This article explains how to set up your user data in TRAK via CSV files, so users can access it.
For users to gain access to TRAK, their data must be registered within our records.
There are 5 CSV files that need to be completed in order to ingest the user data on the Kia Training Portal:
- Groups: this is the file where custom groups can be defined. Custom groups that can be used to restrict access to pages and learning resources.
- Job Positions : this file encompasses the job positions held by all staff members, including both those at the Head Office (HO) and those within the dealership network.
- Departments: The department file contains a comprehensive list of all the departments within the organisations.
- Organisations: this file contains the various organisations, such as dealerships, or subdivisions of a larger entity, such as regions.
- Users: this file consist of the list of all users, both HO and dealer staff. This file serves as the platform for defining user details, encompassing aspects such as job positions, organisations, departments, and permissions.
Groups file
This file is not mandatory. This is the file where custom groups can be defined to restrict access to Pages, Learning Plans and Learning Resources. If there are no custom groups defined within the platform, then this file does not need to be provided.
Please note: TRAK already has defined permissions groups that allow users access to different features within the platform. Those default groups MUST NOT be included in this file.
Details about the data specifications.
Example of a group.csv
Job Positions file
This file is mandatory. This file encompasses the job positions held by all staff members, including both those at the Head Office (HO) and those within the dealership network.
Job positions serve as a mechanism within the platform for allocating learning courses to users via Learning Plans.
More details about the data specifications.
Example of a JobPosition.csv
Departments file
This file is not mandatory. The department file contains a comprehensive list of all the departments within the organisations.
Departments are not being used within the platform, however, they provide a valuable method for classifying users to enhance reporting and communication functionalities.
More details about the data specifications.
Example of a Department.csv
Organisation file
This file is mandatory. This file contains the various organisations, such as dealerships, or subdivisions of a larger entity, such as regions.
Organisations are employed to group users and present their learning progress in a user-friendly format within gap reports.
More details about the data specifications.
Example of a Organisation.csv
Users file
This file is mandatory. This file consist of the list of all users, both HO and dealer staff. This file serves as the platform for defining user details, encompassing aspects such as job positions, organisations, departments, and permissions.
- When setting up the user data, department, job position, organisation and groups must exist in their corresponding files. If they don't, the ingestion will fail.
- Users can have more than one organisation, job position, department, group and
team leader assigned to their data. These should be separated by a pipe symbol "|"
Only users that exist within the platform can access it.
This file contains the subsequent columns (please note, the name of the columns is case sensitive and it must be used as displayed):