How to set up the user data (CSV)

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:

Users: (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.
Groups: (optional) 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: (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.
Departments: (mandatory) The department file contains a comprehensive list of all the departments within the organisations.
Organisations: (mandatory) this file contains the various organisations, such as dealerships, or subdivisions of a larger entity, such as regions.

Note: CSV files cannot have commas "," in the file as this will break the ingestion.

Users file

This file is mandatory. This file consist of the list of all users, both Head Office and dealer staff. This file serves as the platform for defining user details, matching with the ingestion IDs from the other files (job positions, organisations, departments, and group permissions).

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 "|".

Please note: When setting up the user data, the ingestion IDs of department, job position, organisation and groups must exist in their corresponding files. If they don't, the ingestion will fail.

This file contains the subsequent columns (please note, the name of the columns is case sensitive and it must be used as displayed):

Column name	*type ( denotes required)**
ingestionId	string* (unique)
givenName	string*
familyName	string*
active	string* (value must be "TRUE")
gender	string
email	string* (email address)
mobile	string
phone	string
fax	string
address.street	string
address.suburb	string
address.state	string
address.country	string
address.postcode	string
address.region	string
organisations.ingestionId	string* (refers to an organisationId in the organisation file). Can have multiple references separated by a pipe "\|"
jobPositions.ingestionId	string* (refers to a jobpositionId in the job position file). Can have multiple references separated by a pipe "\|"
departments.ingestionId	string* (refers to a departmentId in the departments file). Can have multiple references separated by a pipe "\|"
userGroups.ingestionId	string* (refers to a groupId in the groups file). Can have multiple references separated by a pipe "\|"
teamLeaders.ingestionId	string* (The ID should be the exact ingestionId of the team leader. ). Can have multiple references separated by a pipe "\|"

Example of a User.csv

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.

field	*type ( denotes required)**	description
IngestionId	string* (unique)	A unique identifier for each group. If the ingestion id is not part of the file, the group will be made inactive.
name	string*	This is a user-friendly name for the group, visible and understandable within the platform's interface
description	string	Used to contain a short description of the group and what is going to be used for.

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 in the "Audience" field.

field	*type ( denotes required)**	description
IngestionId	string* (unique)	A unique identifier for each job position. If the ingestion id is not part of the file, the job position will be made inactive. This can be a number or a string of text.
name	string*	This is a user-friendly name for the job position, visible and understandable within the platform's interface and will appear on the Learner's Profile Page.
description	string	Used to contain a short description of the job position.

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.

field	*type ( denotes required)**	description
IngestionId	string* (unique)	A unique identifier for each department. If the ingestion id is not part of the file, the department will be made inactive.
name	string*	This is a user-friendly name for the department, visible and understandable within the platform's interface and will appear on the Learner's Profile Page.
description	string	Used to contain a short description of the department.

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.

field	*type ( denotes required)**	description
ingestionId	string* (unique)	A unique identifier for each organisation. If the ingestion id is not part of the file, the organisation will be made inactive.
name	string*	This is a user-friendly name for the organisation, visible and understandable within the platform's interface and will appear on the Learner's Profile Page.
address.street	string
address.suburb	string
address.state	string
address.country	string
address.postcode	string
address.region	string
fax	string
email	string
phone	string
website	string
franchise	string

Example of a Organisation.csv