Working With The Data Synchronization Tool

Working with the
Data Synchronization Tool

on TotalLMS 7.6
Contents
Introduction........................................................................................................... 3
Benefits of Using Data Synchronization Tool.................................................... 3
Minimum Software Requirements....................................................................... 3
Working with Data Synchronization Tool........................................................... 3
Creating Data Source Files .................................................................................. 3
Employee Details ............................................................................................................. 3
Job Details ....................................................................................................................... 3
Organization Details......................................................................................................... 3
Employee Job Association Details................................................................................... 3
Employee Organization Association Details.................................................................... 3
Employee Miscellaneous Details ..................................................................................... 3
Employee Managed Organization Details ....................................................................... 3
Applied Business Logic ....................................................................................... 3

Employee Source File Impacts and Considerations..................................................... 3
Job Source File Impacts and Considerations ............................................................... 3
Employee Job Source File Impacts and Considerations .............................................. 3
Organization/Domain Source File Impacts and Considerations................................... 3
Employee Organization/Domain Source File Impacts and Considerations.................. 3
Employee Managed Organization Source File Impacts and Considerations ............... 3
Mapping Data Fields............................................................................................. 3

Employee Data Fields...................................................................................................... 3
Job Data Fields ................................................................................................................ 3
Organization Data Fields ................................................................................................. 3
Employee Job Association Data Fields ........................................................................... 3
Employee Organization Association Data Fields............................................................. 3
Employee Miscellaneous Data Fields.............................................................................. 3
Employee Managed Organization Data Fields ................................................................ 3
Look Up Values..................................................................................................... 3
Date and Time Fields............................................................................................ 3
Source File Handling ............................................................................................ 3
General Logic........................................................................................................ 3
Frequently Asked Questions (FAQs) .................................................................. 3
Appendix ............................................................................................................... 3
Languages ....................................................................................................................... 3
Time Zones ...................................................................................................................... 3
Currencies........................................................................................................................ 3
Working with the Data Synchronization Tool on TotalLMS 7.6

Last updated: 06/19/07
Copyright 2004-2007 SumTotal Systems, Inc. All rights reserved.
SumTotal Systems and the SumTotal Systems logo are trademarks of SumTotal Systems, Inc. All other
company and product names are the trademarks of their respective owners.
Information in this document is subject to change without notice.
Introduction
Introduction
The Standard Data Synchronization tool, allows you to populate and manage data such as users,
organizations, and jobs in TotalLMS. For example, if you are using a Human Resource Information
System (HRIS) to store information about employees, departments, and jobs within your company, you
might want to synchronize this information and map it with objects (such as users, organizations, and
jobs) that exist in TotalLMS. You can use the tool to populate and manage such information. This tool
helps you migrate:
Employees
Organizations
Jobs
Employee association with organizations
Employee association with jobs
Employee miscellaneous information such as password.
Organizations managed by employees.
This document discusses details necessary to import and populate the objects above.
Benefits of Using Data Synchronization Tool

The benefits of using the Standard Data Synchronization tool include:
Benefits
Description
Migrate Data
Use the tool to migrate users, managers, organizations, and jobs from any
legacy system onto TotalLMS. The tool helps administrators to
automatically update information onto TotalLMS without having to manually
entering data. You can automatically create objects such as users,
organizations and jobs within TotalLMS using the tool.
Update Data
Use the tool to update existing information for users, organizations, jobs,
and managers in TotalLMS. You can also update association of users with
jobs and organizations.
Create
Associations
Apart from migrating user information, the tool can also create associations.
You can quickly associate users to their appropriate organizations and jobs.
Configure
Default
Properties
Use the tool to set user preferences, default roles, time zones, language,
and so on. Administrators can simply set these configurations and the tool
will populate the same for all users in TotalLMS.
Set Schedule
Tasks
Create a shared network folder for placement of the data synchronization

source files. You can schedule the execution of the tool via NT scheduled
tasks. It is a best practice to schedule the task to execute shortly (about 1
hour) after the files are placed in the shared network folder.
Create
Dynamic Logs
By looking at log files, you can find out errors in the data synchronization
process and take corrective action. If you want to look at only errors and
wish to correct them quickly, choose the fifth level where only critical errors
are logged during synchronization. In addition, you can generate logs based
on a selected date.
Minimum Software Requirements
Minimum Software Requirements

The minimum software requirements to successfully install and run the Data Synchronization tool include:
Windows NT 4.0 SP6 or higher
OSQL utility (SQL Server)
BCP utility (SQL Server, if Upload Using BCP option is used)
SQL*Loader (Oracle)
MS Runtime Scripting Library
SMTP Mail Server (CDOSYS)
MSXML v3.0 or higher
Database Platform: SQL Server 2005 or Oracle 10g
Working with Data Synchronization Tool

To migrate data using the Data Synchronization tool, you need to create source files in a particular
format. For every object that you migrate, the tool requires pipe delimited source files (.txt) in a particular
format.
The tool basically looks for a unique identifier (code) in the source file and in TotalLMS and populates the
appropriate fields. If the unique identifier in the source file does not exist in TotalLMS, the tool creates an
entry in the database. If the unique identifier exists in TotalLMS but there is a mismatch in other field
names, then, the tool updates data for that particular Object. If there are more than one instances of a
unique identifier in the source file then duplicate instances will be logged.
Creating Data Source Files

Every source file you create must contain information about fields in TotalLMS as specified in the table
below. Ensure that information in the text file is separated by a pipe-delimited value. Save the text files in
UTF-8 or Unicode format if the file contains double-byte characters or save the File in Ascii format. You
can specify the Source File Format in the tool.
Use the table below to create source files. Details about how each column in the table helps you create
source files are provided below:
Serial Number Specifies the order of fields you must maintain while creating source files.
Field Name Lists the name of the field that gets populated in TotalLMS. Every field in the source
file must be separated by a pipe-delimited value (|).
Description Provides a brief description of the field name.
Type Specifies the type of field name that you can enter in the source file. The type of the field
name can be alpha or numeric character (integer).
Size Specifies a size limit for the field name.
Format Specifies the format in which the field name gets populated in TotalLMS.
Required Specifies the field name that is a required entry in the source file. If this is blank in the
source file, then the tool ignores the record and logs it.
Unique Suggests unique field names that cannot be duplicated in TotalLMS

Note: Employee Number is an exceptional field name that is marked unique in the table below but is
not a unique field name in TotalLMS. However, employee number is the unique identifier for
the Emp.txt file and this is populated in the Employee Number field in TotalLMS.
Employee Details
The header below should give you insight on how to create source file for Employee Details. Use the
header to include data for each of the field names. While entering data, take into consideration the
type, size, format, required, and unique specifications listed in the table below.
Header:
Employee_Number|Name_Prefix|Last_Name|First_Name|Middle_Initial|Name_Suffix|Position_Title|E
mployee_Code|Employee_Status|Manager_Number|Approver_Number|Start_Date|End_Date|Last_R
eview_Date|Address_1|Address_2|City|State|Zip_Code|Country|Email_Address|Phone_#1|Phone_#2
|Fax|URL|Note|DomainCode|Organization_Code|Job_Code|Active|Enabled|UserName|NT_Login|Rol
e|Timezone|Currency|Language|Text1|Text2|Text3|Text4|Memo1|Date1|Date2|Indicator1|Money1|Int
eger1|Float1|Job Joining Date|Org Joining Date
Serial
Number
Field Name
Description
Type
Size
Employee
Number
Unique
identifier for
the employee
CHAR
25
Name Prefix
Prefix for
employees
name
CHAR
35
Last Name
Employees
Last Name
CHAR
35
Format
Requir Unique
ed
9
Serial
Number
Field Name
Description
Type
Size
First Name
Employees
First Name
CHAR
35
Middle Initial
Employees
middle initial
CHAR
35
Name Suffix
Employees
name suffix
CHAR
Position Title
Employees
Position Name
CHAR
50
Employee
Code
Employees
Code
CHAR
50
Employee
Status
Employees
Status
CHAR
50
10
Manager
Number
Managers
employee
number
CHAR
25
11
Approver
Number
Approvers
employee
number
CHAR
25
12
Start Date
Employees
start date
DATE
Employees
end date
DATE
Last Review
Date
Employees
last review
date
DATE
15
Address 1
Mailing
Address #1
CHAR
50
16
Address 2
Mailing
Address #2
CHAR
50
17
City
Employees
city
CHAR
30
18
State
Employees
state
CHAR
35
19
Zip Code
Employees zip
code
CHAR
10
20
Country
Employees
country
CHAR
35
21
Email Address
Employees
Email Address
CHAR
255
13
14
End Date
Format
mm/dd/yyyy
hh:mm:ss
mm/dd/yyyy
hh:mm:ss
mm/dd/yyyy
hh:mm:ss
Requir Unique
ed
SMTP
Address
Serial
Number
Field Name
Description
Type
Size
Format
Requir Unique
ed
22
Phone #1
Phone Number
CHAR
20
23
Phone #2
Phone Number
CHAR
20
24
Fax
Fax
CHAR
20
25
URL
URL for the

