Skip to main content

Creating a rule for the Automation app

  • Last updated:
  • Administrators

Introduction

With Docebo’s Automation app, you can set specific rules and triggers in your platform in order to allow some processes to be automated. This article will outline how to create and manage different processes using the conditions and actions outlined for rules in the Automation app. To learn how to activate the app and manage created rules, please refer to the main Automation app article in the Knowledge Base.

Important note for automation rules involving file transfer (FTP/SFTP) protocol: Please note that Docebo only supports FTP, SFTP with credentials, and SFTP with pre-shared keys. All file transfer protocols use a 10 second connection timeout.

If you are experiencing an “Invalid username or password” error when attempting to run an automation linked to your SFTP server, this may be due to an unsupported algorithm. If you are sure the provided credentials are correct, please open a support ticket.

Creating an automated rule

In the automation app, you will be configuring rules to trigger under certain conditions. The rules are divided by two options, unscheduled rules, and scheduled rules. Unscheduled rules will be triggered to execute upon immediately meeting the condition. Scheduled rules will be executed at the time you specify. By scheduling the rule, the triggering process will occur at the same time either daily, weekly, or monthly.

To configure the app, access the Navigation menu, then find the Configuration (spanner icon) and select the Automation rules item under Automation section. On the Automation page, select the New Rule button at the top to create a new rule. In the pop-up box, insert the name and description of the rule, then press Next.

Flag whether you want to schedule the rule or allow the rule to trigger in real-time when certain conditions are met. If you choose to schedule a rule, use the corresponding dropdown menus to set the parameters of daily, weekly, or monthly and the time to execute the rule (scheduled in 24 hour time).

Automation rules base their scheduling on the time zone of the user who is creating or editing the rule. Whenever a rule is updated, its time zone will be set to that configured for the user who is saving the rule.

Please note also that, if an automation rule is configured by a Superadmin who is later downgraded to another user level, the automation rule will no longer run. 
However, if the Superadmin is deactivated or expired (without a level change) the rule will still continue to run.

Press Next to continue.

When pulling a file via File Transfer Protocol (FTP/SFTP), your folder-file path can only be written to a 2nd or 1st level. See examples below:

  • Correct: home/HRISusers
  • Not correct (3 levels): home/NorthAmerica/HRISusers/

Please refer to the corresponding sections below for the process of each condition or action.

Notes about creating an automated rule:
  • If you are creating a scheduled automation rule and your platform's timezone settings are set to a timezone that is offset by 30 or 45 minutes from UTC, the automation will be activated at the top of the hour an hour early, in order to schedule the automation properly, set the time forward by one hour. For example, if you wish to start your automation at 9:00, schedule it for 10:00. The following timezones are affected:
    • India Standard Time (IST): UTC +5:30
    • Australian Central Standard Time (ACST): UTC +9:30
    • Australian Central Western Standard Time (ACWST): UTC +8:45
    • Australian Central Daylight Time (ACDT): UTC +10:30
    • Lord Howe Standard Time (LHST): UTC +10:30
    • Lord Howe Daylight Time (LHDT): UTC +11:30
    • Cocos Islands Time (CCT): UTC +6:30
    • Chatham Island Standard Time (CHAST): UTC +12:45
    • Chatham Island Daylight Time (CHADT): UTC +13:45
    • Afghanistan Time (AFT): UTC +4:30
    • Iran Standard Time (IRST): UTC +3:30
    • Iran Daylight Time (IRDT): UTC +4:30
    • Myanmar Time (MMT): UTC +6:30
    • Nepal Time (NPT): UTC +5:45
    • Newfoundland Standard Time (NST): UTC -3:30
    • Newfoundland Daylight Time (NDT): UTC -2:30
    • Marquesas Time (MART): UTC -9:30
  • For uploaded files, please note that the / (forward slash) character is not allowed in the file name.

