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Custom user data: set up custom fields

Jim
  • Updated

Add fields to your learners' profiles related to your organization

Set up custom user data fields to manage details about your learners and your organization. 

Availability: all customers

Custom user data fields in LearnUpon:

  • provide criteria for filtering learners into groups for automated enrollments
  • let you filter learners for reports
  • support integrations like SSO SAML, Salesforce, Personio and BambooHR. You can set up LearnUpon fields to match data fields in other software platforms

By default each portal has 10 custom user data fields available. Contact your customer success manager if you need more fields to manage your data.

You can make the fields optional, or mandatory. 

Set up fields so that either:

  • an admin completes the fields, either one by one, or using a batch user upload. See Upload users by batch CSV file
  • learners complete these fields when they log in for the first time. They can also access the fields from their user profile. See Users: the basic profile

Field types improve the quality of your data: they limit what kind of characters the field accepts. Field types keep you and your users from entering the wrong type of data: for example, you can't enter decimal numbers in a field with Integer type.

The following screenshot shows a learner's profile viewed by an admin. The profile shows a mix of sample custom user data fields. 

Sample_profile_showing_custom_user_data_fields.png

Field types, in detail

When Field type is enabled, you set a field to accept:

  • String: text and/or numbers
  • Decimal: numbers only, with decimals allowed
  • Integer: numbers only, no decimals allowed
  • Date: YYYY-MM-DD required for batch upload, upload through the API or SSO SAML
  • String Choice: words or numbers, from a list you provide - no free text
  • Decimal Choice: numbers with decimals allowed, from a list you provide - no free text
  • Integer Choice: whole numbers, from a list you provide - no free text

Note: the YYYY-MM-DD format is required for custom user data fields that contain dates. This format supports integrations for LearnUpon like SSO SAML, and services like batch user upload and API automations.

After you select a field type and save it, you can't change its type completely - in particular, from String type to Date, or one of the numeric types and vice versa. For example:

  • you can change a String field to String Choice, but not to Decimal
  • you can change a field type within the numeric formats - so change Decimal to Integer or Integer Choice - but you can't change Decimal to String

The following screenshot shows the choices available for a numeric field type. This example is editable by users, but not mandatory.

custom_user_data_field_numeric_type_editable_not_mandatory.png

Create a text user data field

  1. Navigate to Settings > Users > Custom User Data and select Create New Field.
  2. Enter a name for the field in Name. 
  3. Optionally:
    • select Editable to let learners fill in their own data
    • select Mandatory to require a text entry, before the user can continue to their dashboard. This option is available only if you also select Editable
  4. Select Save to finish. 

The following screenshot shows a new field with Editable and Mandatory selected.

custom_user_data_field_string_type_editable_mandatory.png

Create a drop-down user data field for a choice type field

  1. Navigate to Settings > Users > Custom User Data and select Create New Field.
  2. Enter a name for the field in Name. 
  3. In Comma separated values enter a list of options separated by a comma. 
  4. Optionally:
    • select Editable to let learners fill in their own data
    • select Mandatory to require a text entry, before the learner can continue to their dashboard. This option is available only if you also select Editable
  5. Select Save to finish.  

The following screenshot shows the entries which will appear as options in a String Choice field. The field is not editable by learners.

custom_user_data_field_drop_down_with_choices.png

Editing string choice fields

Admins can change any custom user data fields before they're put into use as filters or to apply to dynamic rules.

When your custom user data fields are in use, to manage group membership, enrollments, or integrations, you must edit carefully to avoid affecting your existing learners. 

For string choice fields: you can replace a value in the series, without changing the other values.

Correct: change existing values without changing order

For Office site string choice, you can change 

Dublin,Belgrade,Philadelphia to Toronto,Belgrade,Philadelphia 

Learners who had office site Dublin now have office site Toronto.

Incorrect: change existing values and order of values

For Office site string choice: if you change the order of the string choices, you lose the value of the changed entry. 

Dublin,Belgrade,Philadelphia to Belgrade,Philadelphia,Toronto 

Learners who had office site Dublin now have no entry for office site. 

New learners can select from Belgrade, Philadelphia or Toronto.

See also Custom user data and dynamic rules: editing options.

See: 

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