CSV Requirements and Best Practices

Document created by Ike Bennion Administrator on Apr 28, 2016Last modified by Demi Kureghian (Miles) on Apr 10, 2017
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This guide will help you to understand the requirements and best practices for fields that should be included in a user data CSV. Bridge user data is pretty easy, but this document will help you to think about your CSV and what data should come into Bridge. Note that for the file itself, the data must be in .csv format and the columns can appear in any order. Below are more requirements that are field specific.

 

 

Requirements

 

Must Haves

A Bridge CSV must have:

    1. A field to be used as the Unique Identifier (UID). This data point also serves as the user login.

      • This field must not contain any duplicates.

      • Can be any string of characters (including spaces), or numbers.

    2. The UID should:

      • Not recycle a string to represent another user.

      • Not change.

    3. UTF-8 encoding. Most data softwares like Excel, Google Sheets and others export using UTF-8 while some HRIS systems may compile reports in a format other than UTF-8. Though, settings sometimes can be adjusted to export in UTF-8.
      • For companies that have employees with names containing special characters (é, ñ, ç, ł, etc.), this requirement is essential. Bridge will accept CSVs not encoded with UTF-8 but the characters will not appear.

 

Should Haves

Bridge user CSVs should have:

    1. An email address. This string must be in email format (like: abcd@xyz.xy or abcd@xyz.xyz)
      • This string cannot contain any invalid characters, like spaces.
      • Bridge will not upload a line that contains invalid emails.

 

 

Good to Haves

 

Any data on top of the two fields listed above is awesome to create Smart Groups from. Here’s some thoughts on things you should bring into Bridge from your HR data.

 

Organizational Data

    • Manager UID
    • Department/division/team
    • Cost center (if different than Department)
    • Product delineations
    • Employee status (FT/PT/contractor/temp/intern, etc.)

 

Geographic Data

    • Country/state
    • Names of company locations
    • Location codes (if easily understood/referenced by Admins)
    • Corporate or geographic regions

 

Job Function Data

    • Job title
    • Job function
    • Required job certifications
    • Jobs requiring any compliance trainings (animal handling/noise/biohazard, etc.)

 

Bridge recommends against uploading sensitive or private data (Social Security numbers, health data, home addresses, etc.). However, some personal data to consider:

    • Name
      • This can appear as:
        • First (as a single column)
        • Last (as a single column)
        • First Last
        • Last, First
    • Email
    • Language
      • Bridge allows you to define what language the learner will experience in all user interface interactions with Bridge (emails, language in Bridge navigation, but not course content unless if the course has been translated by the author). The CSV should be formatted with the corresponding language indicator:
        Language
        Indicator
        Czech

        cs

        Germande
        English (US)en
        English (Australian)en-AU
        English (UK)en-GB
        Spanishes
        Estonianet
        Frenchfr
        French Canadianfr-CA
        Italianit
        Lithuanianlt
        Latvianlv
        Dutchnl
        Polishpl
        Brazilian Portuguesept-BR
        Russianru
        Turkishtr
        Chinesezh
        Koreanko
        Japaneseja

 

      • If a language is not mapped in CSV upload, Bridge will default the user settings to English. If you map a preferred language and some fields are null, Bridge will default the corresponding users with the null fields to English.
      • If the fields do not appear in lowercase or do not match exactly as indicated as above, the CSV upload will generate a failure and no users will be uploaded/updated.
    • A default password. The Bridge team can enable password upload for your account if your users are unable to set a password through the Welcome to Bridge email.

 

If you are required (sometimes by law) to target training to certain groups, you should consider:

    • Gender
    • Ethnicity

 

 

Additional Resources

 


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