employee
CHAR
255
26
Note
Notes
CHAR
255
27
Domain Code
Employees
Primary
Domain Code
CHAR
15
28
Organization
Code
Employees
Primary
Organization
Code
CHAR
15
29
Job Code
Employees
Primary Job
Code
CHAR
30
30
Active
Active
employee
INT
1 (yes) or 0
(no)
31
Enabled
User Account
Enabled
INT
1 (yes) or 0
(no)
32
UserName
Users Logon
Name
CHAR
30*
Employees NT
Domain logon
name
CHAR
33
NT Login
90**
40*
120**
34
Role
User's Security
Role
CHAR
50
35
Timezone
User's
Timezone (See
Appendix)
CHAR
50
36
Currency
User's
Currency (See
Appendix)
CHAR
50
37
Language
User's
Language
(See
Appendix)
CHAR
50
38
Text1
Optional Text
#1
CHAR
255
Domain\User
Serial
Number
Field Name
Description
Type
Size
39
Text2
Optional Text
#2
CHAR
255
40
Text3
Optional Text
#3
CHAR
255
41
Text4
Optional Text
#4
CHAR
255
42
Memo1
Optional Memo
#1
CHAR
255
43
Date1
Optional Date
#1
DATE
Optional Date
#2
DATE
44
Date2
Requir Unique
ed
mm/dd/yyyy
hh:mm:ss
mm/dd/yyyy
hh:mm:ss
45
Indicator1
Optional
Indicator #1
INT
46
Money1
Optional
Money #1
NUM
255
47
Integer1
Optional
Integer #1
INT
48
Float1
Optional
Numeric #1
NUM
255
49
Job Joining
Date
Date on which
employee joins
a job
DATE
Organization
Joining Date
Date on which
employee joins
an
organization
DATE
50
Format
1 (yes) or 0
(no)
mm/dd/yyyy
hh:mm:ss
mm/dd/yyyy
hh:mm:ss
* Denotes maximum character length for SQL Server.

** Denotes maximum character length for Oracle.
Job Details
The header below should give you insight on how to create source file for Job Details. Use the header
to include data for each of the field names. While entering data, take into consideration the type, size,
format, required, and unique specifications listed in the table below.
Header:
Job_code|Job_Name|Job_URL|Job_Note|Job_Domain|Text1|Text2|Text3|Text4|Memo1|Date1|Date2
|Indicator1|Money1|Integer1|Float1|Currency
Serial
Number
Name
Description
Type
Size
Format
Req Unique
uire
d
Job Code
Unique Job Code
CHAR
30
Job Name
Job Name
CHAR
50
Job URL
Information URL for

Job
CHAR
255
Job Note
Notes
CHAR
255
Job
Domain
Job Owner Domain

Code
CHAR
15
Text1
Optional Text #1
CHAR
255
Text2
Optional Text #2
CHAR
255
Text3
Optional Text #3
CHAR
255
Text4
Optional Text #4
CHAR
255
10
Memo1
Optional Memo #1
CHAR
255
11
Date1
Optional Date #1
DATE
mm/dd/yyyy
hh:mm:ss
12
Date2
Optional Date #2
DATE
mm/dd/yyyy
hh:mm:ss
13
Indicator1
Optional Indicator #1
INT
14
Money1
Optional Money #1
NUM
255
15
Integer1
Optional Integer #1
INT
16
Float1
Optional Numeric #1
NUM
255
17
Currency
Job's Currency
CHAR
50
1 (yes) or 0
(no)
Organization Details
The header below should give you insight on how to create source file for Organization/Domain
Details. Use the header to include data for each of the field names. While entering data, take into
consideration the type, size, format, required, and unique specifications listed in the table below.
Header:
Org_Code|Org_Name|ParentCode|Hierarchy|Domain|Address1|Address2|City|State|Zip|Country|Pho
ne1|Phone2|Fax|URL|Note|Text1|Text2|Text3|Text4|Memo1|Date1|Date2|Indicator1|Money1|Integer1
|Float1|Currency
Serial
Number
Name
Description
Type
Size
Format
Requir Unique
ed
Code
Unique
Organization/Domain
Code
CHAR
15
Name
Organization/Domain
Name
CHAR
75
10
Serial
Number
Name
Description
Type
Size
Parent
Code
Parent Organization
Code
CHAR
15
Hierarchy
Organization Hierarchy
Name
CHAR
50
Domain
Domain Indicator
INT
Address1
Organizations address
CHAR
50
Address2
Organizations address
CHAR
50
City
City
CHAR
30
State
State
CHAR
35
10
Zip
Zip
CHAR
10
11
Country
Country
CHAR
35
12
Phone1
Phone
CHAR
20
13
Phone2
Phone
CHAR
20
14
Fax
Fax
CHAR
20
15
URL
URL
CHAR
255
16
Note
Org Note
CHAR
255
17
Text1
Optional Text #1
CHAR
255
18
Text2
Optional Text #2
CHAR
255
19
Text3
Optional Text #3
CHAR
255
20
Text4
Optional Text #4
CHAR
255
21
Memo1
Optional Memo #1
CHAR
255
22
Date1
Optional Date #1
DATE
Format
Requir Unique
ed
9
1 (yes) or 0
(no)
mm/dd/yyyy
hh:mm:ss
23
Date2
Optional Date #2
DATE
mm/dd/yyyy
hh:mm:ss
24
Indicator1
Optional Indicator #1
INT
25
Money1
Optional Money #1
NUM
255
26
Integer1
Optional Integer #1
INT
27
Float1
Optional Numeric #1
NUM
255
28
Currency
Organization's Currency
CHAR
50
1 (yes) or 0
(no)
Employee Job Association Details

The header below should give you insight on how to create a source file for Employee Job
association. Use the header to include data for each of the field names. While entering data, take into
11
Header: Employee_Number|Job_Code|Domain|Primary_Indicator|Joining_date
Name
Description
Employe
e Number
Unique identifier
for the
employee
CHAR
25
Job Code
Unique Job
Code
CHAR
30
Domain
Jobs Owner
Domain Code
CHAR
15
Primary
Indicator
Primary Job
Indicator for
Employee
INT
Joining
Date
Employees date
of joining
DATE
Serial
Number
Type
Size
Format
Requir Unique
ed
9
1 (yes) or 0
(no)
mm/dd/yyy
y
hh:mm:ss
Employee Organization Association Details

The header below should give you insight on how to create a source file for Employee
Organization/Domain Association. Use the header to include data for each of the field names. While
entering data, take into consideration the type, size, format, required, and unique specifications listed
in the table below.
Header: Employee_Number|Org_Code|Primary_Indicator|Role|Domain_Indicator|Joining_Date
Serial
Number
Name
Description
Type
Size
Format
Required Unique
Employee
Number
Unique identifier
for the employee
CHAR
25
Code
Unique
Organization/Dom
ain Code
CHAR
15
Primary
Indicator
Primary
Organization/Dom
ain indicator for
Employee
INT
Role
User's Security
Role Name in the
Domain
CHAR
50
Domain
Indicator
Domain Indicator
INT
Joining Date
Employees date
of joining the
Organization
DATE
1 (yes)
or 0 (no)
1 (yes)
or 0 (no)
mm/dd/y
yyy
hh:mm:s
s
12
13
Employee Miscellaneous Details