Condition: User logged in

This condition will set the trigger for the rule to be a user logging into the platform. Once you have selected this condition, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition you can use the following unscheduled actions:

Condition: User expiration date

Once this condition is selected, use the drop-down menu that will appear below to select whether the expiration date can be one of the following: Is not empty, Is in the future, or Is in the past. Then, press Save Changes.

The User Expiration Date condition cannot be used alone in your automation rule. If this condition is the only one selected, then no action will be triggered. After you have selected this condition, go back to the drop-down menu, select another condition and press Save Changes.

Once added, review the active conditions, and flag All of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition you can use the following unscheduled actions:

Condition: User unenrolled from course

This condition can be triggered when the user either autonomously un-enrolls or is un-enrolled (by a Superadmin or Power User) from a course. The notification is sent to third parties users.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Condition: User unenrolled from ILT session

This condition can be triggered when the user either autonomously un-enrolls or is un-enrolled (by a Superadmin or Power User) from an ILT (Instructor-Led Training) session. The notification is sent to third parties users.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Condition: Course has been changed

This condition can be triggered when the course settings or course shell information (course name, description, etc.) has been changed.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Further information about webhooks (opens in a new tab).

Condition: Course or learning plan purchased

This condition can be triggered when a user has purchased a course or learning plan.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Condition: Subscription purchased or renewed

This condition can be triggered when a user has purchased or renewed a subscription.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Condition: Content partner activated

This condition can be triggered when a Content Partner is activated in the platform, in order to show their courses in the catalogs.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Condition: Content partner deactivated

This condition can be triggered when a Content Partner is deactivated in the platform, in order to hide their courses from the catalogs.

Once this condition has been selected, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled action:

Condition: User has been inactive for

This condition can be triggered when a user has been inactive for a defined period of time.

After selecting this condition, in the Value section underneath set the behavior of the rule. For example, User has been inactive for more than 8 weeks, or User has been inactive for less than 1 month. Then click Save changes.

Please note: “Inactive” means “has not logged in to the platform”. Users who do not log in for a certain number of days because of the “keep me logged in” option will be considered inactive over those days, even though they may be using the platform at that time and are still logged in with a valid session.

Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled actions:

Condition: User additional field value is

This condition can be triggered when a user has a defined value for a user additional field.

Please note: The User additional field value is condition only supports user additional fields of type text and dropdown. Additional fields of other types such as yes / no, date or free text, will not appear in the Additional Field drop-down menu.

Once this condition is selected, use the Additional Field dropdown menu to add the additional fields to the rule. Once selected, you then need to insert the name of the field into the corresponding text box below. Press Save Changes when finished. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled actions:

Condition: The administrator has uploaded a file in an FTP folder

This condition can be triggered when a CSV file has been uploaded to an FTP/SFTP site for processing into the platform.

Once this condition is selected, you need to add the Protocol and Parameters before continuing. Flag the FTP or SFTP in the Protocol section, then insert the host, port, username, password, folder, and file name into the corresponding text boxes. The Automation application FTP/SFTP service supports files up to 10 MB in size.

Below the parameters, you can flag the option to enable additional actions, allowing the deletion, renaming or moving the source in the FTP/SFTP site. If you flag the option to rename a source, insert the new file name into the corresponding text box. If you flag the option to move the source, insert the new destination.

Once you’ve inserted all of the information, press Save Changes. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled actions:

Condition: User belongs to group or branch

This condition can be triggered when a user belongs to a defined group or branch.

Once this condition is selected, press the Select button that will appear below, flag the groups or branches from the pop-up box, then press Confirm. Press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled actions:

Condition: Report is generated

This condition can be triggered when a custom report has been generated by the system. The Report is Generated condition allows you to export a custom report in your platform to an FTP server. This is an ideal automated rule for those with a smaller number of records that need to be exported more frequently.

If you have thousands of records in the platform, this is not an ideal option. It is recommended to export reports with thousands of records manually, as the time it takes for the automated rule to trigger is directly linked to the number of records in the report.

