USER/GROUP SYNC INTRODUCTION GUIDE
Thank you for choosing Noverant LMS as your online training service! At Noverant Support, we strive to ensure that your issues, tasks, or requests are resolved in a timely manner and also provide follow-up to ensure you are given adequate support. This User Sync/Group Sync Introduction Guide provides you with information on:
- Why Tool is Important
- User Sync vs Group Sync
- Safety Prevention Measures
Why This Tool is Important:
The User/Group Sync facilitates the automated import of users and groups into the LMS through a file synced from a client's SFTP. The use of this tool offers a streamlined and efficient solution for managing user data within the LMS. This tool not only eliminates the need for manual data entry but also ensures accuracy and consistency.
The User Sync/Group Sync tool provides a crucial role in the LMS. The purpose of this too is the import and export of users and groups. The process for using this tool is created by a joint effort between the Client and Noverant. The Noverant operations team working with the client will create the script to automate gathering the User/Group Sync file from an SFTP site according to the schedule (or frequency) selected by the client.
USER SYNC vs GROUP SYNC
User Sync and Group Sync, as they are both similarly related to the management of automated importing within the LMS, serve distinct purposes and have key differences. User Sync primarily focuses on user data, allowing for the automated import of individual users into the LMS from a client's SFTP. This functionality simplifies user management by reducing manual data entry, ensuring data accuracy, and enabling timely updates. These important benefits of the User/Group Sync all work to support data accuracy.
On the other hand, Group Sync specializes in managing user groups within the LMS through automated imports from an SFTP source. This tool streamlines the creation and maintenance of groups, a crucial element in organizing learners, instructors, and content within the LMS. Group Sync custom synchronization frequencies facilitate real-time or scheduled updates, optimizing group management and ensuring that the right individuals have access to the appropriate resources. In summary, while User Sync focuses on individual users, Group Sync is tailored to efficient group management within the LMS.
*IMPORTANT NOTE*
This article is intended to be an introduction to the Tool. The use of the tool is provided to an administrator with the correct privilege/role.
Below are some visuals on locating this tool in the LMS:
First, go to the “Administration” drop-down menu and hover on the “Groups and Users” option. Then click on the “User/Group Sync option.
Second, you’ll be directed to the “landing page” for the User/Group Sync which shows the current schedules of the automation frequencies.
Here are brief descriptions of each page from the Actions dropdown:
Schedule User Sync - This option allows you to create or edit the schedule of the sync. This page also includes the ability to set the frequency that the automation completes, along with the ability to send error report emails to a list of emails.
Run User Sync – On this page, you are given the ability to upload a file from your computer without needing to set up the schedule. This should be used when needing to complete the sync manually.
Schedule User Export- This option schedules an export of the current users in the LMS.
Download User Export- Downloading the user export gives the ability to download the current users in the LMS. This button once clicked will download to your computer immediately.
Below is a view of the schedule page and some descriptions of important toggles:
Important Note for Job Scheduling (Daily)*:
When not selecting any days, the tool will run daily. However, selecting days will essentially override all days and only run on those days selected.
- “Process Adds?” If enabled this is used to add new users from the file to the LMS. The limit for new users is 20. and can be increased with a request to Noverant support member
- “Process Updates?” This option when enabled updates the users in the LMS from the file. This can be adding groups, changing names, etc.
- “Process Removes?” This option is used to inactivate users from the LMS. This is also halted if more than 20 users are detected. This may also be increased with a request to Noverant.
- “Org Units Add Only?” A function used to add additional users to another group. This is a highly effective and advance feature. Please consult with Noverant before use.
The Group Sync is similar to the User Sync as it uses the same schedule setup and rules.
Below is a view of the “Run Group Sync” page which is similar to the run user sync and allows for a manual run of the group sync. This page unlike the users only includes the Process Adds and Process Updates toggles which are important if making changes to manager and approving managers listing.
Safety Prevention Measures:
Noverant views this tool as an advanced feature.
Safety prevention measures have been included that stop errors detected in the file from being imported. These measures are:
- An administrator must be given the correct user privilege/role to obtain access to the tool.
- Before selecting any checkbox (run adds, run updates, run removes) user must submit the file to ensure the file contains no errors. We refer to this as the “testing” phase.
- The maximum for processing adds and removes are limited to 20 which can be increased with a request to Noverant
In conclusion, this article is an introduction to the User/Group Sync tool. Be sure to reach out to Noverant to begin this process and for more advanced settings in the User/Group Sync.
Thank you,
Noverant Support