HR Integration/Add Multiple Users Error List and How to Resolve

There are two ways to import data into the SafetySkills LMS, “Add Multiple Users” and HR Integration. Below is a list of the possible error messages that might be received when using either of these import methods. For each we have outlined who would be the first to take actions to try to resolve the error.

If you have any questions please contact us at [email protected] or 405-463-6656, option 2.

• Login is associated with a deactivated user, please use another.
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • User(s) are listed on the upload sheet that are currently deactivated and are in the archive.
  • Possible resolution options:
    • Verify that the users is or should be active in the LMS, then recover the user from the archive. Instructions on how to reactivate a user can be found on our forum.
  • Link to help article:
    • How To Deactivate and Reactivate Users
• Login must be at least 3 characters
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • The data in the login field is not 3 characters long.
  • Possible resolution options:
    • Establish a 3 character login for the user which can be pulled when the file is being created. Will probably require collaboration with others inside your organization.
• Required field cannot be empty.
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error appears only when one of the 4 SafetySkills required fields is empty.
  • Possible resolution options:
    • Make sure User Type, Login, First Name and Last Name have data for all users.
• Invalid user type
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • The data in the User Type column is not in the correct format, does not exist or there is more than one “Owner” listed of which there can only be one per account. If the listed Owner needs to be changed to a new person please contact SafetySkills customer care for assistance.
  • Possible resolution options:
    • If an Enterprise account, excluding the Owner, the User Type must match one of the following: Super Administrator, Advanced Administrator, Administrator, Report Administrator, or Learner.
    • If an Engage or Empower account, please make sure the User Types on the file align exactly with an option that is available in your LMS.
• “Custom Field” cannot be empty.
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error occurs when a Custom Field that is flagged as required does not have data in it on the upload sheet.
  • Possible resolution options:
    • Upload file will need to be correct to contain date or the required filed can be changed to not required.
  • Link to help article:
    • How To Configure Custom Fields/Attributes for Learners
• Email is required for this user type
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • In the Enterprise Edition of the LMS this only occurs when the “Owner” is listed without an email address.
    • In SafetySkills Engage and SafetySkills Empower this can occur for any user type that has the Global Claim “Email is Required” enabled.
  • Possible resolution options:
    • The “Owner” must have an email listed on all upload files.
    • Any user type with “Email is Required” must have an email listed on all upload files or you can remove the requirement for an email from the user type in the system.
• This email has been used, please choose another
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • Email addresses can be duplicated in multiple user profiles.
  • Possible resolution options:
    • If the user does not have a unique email address leave the email field blank.
• This email is associated with a deactivated user, please choose another
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error only occurs when a user’s data has the same email list as someone in the archive and a login that is different from the archived profile.
  • Possible resolution options:
    • There are a few things to consider if this error occurs: why the email is being reused; is this actually the same user as in the archive? If the user is the same, why is the login different? If the user is actually the same as the archived person you will need to reactivate the deactivated user from the archive to maintain records. Then either update the login to match the HR Integration file or have the HR Integration file updated to populate the login that was previously used. If the email address needs to be used for a different person you will need to recover the archived profile, delete the email address, save the changes and then deactivate that profile again. This will allow for the next HR Integration file to update the existing user with the email address.
• {Field name} must be less than 400 characters
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • All field names have a limit of 400 characters.
  • Possible resolution options:
    • Field name must to modified to be less then 400 characters in length.
• The column {header} is in the file multiple times. Please remove the duplicate column and re-upload.
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error will only occur when the same column header is listed on a file more than once.
  • Possible resolution options:
    • Future upload files will need to be adjusted to not list the same column more than one time.
• You do not have enough available seats for all users in the upload. You have {account.Seats – activeUsers.Count} seats available and you are trying to upload {newUsersCount} new users. Please contact your rep to purchase additional seats.
  • Who needs to take action:
    • Client/SafetySkills TSM
  • What the error message means/What is causing the error:
    • You have reached your seat limit and cannot add any new users until some users have been deactivated or additional seats are purchased.
  • Possible resolution options:
    • The Add Multiple Users feature will not deactivate users. If you would like to deactivate any users, please complete this action on the User’s page and this will open up seats for your account.
• Login {login} is listed elsewhere in the upload.
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error will occur when the login is listed more than one time on the same user list.
  • Possible resolution options:
    • Identify why the login is listed 2 or more times on the user list. Contact SafetySkills for further assistance as needed to find a solution.
