less risk than working with partial files.

User file format

The following table contains the standard Totara fields included as part of a HR import. It is possible to set up site specific user fields and include these in the HR Import, this is discussed in the Custom user profile section.

Mandatory Fields

Heading

Format

Notes

idnumber

1-100 characters

Unique reference for each user. This reference must not change, or be reused by a different user.

username

1-100 characters

Unique name for each user. This is used by users when they login.

timemodified

Unix tmestamps

This column must appear in the CSV, but can be left blank.

deleted

0=Do not delete

1=Delete

This field does not need to be included if your file always contains all records.

suspended

0=

This field does not need to be included if your file always contains all records.

firstname

1-100 characters

 

lastname

1-100 characters

 

email

Valid email address (Maximum 100 characters)

 

emailstop

0=Disable

1=Enable

Disables non-essential system generated email notifications. Note this does not affect the "Welcome" new user/Revived user email.

country

 

 

city

120 charcters

 

Optional fields

Heading

Format

Notes

timezone

1-100 characters

A location-based timezone identifier e.g. America/New_York, Europe/London, Asia/Singapore etc.

 

See PHP timezones for more information

lang

1-30 characters

2 char ISO 639-1 code

 

See ISO language codes for more information

description

1-1000 characters

 

url

1-200 characters

 

institution

1-40 characters

 

department

1-30 characters

 

phone1

1-20 characters

 

phone2

1-20 characters

 

address

1-70 characters

 

password

1-32 characters

 

orgidnumber

 

1-100 characters

Matches a valid organisation idnumber in the organisation hierarchy.

postitle

Up to 100 characters, including space, ampersand, parentheses, forward slash

Primary position title

posidnumber

1-100 characters

Matches valid position idnumber in the position hierarchy.

manageridnumber

1-100 characters

Matches valid user idnumber in user file

customfield_[shortname]

1-1000 characters

Custom field data.

Multiple columns allowed, where the column heading matches an existing user custom field shortname.

Tips for preparing your files

  • Colum headers must all be lowercase
  • Colum headers must have no spaces
    • Underscore is used for customfield_[shortname]
  • Leave fields blank if there is not information, rather than using N/A or NULL
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