The header below should give you insight on how to create a source file for Employee Miscellaneous
details. Use the header to include data for each of the field names. While entering data, take into
Header:
Emp_number|Password|CanViewDomUsers|InternalFlag|Company_code|InstructorFlag|InstructorAp
provalFlag|InstructorScheduleApprover
Name
Description
Type
Employee
Number
Unique
identifier for
the employee
CHAR
25
Password
New
Password for
the Employee
CHAR
28
Can view
domain users
Indicator to
view the
Domain Users
INT
1 (yes)
or 0 (no)
Internal Flag
Internal
Indicator
INT
1 (yes)
or 0 (no)
Company
Code
Employees
Company
Code
CHAR
255
Instructor
Flag
Indicator for
Employee as
Instructor
INT
1 (yes)
or 0 (no)
Instructor
Approval Flag
Instructor
schedule
approval flag
INT
1 (yes)
or 0 (no)
Instructor
schedule
approver
Employees
Instructor
Schedule
approver
number
CHAR
25
TotalPerforma
nce Password
Employees
password for
TotalPerforma
nce.
CHAR
28
Serial
Number
Size
Format
Required Unique
9
Note: The tool provides a check box to synchronize the TotalPerformance password. If you select this
check box, password is synchronized. If you clear this check box, TotalPerformance password
is ignored. If password is null, a warning is shown.
14
Applied Business Logic
Employee Managed Organization Details

The header below should give you insight on how to create a source file for Employee Managed
Organization. Use the header to include data for each of the field names. While entering data, take
into consideration the type, size, format, required, and unique specifications listed in the table below.
Header: Emp_num|Mngd_OrgCode|IncludeHierarchyFlag
Serial
Number
Name
Description
Type
Size
Format
Required Unique
Employee
Number
Unique identifier
for the employee
CHAR
25
Organizatio
n Code
Managed
Organization
Code
CHAR
15
Include
Hierarchy
Include Hierarchy
Indicator
INT
1 (yes)
or 0 (no)

This section of the document discusses about the business logic applied behind fields in each of the
source files; impacts and considerations you need to take into account.
Employee Source File Impacts and Considerations

The employee source file helps you create and update employees based on the Employee (Emp.txt)
and Employee Miscellaneous (EmpMisc.txt) files. The table below details impacts and considerations
for few fields in the employee source file.
Field Name
Employee Number
Impacts and Considerations

Employee number is the unique identifier used to locate an existing
employee in TotalLMS. Employee number must be unique and never reused.
If the employee number in the source file does not match with any
record in TotalLMS, the tool will create a new employee record.
If the employee source file has more than one instance of employee
number, the tool will process only the last instance in the source file
and log an error for other duplicate instances.
The employee number will be placed into the employee external

identifier field (Emp_ExtID) to ensure that the correct employee is
found, even if the Employee Number is changed within the UI in
TotalLMS.
If you update the employee number from the user-interface, the

Emp_ExtID field is not updated. Ensure that you select the Honor
manual updates to employee number checkbox in the tool before
running the tool.
The tool will not update self account user records even if the
approval is pending or rejected. The tool will ignore such records and
will log an error.
15
Field Name
UserNames

User names in TotalLMS must be unique. However, if the user name in
the source file is blank, then the tool will update the username with the
employee number in TotalLMS. If a duplicate user name is found in
TotalLMS, the tool will discard the record existing in the source file and
log an error.
When a user account is disabled using the tool, the username will be
updated to 'DS' + Usr_PK so that the original username can be reused in
future. If the same employee record is enabled again using the tool, the
username will be updated with the one provided in the source file.
If the Auditing (CFR) module is installed, username will not be:
Updated for an existing employee record.
Reused for disabled users.
Set to DS+PK if the employee is set to inactive and disabled.
Set to DS+PK if the employee is set to inactive and disabled, for a

new employee record.
If the Auditing (CFR) module is not installed, username will be:
Updated if a new username is given in the employee source file, for

an existing employee record.
Set to DS+PK if the employee is set to inactive and disabled, for both
existing and new employee records.
Last Name/First
Name
The last name and first name of an employee is a required entry that
must exist in the source file. If this field is left blank in the source file, the
tool will discard the record existing in the source file and log an error.
Passwords
The tool updates passwords for user accounts based on the values
provided in Employee Miscellaneous file (EmpMisc.txt). You can
configure a default generic password for new accounts in TotalLMS using
the HR Data Synchronization Configuration Form, if:
You do not specify a value for the password field in the employee
miscellaneous file.
The employee miscellaneous file is not configured at all.
Role
Roles can be specified in the employee source file or selected from the
HR Data Synchronization Configuration Form. The role assigned to a
user will be the role from the users primary domain. To ensure the
correct role for each employee, the tool manages roles based on several
criteria, which is explained in Handling Roles section.
Time zone
You can specify employees time zone in the source file. However, if you
do not specify a time zone in the source file, the tool will use the default
time zone specified in the HR Data Synchronization Configuration Form.
Language
You can specify employees language in the source file. However, if you
do not specify a language in the source file, the tool will use the default
language specified in the HR Data Synchronization Configuration Form.
Currency
You can specify employees currency in the source file. However, if you
16
Field Name

do not specify a currency in the source file, the tool will use the default
currency specified in the HR Data Synchronization Configuration Form.
Active and Login

Enabled
NT Login
The tool helps you configure Active and Login enabled check boxes in
TotalLMS by entering values for the same in the source files. The source
file updates the Emp_Active and Usr_Enabled columns in the database.
Users with active accounts are viewable in TotalLMS. A user with an

inactive account cannot login even if the users account is enabled.
Only administrators can manage inactive accounts.
Users whose accounts are enabled can access TotalLMS. A

disabled account cannot access TotalLMS although the employee
record can be viewed by others in the system.
NT login is a required field if NT authentication is enabled in

TotalLMS. Otherwise this field can be left blank. NT Login name must
be unique. If a duplicate NT Login is found within TotalLMS, the tool
will ignore the record and log an error. For existing accounts, the NT
Login will not change and error will be logged.
When a user account is disabled using the tool, NT Login will be

updated to 'DS' + Usr_PK such that the NT Login can be reused. If
the same user account is enabled again using the tool, you can
update NT Login by providing appropriate values in the source file.
On SQL Server, the length for user name and NT Login are limited to
30 and 40 characters respectively.
On Oracle, the character length for user name and NT Login are
limited to 90 and 120 characters respectively.
Instructor Approval
Instructor Approval indicator will be processed only if the Instructor

approval flag for that employee is set to 1.
Instructor Schedule
Approver
Instructor Schedule Approver field will be processed only if the employee

is an Instructor and the Instructor Approval Indicator for that employee is
set to 1.
Job Code
If EmpJob file is used, then Job code in Employee file will be ignored.
If Job code is given in employee source file, then the tool will look for
the job code in domain specified in the employee source file.
If no domain is specified in the source file, then the tool will look for
configured domain and if the Job is not found in either of the
domains, then employee will be created without a Job assigned and
an error will be logged.
To associate primary job for an employee from the Emp.txt file, the job
and employee should reside in the same domain.
Organization/Domain
code
If EmpOrg.txt file is used, then Organization/Domain code in Employee

file will be ignored.
Handling Roles
Roles can be specified in the employee source file or selected from the HR Data Synchronization
Configuration Form. To ensure the correct role for each employee, the tool manages roles based on
several criteria:
17
The Configuration Form allows you to manage default employee and default manager
roles. These roles will be assigned to users if:
No roles or invalid roles are specified in the employee source file.
The users primary domain in TotalLMS is different from the domain configured in
the tool. The Employee Role will be assigned to all users who do not have direct
reports. The Manager Role will be assigned to all users who have direct reports.
The Role identified in the employee source file allows you to specify the exact
role for a given user.
Processing Order the data synchronization tool processes role assignments in the following order:
The tool will first look at the role specified in the employee source file (Emp.txt). If the
employee source file has a role specified, then the employee will be assigned this role
regardless of other conditions.
If a role is updated for an existing employee in TotalLMS, then the tool will not change the
role of that employee. However, if a manager is assigned the default learner role in
TotalLMS or if a learner is assigned the default manager role in TotalLMS, then the tool
will assign the correct role based on whether the employee has direct reports or not.
For newly created accounts, the tool will assign the correct default role based on whether
that employee has direct reports or not.
If the role for a user is specified in the emp_org source file, then the tool will ignore the
role specified in the employee source file.
Job Source File Impacts and Considerations

