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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

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

Creating Data Source Files

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

Creating Data Source Files

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

Creating Data Source Files

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

Creating Data Source Files

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

Creating Data Source Files

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
consideration the type, size, format, required, and unique specifications listed in the table below.
11

Creating Data Source Files

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

Creating Data Source Files

13

Creating Data Source Files

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
consideration the type, size, format, required, and unique specifications listed in the table below.
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)

Applied Business Logic


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

Applied Business Logic

Field Name
UserNames

Impacts and Considerations


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

Applied Business Logic

Field Name

Impacts and Considerations


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

Applied Business Logic

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

Impacts and Considerations


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

Applied Business Logic

Field Name

Impacts and Considerations

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

Impacts and Considerations


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

Applied Business Logic

Field Name

Impacts and Considerations


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

Impacts and Considerations

Employee
Number

Employee number is a required entry that must exist to create or update an


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

Applied Business Logic

Field Name

Impacts and Considerations


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

Impacts and Considerations

Employee
Number

Employee number is a required entry that must exist to create or update an


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
specified in the Configuration Form will be used.

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
specified in the Configuration Form will be used.

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)

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

Frequently Asked Questions (FAQs)

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
existing relations for the employee will not be disturbed.

31

Frequently Asked Questions (FAQs)

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

Frequently Asked Questions (FAQs)

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
existing relations for the employee will not be disturbed.
If the value of DelMngdOrg is 1, <const id="DelMngdOrg">1</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
ALSO be deleted.

If an employees Managed Organizations 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 DelMngdOrg is 2, <const id="DelMngdOrg">2</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.

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.
If the value of DelMngdOrg is 3, <const id="DelMngdOrg">3</const>, then:

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

Frequently Asked Questions (FAQs)

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