Learn Advanced Batch User

Integration
Integration Guide v2

Audience
This guide is for Oracle Cloud Learn customers who have purchased the B72844 Learn Advanced Batch
User Integration Consulting/Professional Services fee.

Purpose
Use this document as a reference for how your Learn Advanced Batch User Integration will work as well
as guide for the requirements Oracle will need before development will be able to begin.

Copyright
Copyright © 2013-2014, Oracle and/or its affiliates. All rights reserved. This document is provided for
information purposes only, and the contents hereof are subject to change without notice. This
document is not warranted to be error-free, nor subject to any other warranties or conditions, whether
expressed orally or implied in law, including implied warranties and conditions of merchantability or
fitness for a particular purpose. We specifically disclaim any liability with respect to this document, and
no contractual obligations are formed either directly or indirectly by this document. This document may
not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without our prior written permission. Oracle and Java are registered trademarks of Oracle
and/or its affiliates. Other names may be trademarks of their respective owners.

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Contents
OVERVIEW ............................................................................................................................................................. 3

PROCESS.......................................................................................................................................................................3
IMPLEMENTATION STEPS .................................................................................................................................................5

FILE SPECIFICATIONS .............................................................................................................................................. 6

SFTP DIRECTORIES .........................................................................................................................................................6

DATA FILE REQUIREMENTS ...............................................................................................................................................7
INCLUDED DATA FIELDS ...................................................................................................................................................8
MULTIPLE LEARNCENTERS ...............................................................................................................................................8
RESULTS FILES ...............................................................................................................................................................8
LEARN SETTINGS ............................................................................................................................................................9
REQUIRED CUSTOM USER FIELDS ......................................................................................................................................9
MAPPING TO ADVANCED LEARNING...................................................................................................................................9
MAPPING TO USER ROLES................................................................................................................................................9
MANAGING SUPERVISORS .................................................................................................. ERROR! BOOKMARK NOT DEFINED.
PASSWORD OPTIONS ....................................................................................................................................................10
MAPPING TO USER GROUPS...........................................................................................................................................11

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Overview
The Learn Advanced Batch User Integration automates the management of user data in your Oracle
Cloud Learn site, which may include multiple sub-Learn sites, by retrieving and processing one delimited
text file from your Oracle-provided SFTP site on a regular, scheduled basis. This guide details how the
application works as well as the activities that are required to set it up.

Note: This guide describes the integration’s general functionalities. Refer to the Integration Design
Document (IDD) spreadsheet, which your Oracle Technical Consultant (TC) will complete, for details
about how your integration will work.

Process
Once the integration is automated in your Learn site, it will follow these stages each time it runs:

1. It retrieves the user file from the SFTP site, most commonly this is the Oracle Taleo SFTP site.

2. It performs the following, based on the Unique Identifier (ID):

If the user record is… Then the integration…

In the data file but is a. Adds the account, assigning it the Approved membership in the
not in Learn or has proper Learncenter.
been previously
b. Maps the account to the matching Advanced Learning, based on the
managed manually requirements of your integration. (see page 9)

c. Maps the account to the appropriate User Role. (see page 9)

d. Maps the user account to its Supervisor Account. (see page 10).

Not in the file but is a. Sets the expiration date for the account
in Learn after being
b. Assigns the Removed status to the account
in the previous file
c. Clears the Supervisor ID field

d. Removes the user from the Supervisor, any associated Supervisor

Account, User Roles, and associated Job Profile.

If the data file differs Updates the account to match the data in the file. This includes
from the previous updating the integration-managed Supervisor and Advanced Learning
file mappings as well as creating a Supervisor Account when one is needed.

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If the user record is… Then the integration…

If the data file Makes no changes to the account.

matches the
previous data file Note: If the data in the current file matches the data in the previous file,
no change is made, regardless of whether the data in Learn is different.

Associated with a a. Removes the user from the Supervisor, any associated Supervisor
site that differs from Account, User Roles, and integration managed Advanced Learning
the one that was in the current site.
included in the
previous file b. Assigns the Approved membership status to the user in the site
that’s listed in the file

c. Maps the account to the matching Advanced Learning, based on the

requirements of your integration. (see page 9)

d. Maps the user to its Supervisor in the new site (see page 10).

Refer to the IDD for more information.

3. It posts the results files to the SFTP site (see page 8).

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Implementation Steps
This project should take six to seven weeks to complete after your properly formatted data file is
received. Your project’s Oracle Functional Consultant (FC) will work with you to baseline the schedule.
These are the general activities that will be completed:

Order Responsible Party Activity

1 The customer Uploads the file to the SFTP site.

2 The Oracle FC Has the Oracle TC, who will develop the integration, assigned and
scheduled.

3 Oracle FC and the Schedules the requirements scoping call.

customer

4 Oracle TC Documents the requirements in the IDD.

5 The customer  Establishes the required Learn settings

o Creates the necessary sub-Learn sites

o Adds the custom fields

o Sets up the Supervisor Template in the root

o Adds the User Roles (if the integration is to assign them)

o Sets up the associated Advanced Learning (such as Job Profiles).

