Updating users from a spreadsheet

Update users changes people who are already in Learnient. It never creates anybody, so a row for somebody who does not exist yet does nothing. To add people, see Importing users.

Updating people you already have

1. Choose Import or update users at the top of the list, then Update users.
2. Choose what to Match users by: email address, work ID or full name, and say which column holds it.
3. Upload the file and check the mapping as before.

An empty cell leaves that value as it is. It does not clear the field, so a sparse spreadsheet only changes what it fills in.

A row that matches nobody, or matches more than one person, is reported and changes nothing.

Changing jobs when your account uses positions

If your account uses positions, the job title, department, location and company in a row describe the person’s job together with the ones they already have. A row that changes only the job title keeps their location, for example. The person moves to the position with that combination and gives up the one they were in. If none of your positions has it, Learnient creates one and marks it for review, as an import does.

A row with a position column changes the person’s positions directly instead, and its job title, department, location and company are not used. Either way, the person’s courses are checked again for their new job.

The position columns in the update sheet

The update sheet has four columns for positions. Each one does one thing, so which you fill in decides what happens:

Column	What it does
position	Adds the position. On its own it is an extra position, and the person’s primary stays as it was
replaces position	Moves the person: they take the position in position and leave this one. Write primary to replace whichever position is their primary
position is primary	yes makes the position in position their primary, no keeps it as an extra
remove position	Takes a position away. Separate several with a semicolon

To move someone to a new job, fill in position and replaces position together. Filling in position alone gives them a second job rather than moving them.

The manager column does not change anybody’s manager, because managers come from who holds the position above. When the update finishes, it tells you in how many rows the manager was not used.

Who can do this

Updating from a spreadsheet needs the permission to update users, which is separate from the permission to import them. An administrator who holds one and not the other sees only the menu item they can use.

What happens after you start it

The file is queued rather than processed while you wait, and the wizard shows its progress as it goes. Every row is written into one report with a Remark column saying what happened to it, and that link is only good for an hour, so download it before you close the window. This works the same way for both wizards, and is described under Importing users.