Once this condition is selected, use the dropdown menu below to select a custom report. Then, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled actions:

Condition: New report is generated

This condition can be triggered when a custom report has been generated by the system and applies to the New Reports section of the platform. The New Report is Generated condition allows you to export a custom report in your platform to an FTP server. This is an ideal automated rule for those with a smaller number of records that need to be exported more frequently.

If you have thousands of records in the platform, this is not an ideal option. It is recommended to export reports with thousands of records manually, as the time it takes for the automated rule to trigger is directly linked to the number of records in the report.

Once this condition is selected, use the dropdown menu below to select a custom report. Then, press Save Changes. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. With this condition, you can use the following unscheduled actions:

Warning: important note for the new report is generated condition:

When migrating reports to the New Reports feature, please note that automated reports do not automatically migrate as well. You will need to delete the old schedule and create a new schedule for those reports.

Action: Set user expiration date

This action allows you to set the user expiration date for users that meet the criteria from the condition statement.  Once this action is selected after defining a condition, select the value for when you would like the expiration date to be set. You may choose to set the expiration date to Yesterday, Today, 7 days from today, or 30 days from today.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send enrollment information

This action allows you to send a notification to a third party to inform them that a user has self-unenrolled, or has been unenrolled (by a Superadmin or Power User) from a course. In the Endpoint field, select where you want to send the course unenrollment information. Then, flag the authentication type and press Save Changes. Press Next to complete the rule creation process.

The available authentication types are:

No Authentication

The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

Username + Password

The message will try to authenticate the endpoint using username and password.

Oauth2

The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send course information

This action allows you to send a notification to a third party to inform them that a course’s information has been modified. In the Endpoint field, select where you want to send the course information. Then, flag the authentication type.

The available authentication types are:

No Authentication

The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

Username + Password

The message will try to authenticate the endpoint using username and password.

Oauth2

The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send Course/Learning plan transaction details

This action allows you to send a notification to a third party to inform them that a course has been purchased via e-commerce. In the Endpoint field, select where you want to send the purchase information. Then, flag the authentication type.

The available authentication types are:

No Authentication

The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

Username + Password

The message will try to authenticate the endpoint using username and password.

Oauth2

The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send subscription transaction details

This action allows you to send a notification to a third party to inform them that a subscription has been purchased via e-commerce. In the Endpoint field, select to where you want to send the purchase information. Then, flag the authentication type.

The available authentication types are:

No Authentication

The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

Username + Password

The message will try to authenticate the endpoint using username and password.

Oauth2

The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Show all content partner courses in catalogs

This action can only be selected when the Content Partner Activated condition is set. It shows the courses of a Content Partner in catalogs upon activation. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. When finished, press Save Changes.

Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Find out more on how to fill out the mapping columns when importing schema.

Action: Hide all content partner courses from catalogs

This action can only be selected when the Content Partner Deactivated condition is set. It hides the courses of a Content Partner from catalogs upon deactivation. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes.

Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Find out more on how to fill out the mapping columns when importing schema.

Action: Import users from CSV

This action allows you to import users from a CSV file. Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. 

To import users from a CSV file use the following field names and values to ensure a successful mapping to the platform user data fields. 

Column Type Notes
Do Not Import No Value Use this field if you want to "skip" the column in your CSV file.
Username String or Numeric
  • This field is not case-sensitive
  • This field and the USER ID or UUID fields cannot be in the same CSV file or you will receive an error while importing
  • You can use this field to change the usernames of user profiles via CSV files. For more information see the field New Username for Existing User

Example: john.smith

First Name String

Example: John

Last Name String

Example: Smith

Email String
  • Most valid email addresses are accepted
  • 45-character limit preceding the '@' character
  • 45-character limit following the '@' character

Example: john.smith@example.com

New Password String
  • Passwords specified here must match the complexity criteria specified in the Advanced Settings area of the platform
  • A password is auto-generated when a user is created without a password
  • This field and the Password Hash field cannot exist in the same CSV file or you will receive an error while importing the data

Example: aptSwTrWIY452L6

New Username for Existing User String or numeric
  • This field is not case-sensitive
  • You can use this field to change the usernames of user profiles via CSV. Map the column in your CSV file with the current usernames that you want to change to the Username or User ID Docebo field and map the column in your CSV file with the new usernames to the New Username Docebo field.