• Email {email} is listed elsewhere in the upload.
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error will occur when an email is listed more than one time on the same user list.
  • Possible resolution options:
    • Identify who should have the email listed. Update HR service to reflect this, or dynamically remove the email from all but one use listed on the file.
• “, Login: Invalid email format, please modify and re – submit.
  First Name cannot be empty and must be less than 100 characters.
  Last Name cannot be empty and must be less than 100 characters.
  Login cannot be empty and must be less than 100 characters.
  User type ” is not valid.”
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error occurs when there is a blank row on the user list. This usually occurs at the end of the file, but can be anywhere in the file.
  • Possible resolution options:
    • Client’s HR service will need to check for and remove any blank rows from the user list.
• Column headers do not match the requirements
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This can be caused by sending a “tabbed delimited” file, if there is a required default or custom field in the LMS that is not listed on the file, or a misspelling of one of the required column headers.
  • Possible resolution options:
    • Client will need to review the file that was sent and setting in the LMS to determine if the issue is the file type, or requirements in the LMS.
• {Value} is not a valid option for the custom field {Field Name}
  • Who needs to take action:
    • Client
  • What the error message means/What is causing the error:
    • This error message is indicating that your HR system has new items listed on the file for a select or multiselect custom field.
  • Possible resolution options:
    • Client will need to review the error messages, or the file that was sent, and add the new items to the custom field.
  • Link to help article:
    • How To Configure Custom Fields/Attributes for Learners
  • Link to publish article:
    • Version 12.1 of the SafetySkills LMS is Here!
• Insufficient permission to add User Type ‘[name of a user type]’
  • Who needs to take action:
    • Client
  • What the error message/means/What is causing the error:
    • This error will now occur if the user who is uploading a file is trying to create a user outside of the user hierarchy they are assigned.
    • Hierarchy matters for users that do not have the claim “Can Modify User Types”
  • Possible resolution options:
    • Client will need to review the file and update any user types as needed. However, they may not have access to the User Types page, and if this is the case they will need to contact a higher level account administrator for help.
• Insufficient permissions to change email ‘[email from the file]’
  • Who needs to take action:
    • Client
  • What the error message/means/What is causing the error:
    • This error will now occur if the user who is uploading a file is trying to change the email (add/edit/remove) for a user outside of the user hierarchy they are assigned.
    • Hierarchy matters for users that do not have the claim “Can Modify User Types”
  • Possible resolution options:
    • Client will need to review the file, listed user types, and emails as needed. However, they may not have access to the User Types page, and if this is the case they will need to contact a higher level account administrator for help.
• Insufficient permissions to edit User Type ‘[name of user type]’
  • Who needs to take action:
    • Client
  • What the error message/means/What is causing the error:
    • This error will now occur if the user who is uploading a file is trying to change the User Type (to or from a User Type not in the hierarchy) for any user if the type on the file is not in the hierarchy they are assigned.
    • Hierarchy matters for users that do not have the claim “Can Modify User Types”
  • Possible resolution options:
    • Client will need to review the file and listed user types to adjust as needed. However, they may not have access to the User Types page, and if this is the case they will need to contact a higher level account administrator for help.
• One or more archived fields are used. Please reactivate the field or remove the column from the user file. 
  • Who needs to take action:
    • Client
  • What the error message/means/What is causing the error:
    • The user uploader is checking the custom field statuses and is only allowing those that are “Active” or are a SafetySkills default field to be processed. This error means there is an “Archived” custom field appearing on the file you submitted.  
  • Possible resolution options:
    • Identify and remove the “Archived” custom field from the user list file.  
    • Identify the “Archived” custom field and reactivate it in the account.  
• The value “_____” in field “_____” is archived. Please reactivate the value or choose another. 
  • Who needs to take action:
    • Client
  • What the error message/means/What is causing the error:
    • The user upload is checking the values appearing in select or multi-select list custom fields to confirm the values entered are “Active” or are a SafetySkills default field. This error is caused when a file is processed and there is a value in the custom field that has been “Archived”.  
  • Possible resolution options:
    • Update the “Archived” value on the user list to an “Active” value for the custom field. 
    • In the account reactivate the “Archived” value.  
• One or more fields are not valid for users. Please review your custom fields and update these fields to be a user field or remove the field from your file. 
  • Who needs to take action:
    • Client
  • What the error message/means/What is causing the error:
    • The user upload is checking the custom fields to determine if the option “User Field” is “Yes” or “No”. If it is “Yes”, the file can process the field according to all of the other parameters. If it is “No” then the field is not viewed as a valid field to associate with user data.  
  • Possible resolution options:
    • Identify the custom field that has the setting “User Field” as “No”, and remove this from your user list upload.  
    • Identify the custom field that has the setting “User Field” as “No”, and update this setting to “Yes”.