6 Oracle TC (For TBE customers) Submits the Service Request (SR) to have the staging
site created by making a one-time copy of the production Learn site.

7 The customer Formally approves the IDD and project schedule.

8 Oracle TC Develops the integration in the temporary staging environment, manually

running the first test file.

9 Customer Provides the final two data files and validate the integration results.

10 Customer Formally approves to apply the integration to the production Learn site.

11 Oracle TC Applies the integration to the production Learn site.

12 Oracle FC Closes the project.

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File Specifications
Your user data file and the integration created files will follow these specifications.

SFTP Directories
This table describes the purpose of each folder that is nested under the upload/userIntegration
directory of your Oracle-provided SFTP site:

Folder Description

archive After the integration runs, it posts the results files into this folder (see page 8).

config If your integration includes a mapping file, upload it into this folder.

Preprocess Do not upload files into this folder.

source Upload each user data file into this folder.

Note: The integration supports the processing of just one user data file. Because of this,
only one file can be in this folder at a time. If multiple files are in this folder, the
integration will terminate without processing your user data.

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Data File Requirements

The user data file you upload to your Oracle-provided SFTP site must follow these requirements:

Requirement Description

File format Text with delimiter, UTF-8

Best practice: Tab-delimited text, UTF-8

File Name companyname.txt (lower case)

Header row Required

Number of Columns All of the columns that are defined in the IDD must be in your file, even if you
do not plan on providing data in each column.

Column order The columns in your file must be in the order in which they are listed in the Field
Index column of the IDD.

SFTP directory upload/userIntegration/source

Time Zone To set each user’s Time Zone, you must include that user’s UTC code in your file.
If it’s not included, then your Learn site’s default Time Zone will be assumed:
Options > Configuration > General tab > Time Zone

The Oracle TC will document in the IDD how you must format your data, if the
integration is required to manage each user’s Time Zone.

Culture Codes To set each user’s Language, you must include his or her Culture Code. If it’s not
(Language) included, then the default language for the Learn site will be assumed:
Options > Configuration > General tab > Language

The Oracle TC will document in the IDD how your data must be formatted, if the
integration is required to manage each user’s language.

Date format YYYY-MM-DD

Delimited values Delimited values for a single LearnCenter field are not in scope. Each cell in your
data file must include only one value for the corresponding LearnCenter field.

Memberships Each user can be mapped to just one LearnCenter (that is, the integration can
grant each user membership to only one LearnCenter). An additional SOW will
be needed to change the integration so that it can map a user to multiple
LearnCenters.

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Included Data Fields

The user data file that you upload will contain a combination of User Standard and Custom Fields. The
Standard Fields are mapped to the User Account and are available in every LearnCenter. The Custom
Fields are mapped to a specific LearnCenter and may be shared with children LearnCenters.

The Advanced User Integration functionality will include up to 40 fields. This can be a combination of
standard and custom fields. Additional Fields can be supported but will require an SOW for additional
consulting hours.

Multiple LearnCenters
Your integration can include the ability to manage users in multiple LearnCenters. The functionality that
will work across multiple LearnCenters is:

 LearnCenter Memberships - only 1 membership per User

 Advanced Learning
 User Roles
 Supervisor Assignments
 Dynamic Groups/Criteria

The LCID of the LearnCenter must be passed in the user data file. The LearnCenter must exist prior to
the IDD being created and additional LearnCenters not included in the IDD will not be supported.

Results Files
These log and error report files will be uploaded into your SFTP site after each run of the integration:

YYYY = Year MM = Month DD = Day HH = Hour MM = Minute SS = Second

 IntegrationLog_YYYY-MM-DD.txt
Example: IntegrationLog_2013-09-15.txt
This file reports when the integration started and stopped.

 ChangeLog_YYYY-MM-DD.txt
Example: ChangeLog_2013-09-15.txt
This file reports each action taken by the integration.

 Results_YYYYMMDD HHMMSS.xml
Example: Results_20130915_120413.xml
This file details any record-specific issues. The Results File is created in XML so that it is easy to read
and understand, plus it can be processed by computers.

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 User Source File_YYYYMMDD_HHMMSS.txt

Example: User Source File 20130915_120413.txt
This is a copy of the user data file you uploaded to the SFTP site.

Learn Settings
Establish these settings in your production Learn site before the staging site is created.

If your integration will manage users in multiple Learn sites, then apply these settings to all of the sites
in which it will manage users.

Required Custom User Fields

If the All Users, All Supervisors, and New Hires static groups are required (see page 11), then add these
custom text fields (Options > Custom Fields) in this order:

Note: These fields cannot be shared down from one site to its subs. If your integration will manage
these groups in multiple Learn sites, then create these custom fields in each site.