The job source file helps you create and update jobs based upon the Job (Job.txt) file. The table
below details impacts and considerations for few fields in the job source file.
Field Name
Job Code

Job Code is the unique identifier used to locate an existing job for a domain
in TotalLMS. Job Code must be unique within a given domain.
If the job code in the source file does not match with any record in
TotalLMS, a new Job record will be created.
If duplicate job code exists in the source file (job.txt), for a given domain
code, the tool will process last record and will log an error.
Job Name
Job name is a required entry that must exist in the source file. If this field is
left blank in the source file, then the tool ignores updating the appropriate
field in TotalLMS. If more than one instance of the job name exists within a
domain, the tool processes the duplicate records and logs an error.
Job Domain
If a job domain is specified in the source file, the job will be assigned to that
domain. If a job domain is not specified in the source file, then the job will be
assigned to the Global domain.
Employee Job Source File Impacts and Considerations

The employee job source file helps you create and update employee job association based upon the
Employee/Job (EmpJob.txt) file. The table below details impacts and considerations for few fields in
the Employee/Job source file.
18
Field Name
Employee
Number
Employee number is a required entry that must exist to create or update an

employee job association in TotalLMS. If an Employee Number is not
specified in the source file, then the tool ignores the record and logs an
error.
Job Code
Job code is a required entry that must exist to create or update an employee
job association in TotalLMS. If a job code is not specified in the source file,
then the tool ignores the record and logs an error.
Domain
This is the domain code of the given Job, if the domain code is not specified
then the tool will consider the configured domain as jobs owner domain.
Primary Indicator
Primary indicator allows you to specify whether a particular job is a primary

job for an employee. If the source file contains multiple primary jobs for an
employee, the first primary record will be used to set the primary indicator
within TotalLMS. Additional records will be set as secondary associations
and the tool will log this condition.
Joining Date
Joining Date is an optional entry. It indicates the date on which an employee

joins the organization. The tool uses the system date as default value, if
value for joining date is null or if value provided is in an improper format.
Employee
Number/Job
Code/ Domain
The combination of employee number, job code and domain (if domain code
is given in source file) in the employee job source file should be unique. If
duplicate records are found, the tool processes the last record and logs an
error.
Organization/Domain Source File Impacts and Considerations

The organization/Domain source file helps you create and update organizations based on the
Organization (Org.txt) file. The table below details impacts and considerations for few fields in the
Organization source file.
Field Name
Code

Organization/Domain Code is the unique identifier used to locate an existing
organization across all hierarchies in TotalLMS. Organization/Domain Code
must be unique and never re-used.
If the Organization/Domain code in the source file does not match with
any record in TotalLMS, the tool will create a new organization/domain
record in TotalLMS.
If more than one organization/domain code exists in the source file

(Org.txt), the tool will not process any record with that code and will log
an error.
Name
Organization/Domain name is a required entry that must exist in the source

file. If this field is left blank in the source file, the tool ignores the record. If
more than one instance of the organization/domain name exists, the tool will
not process any duplicate record and will log an error.
Parent Code
Parent Code specified in the source file allows the tool to create a
hierarchical structure for an organization/domain in TotalLMS.
If a circular reference is found in the organization structure, all
19
Field Name

organizations/domains within that circle will have their parent
organization code set to NULL, and they will be created at the root
organization of the given hierarchy. The tool will log this condition.
Hierarchy
Domain
The parent code of any domain must be a domain otherwise the tool will
not process the record and will log an error.
The Hierarchy name is a required entry that must exist in the source file.
If this field is left blank in the source file, the tool ignores the record and
logs an error.
If the given hierarchy does not exists in the Total LMS the tool will
create a new hierarchy.
If the domain indicator is set to 1 in the source file, the tool will create or
update the organization as a domain in TotalLMS. If the domain
indicator is set to NULL or 0 in the source file, the tool will create new
organization or update existing organizations.
The tool cannot convert a domain to organization or cannot move a

domain/organization across hierarchies. If such a situation is identified
in the source file the tool will log an error.
Employee Organization/Domain Source File Impacts and

Considerations
The employee organization source file helps you create and update employee organization
association based upon the Employee/Organization/Domain (EmpOrg.txt) file. The table below details
impacts and considerations for few fields in the Employee/Organization source file.
Field Name
Employee
Number

employee organization/Domain association in TotalLMS. If an Employee
Number is not specified in the source file, then the tool ignores the record
and logs an error.
Code
Organization/Domain code is a required entry that must exist to create or

update an employee organization association in TotalLMS. If an
organization/domain code is not specified in the source file, then the tool
ignores the record and logs an error.
Primary Indicator
Primary indicator allows you to specify whether a particular

organization/domain is a primary organization/domain for an employee. For
more details refer to the:
Domain Indicator
Handling Primary Organizations/Domains section
Handling Secondary Organizations/Domains section
In the HR Data Synchronization Configuration Form:
Domain indicator is used to assign the same code as both Organization

and/or Domain.
If you select the Include domain indicator in emporg check box and if
domain indicator is 1 then the given code will be identified as a domain.
If you select the Include domain indicator in emporg check box and if
domain indicator is 0, then the given code will be identified as a domain
20
Field Name

based on the Organization.
If you Do Not select the Include domain indicator in emporg check box
then domain indicator column will be ignored.
Joining Date
Joining Date is an optional entry. It indicates the date on which an employee

joins the Organization or Domain. The tool uses the system date as default
value, if value for joining date is null or if value provided is in an improper
format.
Employee
Number/ Code/
Domain indicator
The combination of employee number, code and domain indicator (if domain
indicator is given in source file) should be unique. If duplicate records are
found, the tool processes the last record and logs an error.
Handling Primary Organizations/Domains

Listed below are few considerations that the Data Synchronization tool looks for while handling
primary organizations or domains for an employee:
If a primary domain is not specified in either the Emp.txt or EmpOrg.txt file, the default
domain specified in the HR Data Synchronization Configuration Form will be used as the
primary domain.
If the source file contains multiple primary organizations for an employee, the first primary
record will be used to set the primary indicator within TotalLMS. Additional records will be
set as secondary associations and the tool will log this condition.
If the EmpOrg.txt file does not exist, the tool creates or updates primary organization or
domain for an employee based on the entries specified for the same in the Emp.txt file.
If the EmpOrg.txt file exists, the tool creates or updates primary organization or domain for
an employee based on the entries specified in the EmpOrg.txt file thereby ignoring entries
specified for the same in the Emp.txt file.
Handling Secondary Organizations/Domains

Listed below are few considerations that the Data Synchronization tool looks for while handling
secondary organizations or domains for an employee. A secondary organization can only be created
using emporg.txt file.
The existing secondary Emp-Org and Emp-Domain relations created by the tool will be
deleted and the Emp-Org and Emp-Domain relations specified in the source files will be
created.
The existing Emp-Org and Emp-Domain relations created through the UI will NOT be
deleted.
If an employees Emp-Org and Emp-Domain relations are not specified in the source file,
then the existing relations for the employee will not be disturbed.
Note: The Data Synchronization tool differentiates between relations created through the user
interface and data sync, by using the value of the field tblEmporg.EmpOrg_UsrName (Emporg) and TBL_ADM_DomEmp.DomEmp_UsrName (Emp-Domain). If the value in this field is
STSDataSync, then it means that the Emp-Org and Emp-Domain relations were created
through the data sync. Refer to the FAQs section if you want to override the behavior outlined
here.
21
Mapping Data Fields
Employee Managed Organization Source File Impacts and

Considerations
The employee managed organization source file helps you create and update employee managed
organization/domain association based upon the Employee/Organization (EmpmanagedOrg.txt) file.
The table below details impacts and considerations for few fields in the Employee managed Org
source file.
Field Name
Employee
Number

employee managed organization association in TotalLMS. If an Employee
Number is not specified in the source file, then the tool ignores the record
and logs an error.
Organization
Code
Organization/Domain code is a required entry that must exist to create or

update an employee organization association in TotalLMS. If an
organization/domain code is not specified in the source file, then the tool
ignores the record and logs an error.
Include Hierarchy
The value of the IncludeHierInd will determine whether or not the

organization hierarchy will be used when determining viewable users.
Employee/Org
code
The combination of employee number and code should be unique. If

duplicate records are found, the tool processes the last record and logs
an error.
The relationships that were not made by the data synchronization will
not be modified.
All the relationships that were created by the data synchronization and
are not included in the EmpManagedOrg source file will be removed.
The utility will only manage (update or remove) relationships that were
created by the data synchronization.
Mapping Data Fields

