Understanding HR Import Logs

When a CSV user file has been processed, you can check that your user data has processed as expected. Below we will show you how to access the HR Import Logs area and how to interpret the error logs. 

Users with the Site Manager role or the necessary permissions will have access to the HR Import settings as shown below on their administration block. 

Once within the HR Import log page, it is best to sort the data using the Date/Time filter to see the most recent upload. This will also provide you with the most recent Run ID.

Then apply a filter to show the data against that Run ID. It is also useful to apply the Error Log Type to filter the data further. 

To review the error logs you can do so on screen or you might find it easier to export the data. To do this:

1. Go to Site Administration> HR Import > HR Import Log
2. Scroll to the bottom of the page
3. Select the preferred file type from the Export dropdown menu
4. Click Export

 

Interpreting the HR Import Errors

The below table outlines the HR Import errors allowing you to understand and correct you data. 

Error	Explanation	How to Fix
No file to import (file path: /mnt/nfs29/t2sites/example.learningpool.com/ sitedata/totarasync/csv/ready/user.csv	This occurs when there are no files in the specified directory to be processed. It usually is not a problem as the cron job checks the directory regularly.
Email [e-mail] is already registered. Skipped user XXXXXXXX	The email address provided on the spreadsheet is already in use by a user on the database. As the settings don't allow users to share email addresses the user would be skipped to avoid creating duplicates.	Find the user already on the system that has the same email address. More than likely this will be the same user, but the information such as ID Number or username on the file doesn’t match the account that is already on the system. Or the “HR import” box is not ticked on the user's profile.
Username XXXXXXXX is already registered. Skipped user XXXXXXXX	This error occurs when the username provided on the spreadsheet is already in use. Usually in cases like this, it's because the idnumber doesn't match. We typically set the idnumber to equal the username when no idnumber is provided on the original spreadsheet sent through.	Find the user already on the system that has the same username. More than likely this will be the same user, but the information such as ID Number or email address on the file doesn’t match the account that is already on the system. Or the “HR import” box is not ticked on the user's profile.
Duplicate users with email [e-mail]. Skipped user XXXXXXXX	This means that there are multiple users on the spreadsheet that share the same email address. Again, these users will be skipped.	Update or delete the duplicate email address on the file as this was probably done in error by whoever created the file.
Error writing to database	Usually occurs when there is an unrecognised character in the spreadsheet. The unrecognised character will be included in the user.csv (the file that is created and processed) which will prevent the sync from being carried out successfully i.e. it will reach the unrecognised character and cause the error and will not update any users that appear after the said character.	Check the file for any alphanumeric characters (! , ‘ ~ # - [ ) *) etc and remove them. The problem is nearly always caused by failure to encode the file properly. If there are extended characters e.g. accented letters, then the character encoding must match the chosen encoding on the HR Import settings (UTF-8 is most reliable).
Organisation XXXX does not exist. Skipped user XXXXXXXX	Occurs when the idnumber of the organisation hierarchy doesn't match its ID.	All organisation frameworks (top level) must be manually created on your LMS before a file can be processed. Levels 1, 2, 3 (if you have them) etc will be created automatically when the file is processed.
Position XXXX does not exist. Skipped user XXXXXXXX	Occurs when the idnumber of the position hierarchy doesn't match its ID.	All position frameworks (top level) must be manually created on your LMS before a file can be processed. Position levels 1, 2, 3 (if you have them) etc will be created automatically when the file is processed.
Manager XXXXXXXX does not exist. Skipped user XXXXXXXX	The manager doesn't exist so the user can't be assigned to them so is skipped.	Create a user account for the manager or double-check that the manager username/ID provided matches what is on the active account on your LMS. This could also happen if the manager is on the file to be created, the file would need to be run twice. Once to create the manager's account and the second time to have the users assigned to that manager.
Circular management assignment detected. Skipped user XXXXXXXX	This problem would cause a user to be skipped as the user cannot be assigned as their own manager. To prevent this their manager data should be left empty or set to '0'.	An error will appear when the management structure comes full circle. This should be a tiered manager structure, and the example below shows where an issue will occur: User1 is the manager for User2 User2 is the manager for User3 User3 can not be the manager for User1 This can also affect instances where there is a circular management issue on the same bulk upload. For example: User1 is the manager for User2 User2 is the manager for User1 User2 is also the manager for User3 – this will not update due to the issue with User1/User2’s management structure.
Invalid email address. Skipped user XXXXXXXX	This problem could be because the wrong email address has been used or does not contain a valid email domain	Check the file for an error in the email address format. Must not contain spaces or any alphanumeric characters. Alphanumeric is good. Spaces are not good, but all sorts of weird characters are allowed.
Invalid authentication plugin manual accounts for user xxxx	Please check the auth method that has been added to the upload, this will not be a recognised method
The value 'xxxx' for customfield_xxxx is a duplicate of existing data and must be unique. Skipped user xxxxx	The custom profile field has been configured to accept unique data, either another user is using this information already or the same data is being presented on the sheet for more than one user
Duplicate users with username ‘XXXX’. Skipped user XXXXX	This can mean that the user has been added to the file multiple times however if Multiple Job Assignments have been enabled on a site this can mean an issue with the file. In the file, if there are custom fields that contain different values, this tells the system to do 2 things when it can only do one.