Enable IPSIS Administration and IPSIS Platform Tool
- From the Admin Tools menu, click Organization Tools.
- On the Tool Availability page, set the Availability toggle for IPSIS administration and IPSIS Platform to On.
Enable IPSIS Administration Permissions
| Setting |
Allow users to |
Users will see |
Also required |
Applicable org unit |
| IPSIS Administration - Access IPSIS Administration Console |
Access the Dashboard, Audit Log, System Log, Org Units, and Batches pages |
The IPSIS Administration link in Admin Tools |
None |
Organization |
| IPSIS Administration - Manage IPSIS Bulk Operations |
Initiate a batch and choose batch options (LIS) |
- |
Access IPSIS Administration Console |
Organization |
| IPSIS Administration - View IPSIS Configuration Options |
Access the Configuration page |
The read-only source system properties pages and the read-only extension point configuration pages |
Access IPSIS Administration Console |
Organization |
| IPSIS Administration - Manage IPSIS Configuration Options |
View and edit the Configuration page
View and edit the SourcedId page |
- |
Access IPSIS Administration Console and View IPSIS Configuration Options |
Organization |
| IPSIS Administration - Subscribe to Batch Job Notifications |
Subscribe to IPSIS Platform - Batch Completion Summary instant notifications through the Notifications tool |
- |
None |
Organization |
| User Information Privacy |
See Usernames |
- |
None |
Organization |
| Org Unit Type Editor |
Can Create and Edit Org Unit Types |
- |
None |
Organization |
| Security |
See Roles and Permissions |
|
None |
Organization |
Update the configuration of your D2L Standard CSV source system
Brightspace automatically defaults to your most common settings. However, these settings can be edited at any time with the appropriate permissions.
To update the configuration of your D2L Standard CSV source system:
- From the Admin Tools menu, select IPSIS Administration.
- Select the Configuration tab and update the configuration details as listed in the following sections.
SFTP Credentials
Each source system has its own unique SFTP credentials. These credentials can be found on the Configuration screen. D2L recommends generating a new password when you initially create your source system. SFTP credentials are used to upload files.
To generate a new password:
- On the Configuration tab click Generate Password.
- Record the Address, Username, and Password.
- Select Save Configuration.
Note: Once the page has been saved, the password is hidden and is not recoverable. Passwords can be regenerated. SFTP credentials must be updated when transferring zip to the SFTP.
Source System
- In the SIS Name field, enter the name of your SIS. It is recommended to keep this up to date.
Overwriting Brightspace
- Choose to allow, not allow, or sometimes allow the SIS to overwrite changes made in Brightspace.
- If you select sometimes allow, more granular configuration of what the SIS is allowed to overwrite is displayed.
People
SIS Role Mappings
This section contains freeform text fields to map SIS specific role names to Brightspace role names.
- To add additional SIS specific role names to map to Brightspace roles, click + Add Role.
Note: Instructor and Learner roles are included by default but they can be deleted.
Deletion
This section provides the three following options on how a DELETE command updates a user’s profile in Brightspace.
- Do Nothing – the user mapping is deleted from IPSIS mappings, but the user remains unchanged in Brightspace.
- Inactivate that user in Brightspace – the user mapping is deleted from IPSIS mappings and the user is marked inactive in Brightspace.
- Delete the user from Brightspace – the user mapping is deleted from IPSIS mappings and the user is deleted from Brightspace. When a user is deleted in Brightspace that user's user progress is lost.
Map SIS entries to course and sections
This section provides the option to map SIS entries based on code to existing org units that were created outside of the SIS (manually, using bulk operations, or APIs). If mappings are turned off, duplicates may be created.
SIS Group Mappings: Freeform text fields to map SIS specific org unit names to Brightspace Org Unit Type names.
- Click + Add Org Unit Type to add additional SIS specific org unit type names.
- The following Org Unit Types are mandatory:
- CourseOffering
- CourseSection
- CourseTemplate
- Department
- Semester
Note: Other Org Unit support requires manifest version 2.0.
Deletion
This section provides three options on how a DELETE command updates an org unit in Brightspace.
Do Nothing – the org unit mapping is deleted from IPSIS mappings, but the org unit remains unchanged in Brightspace.
Inactivate course offering – the org unit mapping is deleted from IPSIS mappings, the course offering is marked inactive in Brightspace. Requires all users to be unenrolled before the course can be marked inactive.
Delete the course or section – the org unit mapping is deleted from IPSIS mappings, the section, course offering, and enrollments are deleted from Brightspace.
Map SIS entries to course and sections
This section provides the option to map SIS entries based on code to existing org units that were created outside of the SIS (manually, bulk operations, API). If mappings are off, duplicates may be created.
Course Content
This section provides the ability to copy course content from a master course or a course template to the newly created course.
