So every month we pull a report from our HR software which pulls all new employees and all promotions. We then meddle with the report and put it into a user upload csv and upload to Docebo. The problem we are running into is that if someone gets promoted from standard employee to manager we need their profile to update that they have direct reports, they are now a power user, and give them the power user profile. We don’t have if they are a power user or not from the HR software so if we added a new column for the power user that is a yes or no, we’d have to go through 500 employees and determine who is a power user and who isn’t each time we do an upload which isn’t really feasible.
Is there any way to do this?
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Hi @Ashjj - I used to do this by hand, but now we have Learn Data that puts the info in a data lack. We then compare the Docebo data to the HR data and flag the ones that do not match for updates. Supplying the info in a format that allows me to pull the report, save it as a CSV and upload it to Docebo.
Your HR Report will say who is a manager. You do an update on the users that are now managers where “is a manager” is set to Yes, set them as power users, and assign a power user profile (with one CSV).
Then you can have a second for updating the direct reports of the users with the username of the new manager. If there are no new managers, you only have to run this update.
If you plan it right, putting all of the first report at the beginning of the CSV, you can do it in one report. I found that trying to do it in one, that I always got caught by something. It is just easier to split it in two.
With two CSVs you just run the first one, wait for it to process, do your checks and then run the second. All of work is with the index / match work in excel on your HR data.
Once all the CSVs are done, you will have to update the power user resources for the new managers.
I feel like the heart of your question is around the HR data. To deal with that you pull the HR report to find out who is a manager.
Then you pull a user report from the system to see which users are managers and which users are not.
You use index / match in excel to determine if the user is already in your Docebo and what they are in Docebo (a user or a power user).
This isn’t too hard, but I do a LOT of excel stuff.
Hi! Automated permissioning is always fun right?
Have you looked at using the automation app? It seems like you might be able to accomplish this using the “User additional field value” condition paired with the “Import Power User Mapping via CSV” action. I’m pasting a link at the bottom that might be helpful. NOTE: In your scenario, it sounds like you are only trying to target managers to update their Power User profiles. I think the utility below would be helpful if you’re only having to manually manage the file into a small number of “groups” in your employee data file (for example: Superadmins, PowerUsers, Learners) - not sure it would be manageable from the monthly maintenance side if you had more than 3-4 user levels
If your HRIS is passing a simple yes/no manager flag (as a YES or a 1 maybe?), possibly try setting up an automation rule like below, import your Power User mapping schema, and then upload an employee file. In theory any employee who has been promoted to a manager in your file upload would automatically be recognized by the automation app and import the Power User Profile tied to that.