1. All Users Group Flag

2. Supervisors Group Flag

3. New Hires Group Flag

Mapping to Advanced Learning

The integration enables you to map users to Job Profiles, Skills, and/or Learning Plans automatically
based on fields you specify. Your Oracle TC will document your Advanced Learning requirements in the
IDD.

Example: You decide to have the integration map users to Job Profiles automatically based on the values
you send in the Job Title field. In your file, USERX has the Project Manager Job Title, so the integration
maps him to the existing Project Manager Job Profile.

Note: If you add a Job Profile after its matching value has been set by the integration, the integration
will map that user to the new Job Profile only after the corresponding value has changed in your file.

Mapping to User Roles

By default, every Learn user is assigned the User User role. Based on a field you specify, the integration
can map users to other matching, existing User Roles (Users > User Roles) automatically. Your Oracle TC
will document your User Role requirements in the IDD.

Example: You need to grant levels of access to users so that they can perform tasks in the Control Panel.
You create three User Roles: System Administrator, Training Administrator, and Content Administrator.
In a field you specify in your file, you include the Training Administrator value for USERY. When that

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user logs in, she then can access all of the Control Panel permissions you have assigned to the Training
Administrator User Role.

Managing Supervisors
The integration creates and manages Supervisor Accounts (Control Panel > Users > Supervisor Accounts
/ Control Panel > Users > User Roles), based on your requirements detailed in the IDD.

Supervisor Permissions
The SupervisorTem User and the Supervisor User Role enable you to manage supervisor permissions.
This includes the tasks that Supervisors can perform using the My Team Dynamic Object.

To set up the supervisor My Team permissions, follow these steps in the ROOT LearnCenter only
(permissions will inherit down to all LearnCenters):

1. Create the SupervisorTem user (Users > Add/Insert Users).

2. Add the SupervisorTem to Supervisor Accounts (Users>Supervisor Accounts>Add Supervisors)

and set the permissions that you would like your Supervisors to have via the “My Team”
Dynamic Object.

3. Change the membership status of the SupervisorTem user to Removed.

When you change the Supervisor Account permissions that are assigned to the SupervisorTem User, the
next time the integration runs it assigns or removes the appropriate permissions from all of the
Supervisor Accounts that it manages.

To set up the supervisor role permissions follow the steps below. If the integration manages users in
Sub LearnCenters, you will need to do the steps below in all LearnCenters.

1. Create the Supervisor User Role (Users > User Roles) and then assign the additional permissions
(My Team permissions are set via the SupervisorTem user not by the role, this is just to give your
Supervisors additional permissions and is optional, depending on your use case).

You have to manage the Supervisor User Role permissions manually in each Sub LearnCenter.

Mapping Users to Supervisors

Your Oracle TC will document in the IDD the columns that determine which users manage others as well
as whether supervisor relationships will be one-to-one or one-to-multiple.

Password Options
The integration can assign passwords to new users by the following rules:

 A field in your file

 Randomly: This is best for customers whose users access their Learn sites via Single Sign-On (SSO)
integrations only.

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 Fixed (example, welcome1)

 Template user account: This enables you to manage the static password. If you choose this option,
then you must create a BasicUISetup user. The password you assign this user will be the password
that the integration assigns to new users starting the next time it runs.

Your Oracle TC will document your user password requirements in the IDD.

Mapping to User Groups

In addition to the Dynamic Group functionality that is built into your Learn site, the integration will
manage three standard group flags as well as the managed groups that are listed in the IDD. The
Standard Group Flags can be used to create Dynamic Group Criteria to populate Dynamic Groups.

Standard Groups Flags

Group Description

All Users This group includes all active users in a Learn site. If a user can access a Learn site, it
enters Yes in the custom field. If not it enters No in this field.

New Hires When the Hire Date value for a user is within a number of days the integration enters
Yes in the custom field. Once the Hire Date is no longer within the number of days it
enters No in the field. The number of days is determined during the requirements call.

Supervisors When a user has a Supervisor Account, the integration enters Yes in the custom field. If
the user does not have a Supervisor Account the integration enters No in this field.

Managed Groups
The integration will create User Groups and Criteria, which are specified in the IDD. A Managed Group
will be based on a User Standard or Custom field. Each value for the field will be used to create a Group
and Criteria. Once the Group and Criteria are created the Learn site will then populate the Group with
Users that meet the Criteria. Group population is a function of the Learn site and not the integration.

Group names cannot include slashes (/). Use dashes instead (example, Sales-Marketing).

The Advanced User Integration functionality will include 8 Managed Groups based on 1 field for each
Group. Additional Managed Groups or multiple fields per Group/Criteria can be supported but will
require an SOW for additional consulting hours.

Note: The integration does not delete groups.

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Example: You choose to have the integration group users by their departments, so the integration
creates the Department group and criteria, based on the values in the Department column of your file.
Example department groups are listed below:

 Department Field Values

o Customer Service

o Sales

o Technical Support

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