Note: Content in this article has been taken and/or modified from TotaraLMS Help Centre.
This article will act as a tutorial for creating and editing users in TotaraLMS. It is explained how you add a user manually, how to add multiple users, CSV fields explained in more detail and how to edit user profile.
By the end of this article the user should know how to add a user, multiple users, edit and/or create CSV files and edit user profiles.
Sections/Summary of the Steps
Before getting into the details of creating and editing users, please note the following sections/steps.
This article will also expand upon the following.
Section 1: Adding a user manually
Setting the feature will provide the functionality of adding a user manually.
Navigate to Add a new user from the Administration block > Site administration > Users > Accounts
Click Add new user from the Site Administration menu or the Browse list of users page to manually set up a new user.
When you click on Add new user a web page will open, with multiple fields that have to be filled in with information. All the compulsory fields are indicated by a red asterisk *.
Click on Create user in order to create the user.
Section 2: Adding multiple users
Navigate to Upload users in Site Administration > Users > Accounts.
If you want to upload multiple users to the system, you can to do this using a CSV (comma delimited) file, also known as a flat file.
When uploading a CSV file there are some rules some rules you need to follow to ensure Totara can read your user data.
Your .csv could look like this:
- The first line must contain the field names. This defines the format of the rest of the file
- Each line of the file contains one record
- Each record is a series of data separated by commas (or other delimiters)
- Commas within the data should be encoded as , - the script will automatically decode these back to commas
- For Boolean fields, use 0 for false and 1 for true
Required field names
Each record must have a firstname and lastname defined.
If a value is present for the field in the file, then that value is used; institution, department, city, country, lang, auth, ajax, timezone, id number, icq, phone1, phone2, address, url, description, mailformat, maildisplay, htmleditor, autosubscribe, emailstop.
Custom profile field names (Optional)
(Optional). xxxxx is the real custom user profile field name (i.e. the unique shortname).
Create the custom fields BEFORE importing. Use the standard header. The "shortname" for your custom field is xxxxx. The first record must include "profile_field_xxxxx".
Example: To create a custom field "genre", you must write a shortname "genre" in the new field, and write "profile_field_genre" in the header of the .csv file.
Enrolment field names (optional)
The course names are the "shortnames" of the courses, if present then the user is enrolled in the specified courses.
"Type" means type of role to be used for associated course enrolment.
- Value 1 is default course role
- Value 2 is Trainer role
- Value 3 is Non-editing teacher role
You can use role field instead to specify roles directly - use either role short name or id (numeric names of roles are not supported). Users may be also assigned to groups in the course (group1 in course1, group2 in course2, etc.). Groups are again identified by their names or ids (numeric names of groups are not supported) e.g. course1, type1, role1, group1, course2, type2, role2, group2, etc.
Here is an example of a valid import file:
username, password, firstname, lastname, email, lang, idnumber, maildisplay, course1, group1, type1 jonest, verysecret, Tom, Jones, firstname.lastname@example.org, en, 3663737,1, Intro101, Section 1, 1 reznort, somesecret, Trent, Reznor, email@example.com,en_us, 6736733, 0, Advanced202, Section 3, 3.
Section 3: Editing User profiles
Navigate to Browse lists of users in Site Administration > Users > Accounts
A site administrator can edit a user's profile.
To edit a user's profile:
- Click Browse list of users from the site administration menu.
- Find the user's name and click the user name to open their profile or click the pencil icon at the right end of the table
- Click Edit Profile to update the user's details.
- Edit the fields.
- Click Update profile to save changes.
Best Practices and Common Mistakes
Most common mistake when working with creating and editing users is the CSV file upload.
Be careful with the contents of the CSV in order to successfully add multiple users to the system.
When manipulating the CSV files please check your existent CSV structure of the system, and then reorganize the CSV file you want to upload.