Download all user data in portal

Intended Audience:  Admins, Managers

Summary

Download all your user settings and information, aka metadata, including custom user data, in comma-separated value (CSV) format. This download contains most of the data available from a user's profile.

Use a spreadsheet to view and filter all users based on criteria you create in the spreadsheet.

Note: this downloadable CSV is different from the downloadable CSV about users, available from Users > Batch Upload. The two CSVs aren't interchangeable.

The two CSVs contain different data, and the batch upload CSV is designed to make batch uploads easy.

Set filters to download a subset of user data

Within the Users page, you can set filters to select a subset of users, and then export that subset to a CSV. For example you can select:

·        usertype learner only

·        users created after a specific date, aka most recent users

·        by membership type

·        by group

The following screenshot shows the filter available on Users. In this example the filter selects data for learners with enabled accounts, who belong to the Communications group.

​

Access permissions to export user data

1. All Admins can export all users and all their data in a portal
   

1. Managers can export data for all the users they manage in groups.
   

The rule of thumb: if the manager can view the user's profile, then the manager has permissions to download the user's data.

If users belong to additional groups outside the manager's remit, the data related to those groups is not included in the manager's download.

The exported data for managers lists the date that users were created or invited, but doesn't include who created or invited them.

Export user data

1.     From main navigation, go to Users.

2.     Optional: set filters to select a subset of users in the portal.

3.     From the Actions menu, select Export to Excel. 

4.     From the dialog that appears, select the link to download the file.

The following screenshot shows the option for admins, in Actions.

1. From the dialog that appears, select the link to download the file.
   

• Related Articles

• Admins: Custom user data: setup custom fields

  Intended Audience: Administrators Summary Custom user data fields let you record additional user information in users' profiles. Custom user data fields in Safety Made Simple: Provide criteria for filtering learners into groups for automated ...

• Admins: Dynamic rules: use custom user data or email domain to assign users to groups

  Intended Audience: Administrators Summary Use email domains, account creation date and custom user data to filter your users into groups, as soon as you create them. Dynamic rules can both add and remove users based on changes in their data. Creating ...

• Download group names and descriptions

  Intended Audience: Admins, Managers Summary Admins can download group metadata to a CSV file, including group names, identifiers, descriptions and associated manager names. This CSV can convert easily to a pivot table for routine reports. This ...

• Admins: Custom user data and dynamic rules: editing options

  Intended Audience: Administrators Summary Learn what parts of custom user data you can change while dynamic rules are active. As background for editing custom user data, see: Custom user data: set up custom fields with details about field types ...

• Admins: Batch user upload: overview and options explained

  Intended Audience: Administrators Summary Create, invite or update data for large numbers of users by uploading a CSV file: this article covers the feature, and its options in detail. The batch user upload feature is an effective tool for admins to ...