Learning Technology Support - Bulk user management to create, enroll, update and un-enroll users

Perform enrollments, un-enrollments, updates and creations of students using the Bulk User Management tool. This article is designed for use by Enrollment Manager accounts.

Who can do this?

UWM D2L support staff that have Administrator-Support, AdminLTCAssistant, Administrator or Security Administrator roles can use the Bulk User Management tool.

In addition, authorized individuals from other areas with Enrollment Manager roles can carry out these steps. Approval and access to perform these steps must be granted by a UWM D2L Site Administrator.

About this process (What on earth am I doing?)

As a user with the responsibility to create users for your area, you must collect a list of users that need access to D2L. Determine if they have UWM ePantherIDs. Using an Excel spreadsheet as a CSV, create accounts for them in D2L and give them an overall D2L role of Student or Guest. Lastly, you will use an Excel file as a CSV to enroll the newly created users in a course.

You can optionally use this process to update user information or un-enroll users from a course. Un-enrolling users is not recommended.

Before you begin

  • Only one D2L account can use this process at a time. Furthermore, if a user session is left incomplete, others using the tool will see the incomplete run. Avoid this by following all steps. Always click the Done button.
  • Individual line of a CSV file are referred to as lines in D2L, but are called records in this document. 
  • The files used in this process are different from those used in the Classlist to bulk enroll users. Do not attempt to mix the files. At best, it will not work, and at worst, serious issues can arise.

Part 1: Crafting bulk user management files

Usernames and roles

Most files require a username and a role to be provided. A role is a term used to define a person's abilities in D2L, or a course. A username is the unique name of the account in D2L. 

  • Does an account already exist? If the person was beyond a shadow of a doubt previously a UWM student or employee, use that account and do not create an account. However, if in-doubt, create a new account. (It is better for someone to have two accounts, than for two people to have one account.) 
  • Is the account for a person with a UWM ePantherID? The username should be the ePantherID. The role should be Student.
  • Is the account for a person that does not have an ePantherID? The username should be <firstname>.<lastname>. The role should be Guest.
    • School of Continuing Education: add ".sce" to the end of the username.
    • Lubar School of Business: add "_lsb" to the end of the username.

Org Unit Code?

Each course in D2L (as well as other constructs not commonly used) have an Org Unit Code. Find the Org Unit Code of a course by looking at My Courses. Next to, or below the name of a course is the Org Unit Code. Examples: UWMIL_1_ENGLISH_100_SEC001_12345 is a code that might be used for an ENGLISH 100 course site, and sce_2179_coursneame is a code that might be used for a Continuing Education course.

The Org Unit Code of a course must be used when Enrolling or Unenrolling from a course.

Formatting Bulk User Management files

Create a spreadsheet using Microsoft Excel with the following columns headings as needed. Create one file for creating users. Use a different file for enrolling users. 

  • Create users that do not yet have accounts in D2L - if the user already exists, no action will take place:
    The word "CREATE", Username, First Name, Last Name, Email, Role
  • Update a user's name or email address - if the user doesn't exist, an error will be shown:
    The word "UPDATE", Username, First Name, Last Name, Email
  • Enroll a user into a course:
    The world "ENROLL", Username, Org Unit Code, Role
  • Un-enroll a user - avoid doing this in-favor of leaving the course as-is for record-keeping purposes:
    The word "UNENROLL", Username, Org Unit Code
Save the file as "CSV (MS-DOS". This is especially important on Macs where differences in the way files are saved can cause errors in D2L.

UW Flexible Option Administrators

Files are created automatically by the UWM Registrar's Office. There is no need to create files. 

Part 2: Login to UWM's D2L site

  1. Go to the D2L login website (http://d2l.uwm.edu) and login using the black Non-ePantherID button.
  2. Enter your D2L username and password.
    • Users with Enrollment Manager roles have usernames in the format <firstname>.<lastname>.enrollmentmgr.
    • If you are unable to login, contact UWM's Center for Excellence in Teaching and Learning to request a password reset. Be sure to specify your username, your institution, and your program affiliation.

Part 3: Processing bulk user management files

These steps will need to be performed for each CSV file to process. 

UW Flexible Option: if files are skipped, it is okay to start with the newest available file. There is no need to process previous files.

  1. From the D2L My Home (My Courses) page, click the Settings gear icon in the upper right corner of the page.
  2. Click the Users link under the User Related heading.
  3. Click the Bulk User Management link at the top of the page, below the yellow navigation bar.
  4. A Browse or Choose File button is presented, depending on the browser. Click the button to choose the file to process.
    • Working with multiple files? This form is designed to process one file at a time. 
    • Process files in this order: CREATE, UPDATE, ENROLL, UNENROLL.
  5. Click the Next button. D2L will analyze the file and show a green progress bar with the word Complete after it. 
  6. Click the Next button. A summary of the CSV file is displayed. Each row of the table shows one record of the CSV file uploaded. All pages of the list should be reviewed by clicking the Page buttons at the bottom of the table. 
    • Warning messages in blue can usually be ignored. Common warnings include students already existing in D2L, or course codes that technically match more than one possible "org unit". These warnings can be safely ignored.
    • Error messages in red should be closely scrutinized.
      • If an update is being made for a student that is not yet created, but the student will be created by an earlier record in the CSV, the error can be ignored.
      • Report all other error messages to the UWM Center for Excellence in Teaching and Learning for review. Guidance will be provided on how to deal with the error.
    • If a row is invalid, or should otherwise be ignored, click the checkbox to the left of the record. D2L will not process the record.
  7. Click the Next button. 
    • UW Flexible Option: ensure all Email Notification Option checkboxes are unchecked. Making a mistake at this step will result in students receiving an email with incorrect information that can cause access problems for students. If that should happen, reach out to the student immediately to attempt to resolve the misunderstanding.
    • All others: If your department's practices allow, check "Send a creation email to new users created using the CREATE or IMPORT command" to send a password reset link on creation. It is advised to not do this unless users will be given access to the appropriate course immediately.
  8. Click the Run button. D2L will present a green progress bar as it processes records from the CSV file. The bar will be fully green with the word Complete after it. 
  9. Click the View Summary button when D2L's processing is complete. A table of records and their result is presented. Review the report in-full to check for errors. Report errors to the UWM Center for Excellence in Teaching and Learning for review if something unexpected occurs.
  10. Click the Done button. 

Keywords:d2l desire2learn learn@uw learnuw luw brightspace enroll users user unenroll course regular update add remove batch batch   Doc ID:74199
Owner:David D.Group:UW-Milwaukee Center for Excellence in Teaching and Learning
Created:2017-06-20 21:30 CSTUpdated:2019-08-12 14:15 CST
Sites:UW-Milwaukee Center for Excellence in Teaching and Learning
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