Learn365 Updater Administrator Guide

Introduction

This article provides an overview and general instructions for the Updater managed solution, which is provided by the Zensai Global Delivery division.

 

Availability

The Updater managed solution is available only to Success Plus and Success Premium customers.

 

Prerequisites and access

• Success Plus or Success Premium subscription.
• Learn365 API key (Full Control permissions and created in the customer’s tenant).

 

Support and maintenance

• If you encounter issues when using this solution, contact your Customer Success Manager.
• If you want to provide feedback and ideas, contact your Customer Success Manager.

 

Overview

The Updater managed solution enables users to update multiple course properties for multiple courses all at once. You are able to schedule updates to happen in the future or update the courses immediately. 

This guide will cover the following:

• Updater Authentication.
• Updater Settings.
• Bulk Update View.
• Creating a Bulk Update.
• Scheduling a Bulk Update.
• Selecting Courses to Update.
• Adding Update Operations.
• Demo Walkthrough

Accessing the Updater Service

To access the Updater solution, follow these steps:

1. Access the Automation Center page.

2. Select the Updater section in the left navigation menu.

 

 

For more information on Automation Center Permissions, please see this article.

 

 

Updater Settings

• Email address. This will be used for notifications when updates have been successfully completed, or if there were errors pulling any reports. Note that any times referenced in notifications use UTC times.
• Learn365 API key. This will be populated from when you first logged in. The Updater uses this to access your Learn365 environment.  For more information on generating a Learn365 API key in your tenant, please refer to this article.  

 

Bulk Update View

Bulk Update (main screen)

On the Bulk Update page, you will see an overview of the previously completed or scheduled updates with the option to search for updates, create new updates, or delete old update history.

The following columns will be available on the Bulk Update page:

Name. Displays the name of the update. The name can be provided when creating a new update.

Status. Displays the current status of the update.

The status might be one of the following:

• Scheduled (when an update is scheduled to occur in the future)
• In Progress (when an update is actively running and updating)
• Completed (when an update has been completed)
• Failed (when an update has failed)

Start Date. Displays the date and time for when the update has started.

End Date. Displays the date and time for when the update has been completed.

Creation Date. Displays the date and time for when the update was created.

Modified Date. Displays the date and time for when the update was last modified or edited.

 

Creating a Bulk Update 

To create an update, follow these steps:

1. From the Bulk Update page, select Create new. 
2. Enter the basic details for your report:

• • Enter a Name. This is a required field. 
  • Choose a schedule (if a scheduled update is desired)
  • Choose a start date (if schedule is checked).

Scheduling a Bulk Update

A bulk update is scheduled through the Basic Details when creating an update. You can choose any date and time in the future that you would like the update process to start.

 

Selecting Courses to Update

After defining the Basic details for the update, you then must select the courses you would like to update through the Courses to update tab.

1. Select the course from Available courses. 
2. View all of your currently selected courses in the Selected Courses section. 

You are able to search for courses by their name or course catalog name using the search bar. You are also able to filter the available courses via Title, Catalog, Tags, Categories, or Admins using the Select Filter button. 

 

Adding Update Operations

Update operations are able to be selected once the Basic details and Courses to update sections have been completed. 

To add an update operation, follow these steps:

1. Select Add Update Operation.
2. Select one of the fields that is available to be updated.
3. Select an action.
4.  Provide a new value (this option may or may not be available based on the action that was selected). 

A list of available actions are below:

• Add Before (Adds text before what currently exists)
• Add After (Adds text after what currently exists)
• Delete
• Delete All (Deletes all of the selected field from the course)
• Delete Selected (Deletes only the selected item from the course)
• Replace (Replaces text of what currently exists)
• Update (Updates an existing item with a new item)

User Updates

In addition to updating courses, you are also able to merge Users via the Updater. Merging users takes all of the records and data from one users account and merges it into another account. The most common use case for merging users is for duplicate accounts in Learn365. This usually happens when a user is removed from your Microsoft environment and then recreated sometime later. If this occurs, you can use the User Updater to merge the old account into the new account.

NOTE   

The merge of accounts is applicable to Learn365 data only. This action can't be undone.

 

Triggering a User Merge

Below are the steps to complete a user merge.

1. Click Create New on the Users in the Updater.
2. Input a name for your Merge
3. Click either Add Update Operation or Suggest Merge. 
4. Select your Users. 
5. Click on Merge.

NOTE   

The merge process can take time to complete. The Updater will send a notification once the merge process has started, but it will take additional time as the records are brought over into the correct account. 

 

Selecting Users to Merge

When completing a user merge, you can either manually select the accounts to merge or get a suggestion. 

 

Manually Selecting Users

To manually select the users to merge, you will first need to add an update operation.

The user on the left is going to be the user that you want all the records transferred from. The user on the right is going to be the account that gains all of the records from the account on the left. 

 

To assist with identifying and selecting the correct users, you are able to click on the blue person icon next to the dropdown. This will open a screen with more details to help select your users:

Once you are happy with your merge operations, you can click on Merge at the bottom to start the merge process.

 

Getting Merge Suggestions

The Updater has the ability to suggest users that may need to be merged. You can access these suggestions by selecting Suggest Merge. 

This will open up a screen with suggested merges. A merge will be suggested if the tool can find users who have matching emails, and one of the users is marked as deleted. 

Select the suggestions that you would like to merge with and then click on Add. You should now see the update operations filled out with the selections that you had made.

Demo Walkthrough of the Updater solution

Watch the following video for a detailed walkthrough of the process for accessing and setting up the Updater managed solution.