Use the table below to do a comparative study of which field in the source file maps to which table and
column in the TotalLMS database. The next section lists data field mappings for:
Employees
Organizations
Jobs
Employee association with organization/Domain
Employee association with jobs
Employee miscellaneous data
Employee managed organization data
The table below gives you a comparative view of entries in the source file and the corresponding updates
in SumTotal 7.6 database. You can compare to see which field names entered in the source file update
which tables and columns in the SumTotal 7.6 database.
22
Mapping Data Fields
Employee Data Fields

Source
Col
Name
SumTotal 7.6
Table
Name
Employee
Number
TblEmp
Emp_No; Emp_ExtID
Name Prefix
TblEmp
Emp_Title
Last Name
TblEmp
Emp_Lname
First Name
TblEmp
Emp_Fname
Middle Initial
TblEmp
Emp_MI
Name Suffix
TblEmp
Emp_Suffix
Position
Title
TblEmp
Emp_Ttl
Employee
Code
EmpCd
EmpCd_Name
Employee
Code
TblEmp
Emp_EmpCdFK
Employee
Status
EmpStat
EmpStat_Name
Employee
Status
TblEmp
Emp_EmpStatFK
10
Manager
Number
TblEmp
Emp_MgrEmpFK
11
Approver
Number
TblEmp
Emp_ApprEmpFK
12
Start Date
TblEmp
Emp_StartDt
13
End Date
TblEmp
Emp_EndDt
14
Last Review
Date
TblEmp
Emp_LastRvwDt
15
Address 1
TblEmp
Emp_Add1
16
Address 2
TblEmp
Emp_Add2
17
City
TblEmp
Emp_City
18
State
TblEmp
Emp_State
19
Zip Code
TblEmp
Emp_Zip
20
Country
TblEmp
Emp_Cntry
21
Email
Address
TblEmp
Emp_Email
22
Phone #1
TblEmp
Emp_Phn1
23
Phone #2
TblEmp
Emp_Phn2
23
Identifier
9
Mapping Data Fields
Source
Col
Name
SumTotal 7.6
Table
Name
24
Fax
TblEmp
Emp_Fax
25
URL
TblEmp
Emp_URL
26
Note
TblEmp
Emp_Note
27
Domain
Code
tblEmpDom
EmpDom_DomFK
28
Organization
Code
TblEmpOrg
EmpOrg_OrgFK
29
Job Code
TblEmpJob
EmpJob_JobFK
30
Active
TblEmp
Emp_Active
31
Enabled
Iwc_Usr
Usr_Enabled
32
UserName
Iwc_Usr
Usr_Name
33
NT Login
Iwc_Usr
Usr_NTLogon
34
Role
Iwc_Usr
Usr_RoleFK
35
Timezone
Iwc_Usr
Usr_TimeZoneFK
36
Currency
Iwc_Usr
Usr_CurrencyFK
37
Language
Iwc_Usr
Usr_LangFK
38
Text1
tblOptEmp
OptEmp_Txt1
39
Text2
TblOptEmp
OptEmp_Txt2
40
Text3
TblOptEmp
OptEmp_Txt3
41
Text4
TblOptEmp
OptEmp_Txt4
42
Memo1
TblOptEmp
OptEmp_Memo1
43
Date1
TblOptEmp
OptEmp_Dt1
44
Date2
TblOptEmp
OptEmp_Dt2
45
Indicator1
TblOptEmp
OptEmp_Ind1
46
Money1
TblOptEmp
OptEmp_Money1
47
Integer1
TblOptEmp
OptEmp_Int1
48
Float1
TblOptEmp
OptEmp_Float1
49
Organization
Joining Date
tblEmpOrg
EmpOrg_JoiningDate
50
Job Joining
Date
tblEmpJob
EmpJob_JoiningDate
24
Identifier
Mapping Data Fields
Job Data Fields

Source
Col
SumTotal 7.6
Name
Table
Name
Job Code
Job
Job_Cd
Job Name
Job
Job_Name
Job URL
Job
Job_URL
Job Note
Job
Job_Note
Job
Domain
Tbl_Adm_DomJob
DomJob_DomFK
Text1
OptJob
OptJob_Txt1
Text2
OptJob
OptJob_Txt2
Text3
OptJob
OptJob_Txt3
Text4
OptJob
OptJob_Txt4
10
Memo1
OptJob
OptJob_Memo1
11
Date1
OptJob
OptJob_Dt1
12
Date2
OptJob
OptJob_Dt2
13
Indicator1
OptJob
OptJob_Ind1
14
Money1
OptJob
OptJob_Money1
15
Integer1
OptJob
OptJob_Int1
16
Float1
OptJob
OptJob_Float1
17
Currency
OptJob
OptJob_CurrencyFK
25
Identifier
9
Mapping Data Fields
Organization Data Fields

Source
Col
SumTotal 7.6
Name
Table
Name
Code
Org
Org_Cd
Name
Org
Org_Name
Parent
Code
Org
Org_PrntOrgFK
Hierarchy
Org
Org_HierTypeFK
Domain
Indicator
Org
Org_DomInd
Address1
Org
Org_Add1
Address2
Org
Org_Add2
City
Org
Org_City
State
Org
Org_State
10
Zip
Org
Org_Zip
11
Country
Org
Org_Cntry
12
Phone1
Org
Org_Phn1
13
Phone2
Org
Org_phn2
14
Fax
Org
Org_Fax
15
URL
Org
Org_URL
16
Note
Org
Org_Note
17
Text1
OptOrg
OptOrg_Txt1
18
Text2
OptOrg
OptOrg_Txt2
19
Text3
OptOrg
OptOrg_Txt3
20
Text4
OptOrg
OptOrg_Txt4
21
Memo1
OptOrg
OptOrg_Memo1
22
Date1
OptOrg
OptOrg_Dt1
23
Date2
OptOrg
OptOrg_Dt2
24
Indicator1
OptOrg
OptOrg_Ind1
25
Money1
OptOrg
OptOrg_Money1
26
Integer1
OptOrg
OptOrg_Int1
27
Float1
OptOrg
OptOrg_Float1
28
Currency
OptOrg
OptOrg_CurrencyFK
26
Identifier
9
Mapping Data Fields
Employee Job Association Data Fields

Source
Col
SumTotal 7.6
Name
Table
Name
Identifier
Employee
Number
TblEmpJob
EmpJob_EmpFK
Job Code
TblEmpJob
EmpJob_JobFK
Domain
Tbl_ADM_DomJob
Primary
Indicator
TblEmpJob
EmpJob_PrmyInd
Joining Date
TblEmpJob
EmpJob_JoiningDate
Employee Organization Association Data Fields

Source
Col
SumTotal 7.6
Name
Table
Name
Identifier
Employee
Number
TblEmpOrg
Code
TblEmpOrg
Primary
Indicator
TblEmpOrg
Role
TblEmpOrg
Domain
Indicator
TblEmpOrg
Joining Date
TblEmpOrg
EmpOrg_JoiningDat
e
Employee Miscellaneous Data Fields

Source
Col
SumTotal 7.6
Name
Table
Name
Employee
Number
TblEmp
Emp_PK
Password
Iwc_Usr
Usr_Password
Can view
domain users
Iwc_Usr
Usr_ViewAllEmpsIn
d
Internal Flag
TblEmp
Emp_InternalInd
Company Code
TblEmp
Emp_CompanyCode
Instructor Flag
Inst
Inst_Pk
Instructor
Approval Flag
TblEmp
Emp_ReqConfirm
27
Identifier
9
Look Up Values
Source
Col
SumTotal 7.6
Name
Table
Name
Instructor
schedule
approver
TblEmp
Emp_ApprEmpFK
PM Password
Iwc_PMUsr
PMPassword
Identifier
Employee Managed Organization Data Fields