Example: john.smith

Force Password Change Boolean
  • To force the user to change their password upon the next login set this to 1, yes or TRUE
  • To not force the user to change their password upon the next login set this to 0, no or FALSE

Example:

  • 0 / 1
  • no / yes
  • TRUE / FALSE
Language String

Example: English

Timezone Region/Locale
  • Must match how the name of the timezone is written in the platform exactly (without GMT +XX:XX)
  • This field is not case-sensitive

Example: Europe/Rome

Date Format String
  • This field is not case sensitive

Format:

  • YYYY-MM-DD
  • DD-MM-YYYY
  • MM/DD/YYYY
  • YYYY/MM/DD

Example: 2011-12-03

Active Boolean
  • The user will be active if set to 1, yes or TRUE
  • The user will be inactive if set to 0, no or FALSE

Example:

  • 0 / 1
  • no / yes
  • FALSE / TRUE
Expire On

String

Format:

  • YYYY-MM-DD
  • DD-MM-YYYY
  • MM/DD/YYYY
  • YYYY/MM/DD
Password Hash String
  • The password must be pre-encrypted using the Blowfish algorithm with 13 passes
  • This field and the Password field cannot exist in the same CSV file or you will receive an error while importing
Is Manager Boolean
  • When this field is set to yes, the user is created as a manager and can manage team members

Example: no / yes

Level String
  • If set to user, this user account will be a User
  • If set to poweruser, this user account will be a Power User
  • If set to superadmin, this user account will be a Superadmin
  • This field is not case-sensitive

Example:

  • user
  • poweruser
  • superadmin
Power User Profile String
  • This field contains the name of an existing Power User profile as a string
Branch String
  • This field contains the name of an existing Branch name as a string
  • This field is case-sensitive
  • You cannot add a user to more than one branch during this type of import
Branch-Code String
  • This field contains the code of an existing Branch as a string
  • This field is case-sensitive
  • You cannot add a user to more than one branch during this type of import
Branch Name Path String
  • This field is case sensitive
  • This represents the full path of branches where the user needs to be placed; any non-existing branch will be created automatically. The full path must be specified also when creating a sub-branch of an existing branch (which is not the root branch).
  • When this field is specified, the Branch Code Path field must be specified along with branch codes matching the specified names

Example: Root/ParentBranch1/ChildBranch1

Branch Code Path String
  • This field is case-sensitive
  • This represents the full path of branches where the user needs to be placed; any non-existing branch will be created automatically. The full path must also be specified when creating a sub-branch of an existing branch (which is not the root branch).
  • When this field is specified, the Branch Name Path must be specified as well with the branch names matching the codes specified

Example: R/PB1/CB2

Manager String
  • This field contains the username of the manager you want to assign the user to
  • This field is not case sensitive
  • This field represents the Direct Manager field in the Manage Manager Type screen. If you change the name of Direct Manager Title, you can still use this field to import the username of the manager of the user.

Please note: Find out more on the comparison of the fields you can import via Automation or via SAML SSO.

Now, fill in the information regarding the separator, file charset, email address for the error log, and branch options. You can also flag the options to consider the first row as a header, require users to update their passwords at first sign in, ignore the force password change option for existing users, or auto-assign branches to all Power Users.

As an option, you can flag the Update User Info option so that the imported information will update the data for the users already existing in the platform, configuring how the information of existing users will be updated upon importing the CSV file. When this option is flagged, the imported information for users already existing in the platform will overwrite any existing user information if the user branch remains unchanged. If the branch specified in the CSV file is different from the one currently assigned to users, and your platform has been activated before October 21, 2019, you can decide whether to copy or to move the users involved in the update to the newly assigned branch. If your platform has been activated after October 21, 2019, when updating data for existing users, users will be moved by default to the new destination branch, you will not have the option to copy them to different branches. This means that it is not possible for a user to be placed in more than one branch.