- Select Yes and choose one of the following:
- Parent course template of the new course: Content is copied from the parent Course Template to the new child Course Offering
- Sibling course where the Org Unit Code matches the parent template: Content is copied form a Master Course Offering to the sibling Course Offering when the Master Course Offering and Course Template share the same Org Unit Code
Departments, Semesters and Other Org Units
This section provides the option to map SIS entries based on code to existing org units that were created outside of the SIS (manually, using bulk operations, using APIs). If mappings are turned off, duplicates may be created.
Update User Sourced Id in IPSIS Dashboard
Administrators using Standard CSV and D2L Standard CSV can manually update the Sourced Id (associated with OrgDefinedId) for users in the IPSIS Administration Dashboard, allowing users to modify the unique identifier of a user in case of changes.
- Navigate to IPSIS Administration.
- Select User Sourced Id.
- Manually search for users by Sourced Id.
- Update users' Sourced Id as needed.
- Click Submit
CSV Functions and Processing
Copy Course Content to New Course
You will be directed to the D2L Standard CSV dashboard. The dashboard is the landing page of the IPSIS Administration Interface.
Brightspace offers the ability to copy content from an existing Org Unit when creating a new course.
- From IPSIS Administration - Configuration page, scroll down to the Courses and Sections area.
- Under When creating a new course, copy content form an existing Org Unit?, select Yes and choose one of the following:
- Parent course template of the new course
- Content will be copied from the parent Course Template to the new child Course Offering
- Sibling course where the Org Unit Code matches the parent template
- Content will be copied form a Master Course Offering to the sibling Course Offering when the Master Course Offering and Course Template share the same Org Unit Code
Processing CSV files
Any CSV file must include differentials only and be zipped. .zip archives can be uploaded to Brightspace two ways:
- Manually by dragging a zip archive from your computer to the drag and drop UI found on in IPSIS Administration - Dashboard
.
- Programmatically by uploading a zip folder containing the CSV file(s) to the SFTP site provisioned during your initial set up.
- Brightspace monitors the SFTP site on ten-minute intervals for new zip folders.
Note: Only .zip (case sensitive, lowercase only) archives are permitted to be uploaded to SFTP.
D2L Standard CSV Validation Mode
Validation mode is available to IPSIS clients using D2L Standard CSV to help validate CSV files before loading them into IPSIS. Running a .zip file in validation mode allows the IPSIS platform to run all files and provide feedback on missing columns and enumeration (enum) issues.
When in validation mode, files run but do not process any changes in Brightspace. A summary of the run is provided in the IPSIS Administration dashboard.
Use the Mode selector in the IPSIS Administration > D2L Standard CSV page to choose between the available modes (Enable, Disable, Validation).
The validation process includes:
- .zip includes CSV files and manifest when required (v1.1, v2.0)
- File naming convention meets requirements (orgs, users, enrollments)
- Column headers meet requirements
- Appropriate number of commas, correct escaping of data
- Formats meet requirements (such as date)
- Required fields are populated
- Encoding is UTF-8
- Invalid characters are not included in Org unit codes and names:
- Org Illegal characters: : % & # * ? < > | \ " ' and leading or trailing spaces.
- Users Illegal characters: \ / : ? " < > | ' , ;
- Attributes - If header begins with 'LMS Username', the file is assumed to be an attribute file and is sent to Manager Dashboard
- Files do not have empty rows
The validation process does not include:
- Validation of data in file as it would run against the Learning Environment or with each file. For example, if a Course Template has a parent Department, and the Department was not sent in the Department file, it does not result in an error.
Run the CSV validation process
- Access the IPSIS administration dashboard.
- Select D2L Standard CSV.
- Use the Mode selector to choose Validate.
- Use drag and drop or the SFTP server to upload the file for validation.
- Files are processes immediately when uploaded using the drag and drop function. Files uploaded to the SFTP server are triggered to run periodically.
- If you are satisfied that the D2L Standard CSV file does not include any issues, use the mode selector to switch to Enabled mode and run the file again.
Re-Run Batch
IPSIS administrators can re-run the most recent match from the IPSIS Administration Dashboard.
- The Re-Run Batch button is associated with a specific batch on the Dashboard, making it clear which batch is being rerun.
- Only the most recent batch can be rerun.
- Any previous batches or batches in progress will generate an error.
Troubleshooting
The Dashboard provides the processing status of the latest batch. Both the Dashboard and Batches pages will show a final indicator if the batch completed successfully or with errors. Each batch has a quick link to the Audit Log and if completed with errors to Error Messages.
Review all logs to verify all files processed as expected. If error messages were logged, expand the error to review the metadata captured to identify the error, correct the data in your SIS and export a new zip folder with a CSV file that only contains the necessary changes to correct the errors. The goal is to have the batches completed without error.