Source
Col
SumTotal 7.6
Name
Table
Name
Employee
Number
Iwc_UsrOrg
UsrOrg_UsrFK
Managed
Organization
Code
Iwc_UsrOrg
UsrOrg_OrgFK
Include
Hierarchy Flag
Iwc_UsrOrg
UsrOrg_InclHierInd
TotalPerforman
ce Password
Iwc_Usr
PMPassword
Identifier
Look Up Values
TotalLMS links records within the database through a Primary or Foreign Key relationship. Since these
key values are unknown outside of TotalLMS, the tool will identify the primary or foreign key based on a
value provided in the source file. The table below lists the values and description of how these values link
records through a primary or foreign key in TotalLMS.
Values
Description
Employee Code
The EmpCd table is used to lookup the Employee code in the source file.
If the code is not found in TotalLMS, the tool will create a new employee
code and the details will be updated in the log.
Employee Status
The EmpStat table is used to lookup the Employee status in the source
file. If the status is not found in TotalLMS, the tool will create a new
employee status and the details will be updated in the log.
Hierarchy
The Hierstat table is used to lookup the hierarchy in the source file. If the
hierarchy is not found in TotalLMS, the tool will create a new hierarchy
and the details will be updated in the log.
Role
The lwc_role table is used to lookup the roles in the source file. If the
Role is not found, then the default role specified in the Configuration
Form will be used.
Timezone
The tbl_lms_timezone table is used to look up the timezone in the

source file If the Time zone is not found, then the default time zone
28
Date and Time Fields
Values
Description
specified in the Configuration Form will be used.
Language
The Tbl_lms_lang table is used to look up the Language name in the

source file. If the Language is not found, then the default language
Currency
The tbl_lms_Currency table is used to look up the Currency name in the

source file. If the Currency is not found, then the default currency
Date and Time Fields

All dates must range from 1/1/1754 to 12/31/9999. Dates outside this range will be ignored and the tool
will log an error. Dates in TotalLMS may appear a day early or late depending on the users time zone
settings. Time and date format is configured as mm/dd/yyyy hh:mm:ss, or dd/mm/yyyy hh:mm:ss,
where hh:mm:ss is optional. The dates will be converted to UTC based on given time zone or the
configured default time zone.
Note: To avoid any confusion with the date appearing a day earlier or before, it is recommended that the
date be hard coded with time as 12:00:00 in the source file.
Source File Handling

Employee source file (Emp.txt) is the only mandatory source file. You can configure the source filenames
as per your choice (names used within this document are sample names).
You can configure the tool to:
Copy/Move source files to the History sub folder
Delete the source files
General Logic
If the value in the source file is NULL, data is not overwritten except for End Date and Manager
Number.
For all required fields, if the source file contains invalid data (e.g. bad date field, string too long), the
tool will ignore the entire record and log an error. If invalid data is provided in any other field, the tool
will ignore that particular field and log an error. However, other fields in that record will be processed.
If the source file contains values that are too long to fit in the TotalLMS fields, the values are trimmed
and the modifications logged. However, this logic is not applicable for field names that represent the
unique identifier for a particular source file.
Log files contain the date and time and reside in the Logs subfolder of the installation folder. You can
attach notifications to a log such that an e-mail is sent to configured distribution list at the end of the
synchronization. You can choose the logging level and can also generate logs based on date.
Consistent with how the TotalLMS interface handles case sensitivity in TotalLMS, data provided in the
source file for the synchronization will be matched with either upper or lower case strings of the given
value.
29
Frequently Asked Questions (FAQs)

1. Where is the configuration setting of the tool stored?
The configuration settings of the Data Synchronization tool are stored in the config.xml file. This file is
located in the <installation folder>/Plugins/HRDatasync directory.
2. How do I know the version of the Data Synchronization tool? And how do I know the version
of TotalLMS to which the Data Synchronization tool is connected?
You can view the version information for the Data Synchronization tool on the Help tab of the
configuration form or in the data sync log file. You can view the version of TotalLMS at the top of the data
sync log file.
3. Can I run the Data Synchronization tool through a Scheduled task?
Yes. The Scheduled task should be configured to run the executable file named "DataSync.Exe" with the
argument "/run". For example: C:\Program Files\SumTotal Systems\STSDatasync\DataSync.Exe
/run
4. After synchronization is completed, if the e-mail is not fired, what could be the problem?
Ensure if C:\winnt\system32\cdosys.dll exists on the system. The object CDOSYS is required for the email to be sent once the synchronization is completed. This dll needs to be registered on the machine on
which data synchronization is installed. To register cdosys.dll component on your server run the
command:regsvr32 c:winnt\system32\cdosys.dll
Carry out the following steps on SMTP Server on Windows 2003:
Ensure that the Simple Mail Transport Protocol (SMTP) services is installed and running.
Open the Default SMTP Virtual Server properties dialog box.
Select the Security tab.
Add IWAM_User to the list of Operators.
Restart the IIS. (This step is recommended).
Ensure if IWAM_User has Operator permissions on SMTP Server on Windows 2003 so that notifications
can be sent.
5. How do I verify if the synchronization was successful?
The first step to verifying the success/failure of the run is by looking ay the log file. Look at the message
at the end of the log file. You would find one of the following messages:
*** Migration ended successfully this message suggests that the run was successful
*** Migration ended successfully, but with warnings at this message suggests that the run was
successful partially and there are some data related errors that need to be corrected.
*** Migration failed at this message means that there was some application error which occurred
while the sync was running.
30
6. How do I read the data errors in the log?

When the log file has the message *** Migration ended successfully, but with warnings at, then look for
the data errors in the log file. Look for the steps that start with the word REPORTING. The data errors
are reported under these reporting steps. For example:
*** Step 70: REPORTING Duplicate Employee Numbers, Only The First Duplicate Will Be Processed. 2005/10/22 08:44:48
EmployeeNumber , NumberOfDuplicates
00024167 , 2
00037098 , 2
7. How do old log files get deleted? Do I have any control on retaining files for at least a few
days?
Each time you run the data synchronization tool, millions of records are generated depending on the
number of reported errors. All data that displays in a log file is stored in the database. The database is
loaded with huge amount of records generated and stored. To manage this over head, a Scheduled Job
is set to delete records older than 5 days. You can however, choose to retain records for longer or shorter
durations from the option Remove Log Files Older than (__) Days while configuring the tool from the Email/Logging tab.
8. How are the secondary organizations/domains for an employee handled by the tool?
The configuration settings of the tool are stored in the config.xml a file. The way the secondary
organizations/domains are handled depends on the value of the variable OverrideManualEmpOrg in
the config.xml file. OverrideManualEmpOrg is not configurable through the Configuration form of the
tool; the modification needs to be done directly on the config.xml file after the installation.
If the value of OverrideManualEmpOrg is 0 (Default value),
<var id="OverrideManualEmpOrg" required="1" type="xs:integer">0</var>, then
The existing secondary Emp-Org and Emp-Domain relations created by the data sync will be deleted
and the Emp-Org and Emp-Domain relations specified in the source files will be created.
The existing Emp-Org and Emp-Domain relations created through the UI will NOT be deleted.
Datasync differentiates between relations created through the UI and data sync, by using the value of
the field tblEmporg.EmpOrg_UsrName (Emp-org) and TBL_ADM_DomEmp.DomEmp_UsrName
(Emp-Domain). If the value in this field is STSDataSync, then it means that the Emp-Org and EmpDomain relations were created through the data sync.
If an employees Emp-Org and Emp-Domain relations are not specified in the source file at all, then the
existing relations for the employee will not be disturbed.
If the value of OverrideManualEmpOrg is 1,
<var id="OverrideManualEmpOrg" required="1" type="xs:integer">1</var>, then:
The existing secondary Emp-Org and Emp-Domain relations created by the data sync will be deleted
and the Emp-Org and Emp-Domain relations specified in the source files will be created.
The existing secondary Emp-Org and Emp-Domain relations created through the UI will also be
deleted.
Datasync differentiates between relations created through the UI and data sync by using the value of
the field tblEmporg.EmpOrg_UsrName (Emp-org) and TBL_ADM_DomEmp.DomEmp_UsrName
(Emp-Domain). If the value in this field is STSDataSync, then it means that the Emp-Org and EmpDomain relation was created through the data sync.
If an employees Emp-Org and Emp-Domain relation is not specified in the source file at all, then the
31
9. How are the secondary jobs for an employee handled by the tool?
The existing secondary Emp-Job relations for an employee will be deleted and the Emp-Job relations
specified in the source file will be created.
The existing secondary Emp-Job relations for an employee will be deleted irrespective of whether it
was created by the tool or through the user interface.
If the employees secondary Emp-Job relation is not specified at all, then the existing Emp-Job
relations for the employee will not be disturbed.
10. I am assigning a primary job in employee.txt source file but it is not getting assigned in the
database for the corresponding employee. What could be the reason?
This could be because the Job provided in the Employee file does not belong to the primary domain
provided in the Employee file. If you have Jobs owned by different domains then consider using an
EmpJob source file for assigning Jobs to Employees.
11. I don't have an EmpOrg or EmpJob file; do I need to create empty files?
No. EmpOrg and EmpJob can be left blank in the user interface.
12. Which source files are mandatory?
The Employee source file is the only mandatory source file.
13. What changes to the configuration can improve the performance of the tool?
If the organization structure or jobs do not change after the initial run, then it is advisable to remove the
Organization and Job source files from the configuration or keep the source files empty. This would
reduce the number of steps that the synchronization tool needs to carry out the data sync process.
If you are using SQL Server as the database, provide the source files in Unicode format and select the
option Upload Using BCP. This would speed up the upload process.
If you are using Oracle as the database, select the option Force Database Object Creation option on
the configuration form for subsequent runs.
14. Can I change the hierarchy of an existing organization through the Organization.txt file?
No. If you provide a new hierarchy name for an existing organization, you will get an error. You need to
delete the old hierarchy or the organization before running the tool with the new hierarchy in place.
15. Is there a way to change the database connection information through the user interface?
Yes. You can do this using the database option in the file menu of the user interface while configuring.
16. I am seeing duplicate Employees after running the tool. What could be the reason?
The Data Synchronization tool uses Employee Extension ID (tblemp.emp_extid) to lookup existing
employees. The tool updates the ExtID with the employee number for all new employees. If the Employee
Number is changed from the user interface, you need to select the Honor manual updates to Employee
Number option in the Data Synchronization utility Configuration form. This option will enable the utility to
update the ExtIDs with the current employee number. If the option is not selected, the utility will not
update ExtIDs this may result in duplicate employee records.
32
17. How are Employees Managed Organizations handled by the tool?