Copy users to the branch declared in the CSV file

When users are copied to another branch, they are available in more branches. This section is visible only if your platform was activated before DATE.

Move users to the branch declared in the CSV file

When users are moved from one branch to another, they are no longer available in the source branch; if they are assigned to multiple branches, they will be deleted from all the branches and moved to the new branch.

When selecting the Update Information for existing users, the Destination Fallback Branch option is displayed for the configuration of an “emergency” destination branch to be used when the destination branch field is not mapped in the Preview area, or when it is mapped, but its value is empty. Select whether to:

Do Nothing

When this option is selected, user information will not be updated. If the CSV file includes new users, they will be created in the Docebo root folder. Please note that Docebo is not a branch, and will not be selectable in reports and in other areas of the platform.

Use existing branch

When this option is selected, updated users will remain in the branch they are currently assigned to.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Please note: Power users are only imported into the root branch, not into sub-branches.

Action: Import branches from CSV

This action allows you to import branches from a CSV file. For this CSV file, you will want to populate the following columns:

Column Type Notes
Code Text Required. Branch code for the branch
Parent Text Optional. Branch code of the parent branch
Level Number Optional. Indicates how far down in the branch hierarchy this branch resides
[Insert Language] Text The remaining columns will be used to define the branch name in each language you wish to support for branches. For instance, you may want a column for English to hold the English translation of the branch name and a column for Italian to hold the Italian translation of the branch name. At least one language column is required.

For a sample CSV file for this import, select the Download sample csv file link next to the Import Schema button. Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary.

Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. Now, fill in the information regarding the separator, file charset, and email address for the error log. You can also flag the options to consider the first row as a header or update the branch title.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. 

Please note: A background job is created when this Automation app action is executed.

Action: Import PU mappings from CSV

This action allows you to create relationships between end-users and Power Users in your platform. Once defined, a background job will be automatically created.

Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes.

Now, fill in the information regarding the separator, file charset, and email address for the error log. You can also flag the option to consider the first row as a header.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

The column mapping for importing the Power User mapping to construct your CSV file is described here:

Column Type Max Length Notes
PU username Text 255 The username of the Power User to be modified
Association Type Text 15 The type of resource to be associated with or removed from the current Power User. This value can be one of the following strings:
  • User
  • Branch
  • Branch_descendants
  • Group
  • Course
  • Course_category
  • Learning_plan
  • Catalog
  • Location
Item Code Text 255 The value associated with the type provided in the Association Type column. Accepted values are:
  • User ID (if Association Type is User)
  • Branch Code (if Association Type is Branch or Branch_descendants)
  • Group Name (if Association Type is Group)
  • Course Code (if Association Type is Course)
  • Category Code (if Association Type is Course_category)
  • Learning Plan Code (if Association Type is Learning_plan)
  • Catalog Name (if Association Type is Catalog)
  • Location Name (if Association Type is Location)
Action Type Text 1 Specifies the type of action performed on the Power User. Possible values are:
A
This indicates the item defined in the previous fields will be associated with the Power User (Add)
D
This indicates the item defined in the previous fields will be unassociated from the Power User (Delete)

Action: Import courses from CSV

This action allows you to import course shells into the platform. Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary.

Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. Now, fill in the information regarding the separator, file charset, and the email address for the error log. You can also flag the option to consider the first row as a header. The minimum fields required are Course Name, Course Type and Course Description.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

The column mapping for importing courses to construct your CSV file is described here:

Column Type Max Length Notes
Course Code Text 50 Unique course code identifying the course
Course Type Text 9 The type of the course. Allowed string values are:
  • classroom
  • elearning
  • webinar
Course Name Text 255 The course title
Course Description Text 65536 The description of the course. Can be in HTML format, provided that the string does not contain any carriage return or line feed characters.
Course Cover Text   Course thumbnail encoded in base64 format. Please note that base64 encoding can increase the size of the file.
Course Language Text 100 One of the languages supported by the platform.
Course Category Text 50 The unique course category code.
User Enroll Number 1 Toggle whether or not the user is allowed to self-enroll in the course. Possible values are 0 for no or 1 for yes.
User Enroll Date Begin Date   This field is considered only when User Enroll is set to 1. It is ignored when User Enroll is set to 0.
Allows the enrollment date for users to be restricted to a certain period of time.
User Enroll Date End Date   This field is considered only when User Enroll is set to 1. It is ignored when User Enroll is set to 0.
Allows the enrollment date for users to be restricted to a certain period of time.
Course Average Time Time   This field is considered only when Course Type is set to elearning. It is ignored otherwise.
Indicates the average duration of the course in HH:MM:SS format.
Course for Sale Number 1 This field is considered only if the E-Commerce App is enabled. It is ignored otherwise.
Toggle whether or not the course is for sale. Possible values are 0 for no or 1 for yes.
Course Price Number  

This field is considered only if Course for Sale is set to 1 and the E-Commerce App is enabled. It is ignored otherwise.

This field sets the course price as an integer value, in cents, of the currency defined in the E-Commerce App. As an example, if the E-Commerce App has the currency configured to EUR then a Course Price value of 1350 would be EUR 13.50.

Course Status Number   Toggles the course status. Possible values are:
  • 0 for Unpublished
  • 2 for Published
Please note that the value 1 has been deprecated and is no longer in use.
Course Published Text   The course status. Possible values are:
  • unpublished
  • published
Credits Number   The number of credits (CEUs) assigned for course completion, multiplied by 100. For example, a value of 200 means 2 credits; a value of 250 means 2.5 credits.
Max Subscriptions Number   The maximum number of users allowed to directly enroll in the course before being put on the waiting list. A value of 0 means that there is no limit to subscriptions.
Course Validity Begin Date   This field is considered only when Course Type is set to elearning. It is ignored otherwise.
The course validity start date is in dd/mm/yyyy format.
Course Validity End Date   This field is considered only when Course Type is set to elearning. It is ignored otherwise.
The course validity end date is in dd/mm/yyyy format.
Additional field 1 Text   Optional. Any additional field defined for the course
Additional field 2 Text   Optional. Any additional field defined for the course
Additional field ... Text   Optional. Any additional field defined for the course
Mandatory Course Additional Field 1 Additional Field Value   A Mandatory Course Additional Field. If a Mandatory Course Additional Field is not populated, it will not be possible to import the course.
Mandatory Course Additional Field 2 Additional Field Value   A Mandatory Course Additional Field. If a Mandatory Course Additional Field is not populated, it will not be possible to import the course.
Important Notes about importing courses from CSV:
  • If you are importing a drop-down course additional field, then the Additional Field Value is the ID of the drop-down element (in string format), not the text of the drop-down element itself. The IDs for the drop-down elements can be found by first running the API call GET /learn/v1/courses/field to obtain the list of all course additional fields. Then in that list find the field_id of the field in question, and use GET /learn/v1/courses/field/{field_id} to obtain the option_id for each drop-down element. For more information about Docebo APIs, please see API guides (opens in a new tab).
  • The Import Courses from CSV action is used to create courses and is not intended to update course details.

Action: Export to CSV

This action allows you to export a report to CSV. Once this action is selected after defining a condition, press the Export Schema button. Press the Add New Column button to add columns. Select a column from the dropdown menu, then provide a name for the column in the corresponding text box. Repeat this process, as necessary.

Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. Now, fill in the information regarding the separator, file charset, email address for the error log, and the protocol information for your FTP server. Enabling the Enforce quotation for any field types option will cause all fields in the CSV file to be encapsulated in quotes.

When finished, press Save Changes. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.