Explained: Automated User Status Exports

Introduction

Civica Learning enables you to automatically export learner status information on a scheduled basis, so that it can be imported into a third-party system, such as a HR database. The status information is in the form of a CSV file, which contains all learner activity since the previous status export. The status file is exported to a secure FTP server. 

Export file

The export file contains status information for all users that have interacted with the lms since the last export. The file format used for exporting user status information is versioned, as the format may change from time-to-time, as new functionality is added.

Version 1 - File Format

The file format and columns used in the Version 1 format are as follows:

• Username
  The learner's username.
• First name
  The learner's first name.
• Surname
  The learner's surname.
• Activity external reference
  The external reference defined for the item. Where the item relates to an Event, the Activity external reference uses the External Reference defined for the Event, rather than the value defined on a session. If the associated session External Reference is defined, this will be in the Session external reference column.
• Activity name
  The title of the item. Where the item is an Independent Learning Activity (ILA), the ILA type is appended to the title, separated by a hyphen, e.g. First Aid - Instructor led course.
• Activity status
  The Completion and approval status of the item.
• Activity score
  The score achieved by the learner.
• Activity CPD points
  The CPD points defined for the item.
• Activity learning hours
  The learning hours defined for the item.
• Activity timestamp
  The time at which the specified status was logged.
• Session location
  The location specified for a session.
• Session external reference
  The External Reference of the associated Session, if defined.

Note that the labels for each of the standard fields may change for your implementation of the lms, for example, First name may be labelled Known as, based on your configuration.

Important: The Version 1 format has been deprecated. All lms instances using this format will automatically swap to using the Version 2 format on 31st October 2018. All interfaces using this format must have been updated to use the Version 2 format by this date. If you are currently using the Version 1 format, but are ready to swap to using the Version 2 format, you can update your export format on the Settings | Advanced page.

Version 2 - File Format

The file format and columns used in the Version 2 format are as follows:

• Username
  The learner's username.
• First name
  The learner's first name.
• Surname
  The learner's surname.
• Activity external reference
  The external reference defined for the item. Where the item relates to an Event, the Activity external reference uses the External Reference defined for the Event, rather than the value defined on a session. If the associated session External Reference is defined, this will be in the Session external reference column.
• Activity name
  The title of the item.
• Activity type
  The type of the item. Depending on the items defined on your lms, possible values may include: Course, Web link, Video, Audio, Task, Session, ILA, PDF, CSV, Word, Xls, Xlsx, etc.
• Activity status
  The Completion and approval status of the item.
• Activity score
  The score achieved by the learner.
• Activity CPD points
  The CPD points defined for the item.
• Activity learning hours
  The learning hours defined for the item.
• Activity timestamp
  The time at which the specified status was logged.
• Session location
  The location specified for a session.
• Session external reference
  The External Reference of the associated Session, if defined.
• Session start
  The start date and time of the session.
• Session end
  The end date and time of the session
• ILA type
  The type of ILA logged by the user (where the item is an ILA)

Configuring the export

Format

The file format version used in the CSV export file, is defined on the Settings | Advanced page, in the Status export version field. For new implementations, this is automatically set to 'latest' (Version 2).

Profile properties

You can modify the default set of profile data defined above, and included in the status export file, to include any other profile data defined on your lms can be also included. To choose which profile fields to include in your export, navigate to the Settings | Advanced page, then click the ellipsis in STATUS EXPORT PROFILE FIELDS and select the required profile items. The selected profile items will be included in the next export file that is generated.

Schedule

The status export file is generated on a scheduled basis, e.g. nightly or weekly. Please contact Civica Learning Support to configure the timing of your export.

FTP

Civica Learning provides an FTP server, secured using either SFTP or FTPS, which you can use to export your status file:

ftp-<region>.portal-agylia.com

Region can be either eu or us, for example, ftp-eu.portal-agylia.com.

Note: Only the EU site is available at this time.

You must contact Civica Learning support and request an FTP server and user account to be configured for your lms. The user name for your FTP account will normally be the first part of your Civica Learning Administration Portal address, for example, if your address is example.portal-agylia.com your user name will be example. This will be confirmed by support when your system is configured for exports. .  The password for your FTP account is your API Key. You can find your API Key from your Admin portal (Settings | Advanced | API Key).

Exported files are placed on the FTP server in a folder called Reports. It is the responsibility of the consumer to remove exported files, once they have been successfully imported into the relevant third-party system.