Degreed + LearnUpon: User Sync
You can automate learner (also referred to as a "user" in this article) creation and updates with Degreed + LearnUpon User Sync feature.
FTP Setup and File Upload Automation
Degreed + LearnUpon User Sync automation works using a .csv file upload for your user's details: For example, from your HR system to your Degreed + LearnUpon ecosystem.
You upload files via FTP and your Degreed Technical Implementation Consultant will set up an FTP location for this purpose early in the onboarding process. You can automate the creation and upload of this file from your HR system using either your HR system's scheduled reporting capabilities or via an API integration.
After the file is uploaded to the FTP server, it is processed by Degreed and LearnUpon. New learners are created and existing learners are updated if their information has changed.
File Options and Configuration
The User Sync file upload contains the information needed to create and update your learners in both Degreed and LearnUpon.
All LearnUpon columns in your .csv file need to have the correct LearnUpon column header. Three columns are shared for both vendors: FirstName,LastName, and Email. All other columns specific to LearnUpon need to have the prefix LU_ (For example, LU_Username) for the automated process to be able to differentiate between the Degreed and LearnUpon information in your file.
When you load your file into the Degreed FTP, ensure that your file name matches this naming convention: User_File_yyyy/mm/dd.csv/xlsx
Required and Recommended LearnUpon Columns
Unique Identifier:
Learners in your LearnUpon portal have a “unique identifier”. This identifier can be their email address or a username (a username in LearnUpon can be a numerical ID). This is a portal level setting that needs to be decided before your user population is added to the system. The default identifier is email, and if you wish to change this, contact your LearnUpon Onboarding Specialist who can change the backend settings for your portal to make usernames your unique identifier.
In your User Sync file, the unique identifier is required to create new learners or to find and update existing learners. If your unique identifier is an email, the column header will be Email and if it is a username it will be LU_Username. If your unique identifier is a username, you can still have an Email column in your file and record email addresses for your users. This is no longer a requirement. This is useful if not all of your users have an email address, or if email addresses are subject to change.
Password:
When creating new learners in LearnUpon, it is possible to either “create” or “invite” the learners in your portal. If you “create” the learners, you will need to set a password so that the learner setup can be completed in the portal.
For a seamless experience, the learner should be "silently" created in the portal. Therefore, the password column is a requirement. The column header will be LU_Password. The learner will never actually see or use these passwords since they use SSO to log into your portal via Degreed.
First Name and Last Name: These columns are required. The column headers for these are FirstName and LastName.
Optional LearnUpon Columns
Custom User Data:
You can create custom user data fields for your learners in the LearnUpon portal settings under Settings > Users > Custom User Data. A guide to custom user data set-up is in the LearnUpon Knowledge Base. To access it, log in to your LearnUpon portal and click on the "?" icon in the header bar before clicking the link here.
We recommend using custom fields for your learners to add depth and segmentation capabilities for your reporting so you can, for example, report by region, department, or job role, for instance. It is also possible to automate group membership and course enrollments using custom user data. Contact your LearnUpon Onboarding Specialist for advice on the best workflow for your organization.
Any custom user data field you create will become a column in your User Sync file. The column header will be the custom user data field title. For example, if your field is called Department, then the column header will be LU_department, if this is job role, it will be LU_job role.
Expires:
You can set an expiration date for learner access with this column. There are generally two scenarios when this is useful: or seasonal or temporary workers and second, for learners leaving the organization. For workers on fixed-term contracts, setting an expiration date for their access can be done when the learner is created so that no further administration is required when the employee leaves. For leavers, the expiration date can be used to disable access, for example, based on their last day at the company. The column header for this would be LU_expires.
Enabled:
The enabled column offers another way to automate disabling or enabling access for learners. If the column is set to "no" for a learner, their access will be disabled. If it is set to "yes," access is re-enabled. If this column is not included, all learners in your file are automatically enabled. The column header is LU_enabled.
Group Assignment: If you want to assign learners directly to groups you have created in LearnUpon with the user sync, you can do this by adding a group assignment column to your file. The column header for this is LU_assign_groups. The value of the assign_groups can be the title of a single group in your portal, for example, Sales, or for multiple groups it can be a comma-separated list of existing group titles: groupname1, groupname2, groupname3 The group names used in your group assignment column must exactly match the group name in LearnUpon.
Group Sync: While the group assignment option only puts your learners in new groups, the group sync option also allows you to move learners between groups. For example, to add learners to groups and remove learners from groups. The column header for group sync is LU_group_sync. The values in group sync can be a single group in your portal, or multiple groups, according to the group assignment format above. However, only the groups listed for your user will be synced for that learner. For example, if the learner is currently a member of a group not listed in the group sync column, they will be removed from that group as part of the sync. There is a 1:1 relationship between the groups listed and the groups your users will be a member of after the automated group sync is complete.
When you remove a learner from a group using the Group Sync option, they will automatically be unenrolled from all courses they were enrolled in as members of that group. Contact your LearnUpon Onboarding Specialist about group assignment and group sync options to decide which is right for your workflow.
Sample File
User Sync automates the batch upload process within LearnUpon and you can generate a sample template file (minus the LU_ prefixes) from the batch upload screen. To do this, go to Users > Options > Batch Upload and choose the option to download a sample file.