Skip to content
  • There are no suggestions because the search field is empty.

Exporting User data

Export user records to a tab-delimited file you can edit in a spreadsheet and re-import.

You can export user data to a text file. The tab-delimited data can be edited for making mass changes to your user population.

The exported data is displayed in a browser window. To view and edit the data, save the browser page as an .xls file and open it in a spreadsheet application, like Excel or Google Sheets. When you are finished making changes, upload the changes using the instructions in Importing user data.

Export user data

  1. Open the Users side-tab and click Manage Users.
  2. Use the fields in the search window above the results table to filter the list of users (see Search fields below).
  3. Click Batch User Data.
  4. On the Batch User Data window, specify the org ID, select Export User Data in the Batch Operation field, and click Process.

The file is displayed.

Search fields

  • Org ID – The Org ID with which an organization was added.
  • User ID – Enter any combination of letters and numbers to search for users that contain that combination in the user ID.
  • First Name – Enter any combination of letters and numbers to search for users that contain that combination in the first name.
  • Last Name – Enter any combination of letters and numbers to search for users that contain that combination in the last name.
  • Include Inactive – Enable this check box to include inactive users in the results.
  • Email – Enter any combination of letters and numbers to search for users that contain that combination in the email address.
  • More Options – Click this to display more search criteria items if SubOrg settings have been defined, such as Region, Department, Location, and Job Title.

Export file format

The tab-separated file conforms to the following specifications:

  • Each row represents one user.
  • Each row ends with a carriage return/line feed.
  • The first row contains field names used to locate the corresponding columns within the data.

Exported column names

  • StudentID – The user's user ID.
  • OrgID – The user's organization.
  • LastName – The user's last name.
  • FirstName – The user's first name.
  • MiddleInitial – The user's middle initial.
  • EmailID – The user's email address.
  • Password – The user's password. On export, CourseMill provides a field for the password but does not insert it in that field.
  • PasswordResetType – Specifies what type of password changing restrictions are allowed. Options:
    • N = Password never expires.
    • X = User cannot change password.
    • T = Password expires every xx days, where xx is the number specified in the property DefaultPasswordExpiration.
    • M = User must change password at next log in.

    Note: The user setting will then switch to either N or T depending on the value specified in DefaultPasswordExpiration. If DefaultPasswordExpiration is zero (0), it will switch to N; if the value is greater than 0, it will switch to T.

  • Address – The user's address.
  • City – The user's city.
  • State – The user's state.
  • Zip – The user's zip or postal code.
  • Country – The user's country.
  • Phone – The user's phone number.
  • LangPref – The language preferred by the user. Options:
    • USA – English
    • BRA – Brazilian Portuguese
    • DEU – German
    • ESP – Spanish
    • FRA – French
    • HUN – Hungarian
    • POL – Polish
    • ZHS – Simplified Chinese
  • InstructorFlag, ReporterFlag, and ActiveFlag – Values for True or False representing the user's privileges. This field is optional but it is recommended that you specify these flags when appropriate. Use y, yes, or 1 for True. Use n, no, or 0 for False.

    Note: If the ReporterFlag is set to Yes, the check box for CC Student Emails is automatically checked.

  • ReportsTo – Reporters to be assigned to this student.
  • UserNotes – Notes to be associated with the user.
  • CurrPermissions – Values representing the user's curriculum permissions. If allowing more than one value, separate each with commas. Values:
    • Cre = Add curriculum
    • Mod = Modify curriculum
    • Dup = Duplicate curriculum
    • Del = Delete curriculum
    • Reg = Register curriculum
  • CoursePermissions – Values representing the user's course permissions. If allowing more than one value, separate each with commas. Values:
    • Cre = Add course
    • Ses = Add session
    • Mod = Modify course
    • Dup = Duplicate course
    • Del = Delete course
    • Reg = Register in course
    • Imp = Import course content
    • Gbk = Grade book
  • UserPermissions – Values representing the user's permissions. This field is optional but it is recommended that you specify the user's permissions. If allowing more than one value, separate each with commas. Values:
    • Cre = Add user
    • Mod = Modify user
    • Del = Delete user
    • Reg = Register a student
    • Imp = Import user data
    • Gbk = Grade book
    • Pwd = Change password
  • Hire Date – The user's date of hire.
  • TermsOfUseAccept – The date when the user accepted the Terms of Use policy. Depending on the database you are using, the time might also be exported.
  • WCAGEnabled – Enables the WCAG/Section 508 features. Specify Y or 1 to enable the feature or N or 0 to disable the feature. For details about CourseMill's WCAG/Section 508 features, see Enabling WCAG/Section 508 compliance.
  • SubOrg 0-15 – Values for the custom fields that were defined when the organization was added. This field is optional but it is recommended that you specify SubOrg data. For detailed information about defining SubOrg fields, see Adding an organization.

    Note: If the AddSubOrgValuesOnImport property is set to yes, then any value in this column is added to the drop-down list of values for that corresponding SubOrg. If the organization is set up to use SubOrgs but they are not specified in the import file, the SubOrgs will be blank.

  • Personal Info 0-15 – Values for the custom personal information fields that were defined when the organization was added. For detailed information about defining personal information fields, see Adding an organization.
  • CurrID – Curriculum ID of the curriculum into which the student should be enrolled.
  • CourseID – Course ID of the course into which the user should be enrolled.

    Note: It is recommended that the course has at least one content item.

  • SessionID – Session ID of the session into which the user should be enrolled.
  • EnrollDate – Enrollment date for the course or curriculum. The format must be YYYY-MM-DD.
  • PassDate – Date on which the CourseStatus change is applied. The format must be YYYY-MM-DD.
  • CourseStatus – The user's status in the course. This can be any valid SCORM course status (including blank), such as:
    • Not Attempted
    • Incomplete
    • Completed
    • Passed
    • Exempted
    • Failed
    • Browsed
  • Score – The user's score for the course or session.
  • Comment – The comment you would like to make in the grade book as to why you changed the grade.
  • MergeOldID – Old ID that should be merged into the student ID.
  • MergeEmailNotify – Email address of the person to notify of success or failure of the merge.
  • RecordDate – Date on which the CourseStatus change is applied. The format must be YYYY-MM-DD.
  • ScoreComment – A gradebook comment regarding the score or status for a session.

Related articles