Adding a OneRoster Customer

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January 9, 2025
Abhijeet Garud

Adding a OneRoster customer also involves certain dependencies between the Kitaboo system and its partners/customers. Let’s list down those dependencies.

Let us now see how to add a OneRoster customer.

1. Sign in with your Enterprise Admin credentials.

2. On the Customers tab, click on +Add Customer.

3. Enter the Profile, Administrator, and Address details of the customer you want to add.

4. Select one of the Onboarding type options from the SSO Source dropdown menu. > Select OneRoster from the Rostering type menu.

We have selected the Kitaboo option as the Onboarding type in this example.

NOTE: The moment you select OneRoster as the Rostering type, new fields like Sync Type, Match with, Sync Frequency, and Client Partner ID will appear.

The Sync Type menu will have three options – Sync With API, SFTP, and Zip Upload.

● If you select the Sync With API option, OneRoster will do an API call and pull the

required data from the service. It will then create a partner, class, and a user. You can sync the OneRoster data by using the Sync with OneRoster hyperlink. You can also delete the OneRoster data on the server. The data will also get deleted from your system once you use the Update option.

● If you select the SFTP option as the sync type, the OneRoster file would not be uploaded automatically. You will have to provide the SFTP where you have placed your CSV file.The server will then pick the OneRoster file from the SFTP you provide and create a partner, class and a user.You can then assign the content to the desired class and user.

● If you select the Zip Upload option as the sync type, the user will be able to upload the OneRoster zip file to the server. The LMS will then create a class, and user aligned to the Partner ID you use. You can then assign the content to the desired class and user.

5. Select one of the options from the Sync Type dropdown menu. We have continued with the default Sync Type option, that is Sync With API, in this example.

6. You also need to select one of the options from the Match with menu. We have selected Email in this example.

7. As we have selected Sync With API as the Sync Type option, we will have to

provide details in the Client Partner ID, Consumer Key, Secret Key, and URL fields.

8. If you select the SFTP option from the Sync Type menu, you need to provide

details in the Client Partner ID, Host Name, Username, Password, and Path fields.

9. If you go by the ZIP Upload option, you need to provide the Client Partner ID only.

10. Next, you need to decide whether you want the data to be synced automatically by the system or you want to do it manually.

For this, select either Manual or Auto as the Sync Frequency option.

We have selected Manual in thisexample.

NOTE: Manual and Auto are the data syncing options.

● If you select Manual, you will have to manually sync the data.

● If you select Auto, the server will automatically sync the data through the API.

Remember that the Auto data syncing option will NOT be available, if you select the Zip Upload sync type option. This is because the only option you have for this Sync type is to sync the data manually.

11. Alternatively, you can select the Auto mode of Sync Frequency. If you select

the Auto mode, a new field by the name Period will appear. You need to select one of the options from the Period field. This will specify how frequently you want your data to be automatically synced.

We have selected the Weekly option in this example.

NOTE: The other periods currently available for the data syncing are: Daily, Fortnightly, Monthly, Half Yearly, and Yearly.

12. Enter details in the Client Partner ID, Consumer Key, Secret Key, and URL

fields. > Check the Privacy Policy and Terms of Service box. > Click on Add.

Finally, you will get a confirmation message: Sync up request is accepted.

13. After you receive the “Sync up request is accepted” message, you can login with the partner’s credentials you have just created and initiate the process for syncing with OneRoster API.Switch to the Users tab. > Click on Class.Click on the Sync with OneRoster – API button on the Class tab to initiate the data syncing process.

Let’s now explore the OneRoster data interchange file format and best practices for

implementation.

The method for integrating rostering data into Kitaboo requires that you submit a set of .csv (Comma Separated Value) files that comply with the IMS Global OneRoster format. The information given on the following pages will help you in understanding the IMS Global OneRoster best practices for implementation.

CSV Overview

Majority of schools/districts currently share their students’ roster information to the tool service providers and LMS/LOR vendors as .csv formatted files. In compliance with the OneRoster data interchange format, the following seven files/data tables are used by the schools/districts to exchange their roster information with the

vendors.

Schools/districts must upload their class rosters in .csv format. They must prepare their roster data, for both import and export, in the form of the seven files/data tables listed below. The files’ format is actually a model onto which your organization’s data can be mapped.

1. orgs.csv

2. users.csv

3. courses.csv

4. classes.csv

5. enrollments.csv

6. academicSessions.csv

7. demographics.csv

NOTE: Hurix is currently using the orgs.csv, users.csv, classes.csv, and enrollments.csv files/data tables.

Sample orgs.csv

The orgs data table describes the organizations, mostly schools or districts, to be included in the roster information. While preparing an orgs.csv data table, you must remember that each row is dedicated to one organization, school or district, only.

Sample users.csv

The users’ data table describes the various users of the organization, like teachers, students, administrators etc. The users’ data includes the actual names of the users, as well as their email addresses, login names, and other information. Remember that each row represents one user only.

Sample classes.csv

The classes’ data table lists the classes taught for each course, including the grade level and the title of the class. Remember that each row represents one class only.

Sample enrollments.csv

The enrollments’ data table assigns users to their various classes. Each row designates one user belonging to one class.

NOTE:

1. It is to be noted that the key values of each csv file are as per the IMS global standard, and therefore cannot be changed.

2. In the sample csv files shown above, fields which are marked in red are mandatory fields.

How it Works

1. A user has to upload users.csv, orgs.csv, classes.csv, and enrollments.csv files in a bundle, i.e. the user has to make a zip of all the files.

2. Once the .zip file is ready, login with the institute admin credentials, navigate to the Users menu, click on Upload Roaster File, and upload the .zip file.

3. After successfully uploading the .zip file and process completion, The user should be able to see the newly added users and classes under the Users and Class sections respectively.

4. Once a user and class is created through OneRoster, a partner can add and assign content to the user/class.

5. The newly created user should now be able to login to the reader.

6. If you sync the data again, without the old user entries, the Kitaboo system will delete the old user who is missing in the new zip file. Hence, please make sure that you are updating the last uploaded sheet at a regular interval to avoid the risk of deletion.

7. Please make sure you uploaded the zip file to the correct location of SFTP and the file name should be the same which you defined during the account creation process.

For more information, please refer to:

https://www.imsglobal.org/lis/imsOneRosterv1p0/imsOneRosterCSV-v1p0.html#_Toc421598314

Oneroster Sync : Delete Data with Sync

In this feature client admin have the ability to delete the user which are not required in the next sync. We have implemented a status check where client have to update the status column as “tobedelete” and the oneroster sync system will delete that data for you in the next sync. Another option we have is that you can share the next roster sync data without the user in it and when the next time sync happens the user will automatically get deleted or removed from the system.

Note:

1. Delete will work for the rostered user on the platform.

2. This feature needs to be enabled on the platform to work.