Exporting user data

You can export user data to a text file. The tab-delimited data can be edited for making mass changes to your user population.

The exported data is displayed in a browser window. To view and edit the data, save the browser page as a .xls file and open it in a spreadsheet application, like Excel or Google Sheets. When you are finished making changes, upload the changes using the Import instructions described below. For details about downloading user data to a text file, see Importing user data.

The tab-separated file conforms to the following specifications:

• Each row represents one user.

• Each row ends with a carriage return/line field.

• The first row contains field names used to locate the corresponding columns within the data..

• The following column names are included:

  Column name	Description
  StudentID	The user's user ID.
  OrgID	The user's organization.
  LastName	The user's last name.
  FirstName	The user's first name.
  MiddleInitial	The user's middle initial.
  EmailID	The user's email address.
  Password	On export, CourseMill will provide a field for the password but does not insert it in that field.The user's password.
  PasswordResetType	Specifies what type of password changing restrictions are allowed. Options are: N = Password never expires. X = User cannot change password . T = Password expires every xx days where xx is the number specified in the property DefaultPasswordExpiration. M = User must change password at next log in. Upon successfully logging in and changing the password, the user setting will be set to the value of the DefaultPasswordReset managed property. If the DefaultPasswordReset value is M (for must change), then the user setting will be set to either N or T depending on the value specified in DefaultPasswordExpiration. If DefaultPasswordExpiration is zero (0 days), it will be set to N; if the value is greater than 0, it will be set to T.
  Address	The user's address.
  City	The user's city.
  State	The user's state.
  Zip	The user's zip or postal code.
  Country	The user's country.
  Phone	The user's phone number.
  LangPref	The language preferred by the user. Options are: USA – English BRA - Brazilian Portuguese DEU – German ESP – Spanish FRA – French HUN – Hungarian POL – Polish ZHS - Simplified Chinese
  GuestFlag, InstructorFlag, ReporterFlag, and ActiveFlag	Values for True or False presenting the user's privileges. This field is optional but it is recommended that you specify these flags when appropriate.Use "y", "yes", or "1" for True. Use "n", "no", or "0" for False. There really is no need to ever import a guest as you will typically only have one, at most. Once a user is set to Guest, it can never be changed to anything else. If a user is already a reporter or instructor, it can’t be changed to a guest. GuestFlag is exported as GroupFlag. If the ReporterFlag is set to Yes, the check box for CC Student Emails will automatically be checked.
  ReportsTo	Reporters to be assigned to this student
  UserNotes	Notes to be associated with the user
  CurrPermissions	Values representing the user's curriculum permissions. Specify the values as follows. If allowing more than one value, separate each with commas. Cre Add curriculum Mod Modify curriculum Dup Duplicate curriculum Del Delete curriculum, Reg Register curriculum
  CoursePermissions	Values representing the user's course permissions. Specify the values as follows. If allowing more than one value, separate each with commas. Cre Add course Ses Add session Mod Modify course Dup Duplicate course Del Delete course Reg Register in course Imp Import course content Gbk Grade book
  UserPermissions	Values representing the user's permissions. This field is optional but it is recommended that you specify the user's permissions. Specify the values as follows. If allowing more than one value, separate each with commas. Cre Add user Mod Modify user Del Delete user Reg Register a student Imp Import user data Gbk Grade book Pwd Change password
  Hire Date	The user's date of hire.
  TermsOfUseAccept	The date when the user accepted the Terms of Use policy. Depending on the database you are using the time might also be exported.
  MobileUser or MobileUserFlag	Indicates that the student is authorized to use CourseMill Mobile features
  MobileUserActivation or MobileActivation	The user's mobile user activation code
  WCAGEnabled	Enables the WCAG/Section 508 features. Specify "Y" or "1" to enable the feature or "N" or "0" to disable the feature. For details about CourseMill's WCAG/Section 508 features, see Enabling WCAG/Section 508 Compliancy.
  SubOrg 0-15	Values for the custom fields that were defined when the organization was added. This field is optional but it is recommended that you specify sub-org data. For detailed information about defining Sub-Org fields, see Adding an organization. If the AddSubOrgValuesOnImport property is set to yes, then any value in this column will be added to the drop down list of values for that corresponding sub-org. If the organization is set up to use Sub-Orgs but they are not specified in the import file, the sub-orgs will be blank.
  Personal Info 0-15	Values for the custom personal information fields that were defined when the organization was added. For detailed information about defining personal information fields, see Adding an organization.
  CurrID	Curriculum ID of the curriculum into which the student should be enrolled
  CourseID	CourseID of the course into which the user should be enrolled. It is recommended that the course has at least one content item.
  SessionID	SessionID of the session into which the user should be enrolled
  EnrollDate	Enrollment date for the course or curriculum, The format must be specified as YYYY-MM-DD.
  PassDate	Date on which the CourseStatus change is applied. The format must be specified as YYYY-MM-DD.
  CourseStatus	The user's status of the course. This can be any valid SCORM course status (including blank), such as: Not Attempted Incomplete Completed Passed Exempted Failed Browsed
  Score	The user's score of the course or session.
  Comment	The comment you would like to make in the grade book as to why you changed the grade.
  MergeOldID	Old ID that should be merged into the student ID
  MergeEmailNotify	Email address of person to notify of success/failure of merge
  RecordDate	Date on which the CourseStatus change is applied. The format must be specified as YYYY-MM-DD.
  ScoreComment	A gradebook comment regarding the score or status for a session

To create the export file:

1. Open the Users side-tab and click Manage Users.

2. Use the fields in the search window above the results table to filter the list of users. Use the fields as follows:

   Search Field	Description
   Org ID	Org ID with which an organization was added.
   User ID	Enter any combination of letters and numbers to search for users that contain that combination in the user ID.
   First Name	Enter any combination of letters and numbers to search for users that contain that combination in the first name.
   Last Name	Enter any combination of letters and numbers to search for users that contain that combination in the last name.
   Include Inactive	Enable this check box to include inactive users in the results.
   Email	Enter any combination of letters and numbers to search for users that contain that combination in the last name.
   More Options	Click this to display more search criteria items if sub-org settings have been defined, such as Region, Department, Location, and Job Title.

3. Click Batch User Data.

4. On the Batch User Data window, specify the org ID, select Export User Data in the Batch Operation field, and click Process.

The file is displayed.

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