The configuration settings of the Data Synchronization tool are stored in the config.xml file. The way
Employee-Managed Organizations are handled, depends on the value of the variable DelMngdOrg in
config.xml.
DelMngdOrg is not configurable through the Configuration form of the tool; the modification needs to be
done directly on the config.xml file after the installation.
If the value of DelMngdOrg is 0 (Default value), <const id="DelMngdOrg">0</const> then:
The existing Employee Managed Organization relations created by the tool will be deleted and the
Employee Managed Organization relations specified in the source files will be created.
The existing Employee Managed Organization relations created through the user interface will NOT
be deleted.
If an employees Managed Organizations relations are not specified in the source file at all, then the
If the value of DelMngdOrg is 1, <const id="DelMngdOrg">1</const>, then:
Employee Managed Organization relations specified in the source files will be created.
The existing Employee Managed Organization relations created through the user interface will
ALSO be deleted.
If an employees Managed Organizations relations are not specified in the source file at all, then the
Employee Managed Organization relations specified in the source files will be created
The existing Employee Managed Organization relations created through the user interface will NOT
be deleted.
Even if an employees Managed Organizations relations are not specified in the source file, then all
existing relations for the employee created by the tool will be deleted.
The existing secondary Employee Managed Organization relations created by the tool will be
deleted and the Employee Managed Organization relations specified in the source files will be
created.
The existing Employee Managed Organization relations created through the user interface will
ALSO be deleted.
Even if an employees Managed Organizations relations are not specified in the source file, then all
existing relations for the employee created by the tool and relations created through the user interface will
be deleted.
Note: The Data Synchronization tool differentiates between relations created through the user interface
by using the value of the field iwc_UsrOrg.UsrOrg_UsrName. If the value in this field is
STSDataSync, then it means that the relations were created through the data sync.
18. Can I reset Learner/ Manager Preferences of all existing users as configured in the tool?
Yes. You can do this manually by setting the preference OverwriteUserPrefreces value to 1 in the
config.xml file. By default, the value in config.xml file is set to 0. If you reset this value is to 1 and then
run the tool, preferences of all Learners and Managers in the system will be reset.
The following Preference value in config.xml has to be set to 1:
<pref id="OverwriteUserPrefreces">0</pref>
33
19. Can I have sample source files?

Yes. Embedded below is a zip file that contains sample source files that cover all the testing scenarios for
the tool.
E:\Gits\Processes\
Work\Docs\PSE Relea
34
Appendix
Appendix
This section lists the languages, time zones, and currencies that the Data Synchronization tool supports.
Languages
The languages that the Data Synchronization tool supports include:
Afrikaans
English (Belize)
Albanian
English (Canada)
Arabic (Algeria)
English (Caribbean)
Arabic (Bahrain)
English (Ireland)
Arabic (Egypt)
English (Jamaica)
Arabic (Iraq)
English (New Zealand)
Arabic (Jordan)
English (Philippines)
Arabic (Kuwait)
English (South Africa)
Arabic (Lebanon)
English (Trinidad)
Arabic (Libya)
English (United Kingdom)
Arabic (Morocco)
English (United States)
Arabic (Oman)
Estonian
Arabic (Qatar)
Faroese
Arabic (Saudi Arabia)
Farsi
Arabic (Syria)
Finnish
Arabic (Tunisia)
French (Belgium)
Arabic (United Arab Emirates)
French (Canada)
Arabic (Yemen)
French (France)
Armenian
French (Luxembourg)
Azeri (Cyrillic)
French (Switzerland)
Azeri (Latin)
FYRO Macedonian
Basque
Gaelic (Ireland)
Belarusian
Gaelic (Scotland)
Bulgarian
German (Austria)
Catalan
German (Germany)
Chinese (China)
German (Liechtenstein)
Chinese (Hong Kong SAR)
German (Luxembourg)
Chinese (Macau SAR)
German (Pseudo)
Chinese (Singapore)
German (Switzerland)
Chinese (Taiwan)
Greek
Croatian
Hebrew
Czech
Hindi
Danish
Hungarian
Dutch (Belgium)
Icelandic
Dutch (The Netherlands)
Indonesian
English (Australia)
Italian (Italy)
35
Appendix
Italian (Switzerland)
Spanish (Dominican Republic)
Japanese
Spanish (Ecuador)
Japanese (Pseudo)
Spanish (El Salvador)
Korean
Spanish (Guatemala)
Latvian
Spanish (Honduras)
Lithuanian
Spanish (Mexico)
Malay (Brunei)
Spanish (Nicaragua)
Malay (Malaysia)
Spanish (Panama)
Maltese
Spanish (Paraguay)
Marathi
Spanish (Peru)
Norwegian (Bokml)
Spanish (Puerto Rico)
Norwegian (Nynorsk)
Spanish (Spain)
Polish
Spanish (Uruguay)
Portuguese (Brazil)
Spanish (Venezuela)
Portuguese (Portugal)
Sutu
Raeto-Romance
Swahili
Romanian (Moldova)
Swedish (Finland)
Romanian (Romania)
Swedish (Sweden)
Russian
Tamil
Russian (Moldova)
Tatar
Sanskrit
Thai
Serbian (Cyrillic)
Tsonga
Serbian (Latin)
Turkish
Setsuana
Ukrainian
Slovak
Urdu
Slovenian
Uzbek (Cyrillic)
Sorbian
Uzbek (Latin)
Spanish (Argentina)
Vietnamese
Spanish (Bolivia)
Xhosa
Spanish (Chile)
Yiddish
Spanish (Colombia)
Zulu
Spanish (Costa Rica)
36
Appendix
Time Zones
The time zones that the Data Synchronization tool supports include:
Africa/Algiers
Africa/Luanda
America/Vancouve
r
Europe/Brussels
Europe/Bucharest
America/Winnipeg
Europe/Budapest
America/Anchorag
e
Asia/Anadyr
Asia/Calcutta
Europe/Copenhag
en
America/Barbados
Asia/Colombo
Europe/Dublin
America/Buenos
Aires
Asia/Dacca
Europe/Gibraltar
Asia/Dhaka
Europe/Helsinki
America/Chicago
Asia/Hong Kong
Europe/Istanbul
America/Cuiaba
Asia/Irkutsk
Europe/Kaliningrad
America/Curacao
Asia/Jerusalem
Europe/Kiev
America/Dawson
Creek
Asia/Kabul
Europe/London
America/Denver
Asia/Kamchatka
America/Edmonton
Asia/Karachi
Europe/Luxembour
g
Asia/Krasnoyarsk
Europe/Madrid
America/Fortaleza
Asia/Magadan
Europe/Monaco
America/Halifax
Asia/Novosibirsk
Europe/Moscow
America/Indianapo
lis
Asia/Riyadh
Europe/Oslo
America/La Paz
Asia/Singapore
Europe/Paris
America/Los
Angeles
Asia/Tbilisi
Europe/Prague
Asia/Tokyo
Europe/Rome
Europe/Samara
Europe/Simferopol
Europe/Sofia
Europe/Stockholm
Europe/Tallinn
Europe/Tirane
Europe/Vienna
Europe/Vilnius
Europe/Warsaw
Europe/Zurich
America/Adak
America/Manaus
Asia/Vladivostok
America/Mazatlan
Asia/Yakutsk
America/Mexico
City
Asia/Yekaterinburg
Asia/Yerevan
America/Montreal
Atlantic/Bermuda
America/Nassau
Atlantic/Canary
America/New York
Australia/Adelaide
America/Noronha
Australia/Brisbane
America/Phoenix
Australia/Darwin
Australia/Hobart
Australia/Lord
Howe
GMT
Pacific/Auckland
America/Puerto
Rico
America/Regina
America/Rio
Branco
Australia/Perth
Pacific/Chatham
America/Sao
Paulo
Australia/Sydney
Pacific/Honolulu
Pacific/Wake
America/St Johns
Europe/Amsterda
m
UTC
America/Tijuana
Europe/Athens
Europe/Berlin
37
Appendix
Currencies
The time zones that the Data Synchronization tool supports include:
Afghani
Cuban Peso
Algerian Dinar
Cyprus Pound
Andorran Peseta
Czech Koruna
Argentinean Peso
Dalasi
Armenian Dram
Danish Krone
Aruban Guilder
Denar
Australian Dollar
Djibouti Franc
Austrian Schilling
Dobra
Azerbaijanian Manat
Dominican Peso
Bahamanian Dollar
Dutch Guilder
Bahraini Dinar
Barbados Dollar
ECU (pre-1998 Historic, use

EUR)
Belarusian Ruble (Historic, use

BYR)
Ecuadorean Sucre
Egyptian Pound
Belarussian Ruble
El Salvadoran Colon
Belgian Franc
Ethiopian Birr
Belize Dollar
Euro
Bermudian Dollar
Falkland Islands Pound
Bolivian Boliviano
Fiji Dollar
Brazilian Real
Finnish Markka
Brazilian Cruzeiro Real (Historic,

use BRL)
Franc Congolais
French Franc
British Pound Sterling
German Mark
Brunei Dollar
Gibraltar Pound
Bulgarian Lev
Gourde
Burundi Franc
Greek Drachma
Canadian Dollar
Guinea Franc
Cape Verde Escundo
Guinea-Bissau Peso
Caribbean Dollar
Guyana Dollar
Cayman Islands Dollar
Honduran Lempira
Cedi
Hong Kong SAR Dollar
CFA Franc BCEAO
Hungarian Forint
CFA Franc BEAC
Iceland Krona
CFP Franc
Indian Rupee
Chilean Peso
Indonesian Rupiah
Chinese Yuan Renminbi
Iranian Rial
Columbian Peso
Iraqi Dinar
Comoro Franc
Irish Punt
Convertible Marks
Israeli Shekel
Costa Rican Colon
Italian Lira
Croatian Kuna
Jamaican Dollar
38
Appendix
Japanese Yen
Ouguiya
Jordanian Dinar
Paanga
Kenyan Shilling
Pakistani Rupee
Kina
Panamanian Balboa
Kip
Paraguayan Guarani
Korean Won
Peruvian Nuevo Sol
Kroon
Philippine Peso
Kuwaiti Dinar
Polish Zloty
Kwanza
Polish Zloty (Historic, use PLN)
Kyat
Portuguese Escundo
Lari
Pula
Latvian Lats
Qatari Rial
Lebanese Pound
Quetzal
Lek
Rial Omani
Leone
Riel
Lev (Historic, use BGN)
Romanian Leu
Liberian Dollar
Rufiyaa
Libyan Dollar
Russian Ruble
Lilangeni
Lithuanian Litus
Russian Ruble (Historic, use

RUB)
Loti
Rwanda Franc
Luxembourgian Franc
Saint Helena Pound
Macanese Pataca
Saudi Riyal
Malagasy Franc
Seychelles Rupee
Malawian Kwacha
Singapore Dollar
Malaysian Ringgit
Slovakian Koruna
Maltese Lira
Slovenian Tolar
Manat
Solomon Islands Dollar
Mauritius Rupee
Som
Metical
Somali Shilling
Mexican Peso
South African Rand
Moldovan Leu
Spanish Peseta
Moroccan Dirham
Sri Lanka Rupee
Naira
Sudanese Dinar
Nakfa
Suriname Guilder
Namibia Dollar
Swedish Kroner
Nepalese Rupee
Swiss Franc
Netherlands Antillian Guilder
Syrian Pound
New Zealand Dollar
System Default
Ngultrum
Taiwan Dollar
Nicaraguan Cordoba Oro
Tajik Ruble (Historic, use TJS)
None
Tajik Somoni
North Korean Won
Taka
Norwegian Krone
Tala
39
Appendix
Tanzanian Shilling
Uruguayan Peso Uruguayo
Tenge
Uzebekistan Sum
Thai Baht
Vatu
Timor Escundo
Venezuelan Bolivar
Trinidad and Tobago Dollar
Vietnamese Dong
Tugrik
Yemeni Rial
Tunisian Dinar
Yugoslavian Dinar
Turkish Lira
U.S. Dollar
Yugoslavian Dinar (Historic, use

YUM)
UAE Dirham
Zambian Kwacha
Uganda Shilling
Zimbabwe Dollar
Ukrainian Hryvnia
40

Working With The Data Synchronization Tool

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Working With The Data Synchronization Tool

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Working with the

Data Synchronization Tool

Applied Business Logic ....................................................................................... 3

Mapping Data Fields............................................................................................. 3

Working with the Data Synchronization Tool on TotalLMS 7.6

Employee association with organizations

Employee association with jobs

Employee miscellaneous information such as password.

Organizations managed by employees.

Benefits of Using Data Synchronization Tool

Create a shared network folder for placement of the data synchronization

Minimum Software Requirements

Minimum Software Requirements

Windows NT 4.0 SP6 or higher

OSQL utility (SQL Server)

BCP utility (SQL Server, if Upload Using BCP option is used)

MS Runtime Scripting Library

SMTP Mail Server (CDOSYS)

MSXML v3.0 or higher

Database Platform: SQL Server 2005 or Oracle 10g

Working with Data Synchronization Tool

Creating Data Source Files

Creating Data Source Files

Description Provides a brief description of the field name.

Size Specifies a size limit for the field name.

Unique Suggests unique field names that cannot be duplicated in TotalLMS

Creating Data Source Files

Creating Data Source Files

URL for the

Creating Data Source Files

* Denotes maximum character length for SQL Server.

Creating Data Source Files

Unique Job Code

Information URL for

Job Owner Domain

Creating Data Source Files

Employee Job Association Details

Creating Data Source Files

Employee Organization Association Details

Creating Data Source Files

Creating Data Source Files

Employee Miscellaneous Details

Applied Business Logic

Employee Managed Organization Details

Applied Business Logic

Employee Source File Impacts and Considerations

Impacts and Considerations

The employee number will be placed into the employee external

If you update the employee number from the user-interface, the

Applied Business Logic

Impacts and Considerations

Updated for an existing employee record.

Reused for disabled users.

Set to DS+PK if the employee is set to inactive and disabled.

Set to DS+PK if the employee is set to inactive and disabled, for a

If the Auditing (CFR) module is not installed, username will be:

Updated if a new username is given in the employee source file, for

The employee miscellaneous file is not configured at all.

Applied Business Logic

Impacts and Considerations

Active and Login

Users with active accounts are viewable in TotalLMS. A user with an

Users whose accounts are enabled can access TotalLMS. A