Forms to Training Mapping (Video)

There are many ways to mark a training complete in KPA EHS such as taking a lesson, uploading a spreadsheet, group trainings, and more. In some cases, you may want a form response to mark a training complete.

For example, say you have a “Forklift Operator Evaluation” that is done by a supervisor. The supervisor fills out an iScout form as he/she does the evaluation. If the student passes, you want to automatically mark their “Forklift Evaluation” training complete. To do this, you’d need to setup a “Forms to Training” mapping. Watch the video below for a full walk-through.

Adding Videos in the Lesson Designer (Video)

If you wish to upload your own content to be used in lessons, please note that your video needs to be in MV, MP, MOV, WMV, AVI, FLV, WEBM, GPP, or MPEG format with a 200MB limit. To check this from a PC, right click on the video and select “Properties”.

To add a video from the Lesson Designer, select “+Add Slide” and choose “Video”:

From here, you can choose to either add a link from YouTube or Vimeo, or you may upload your own video directly from your computer. Choose “Upload” to add a file directly from your computer:

Select “Done”, if you don’t need to make any changes. If you wish to shorten or trim your video, select “Trim Video”.

From here, you can drag the progress bar to any given point, and select “Set Clip Start Time” to set a new starting point. Now drag the progress bar again to where you wish to end the video, and select “Set Clip End Time”. You can select “Play Selection”, to review your edits, and when you’re satisfied, select “Trim” to save your changes and re-process the video.

Close this window to return to the previous screen. Select “Done”, to return back to the Lesson Designer page.

To see this all in-action, please refer to the video below. Thank you!

Getting Started with SFTP

Are you looking to get started automating your dataloads in KPA EHS via SFTP?

We recommend you get in contact with a member of your internal IT Staff.
Then, go to the Control Panel, and look for the SFTP Administration link in the Administration section:

The first time anyone visits this page you’ll see a landing page that allows the user to generate the SFTP login credentials. Read through everything on this page and then click “Generate SFTP Login Credentials”:

This next page should give you all of the credentials you need to set up the SFTP connection. The blue section at the top contains the credentials you’ll need.

The pink section in the middle contains supporting documentation. The white section at the bottom contains the fields to setup email notifications when the SFTP processor runs.

Don’t forget to select the “Enable SFTP” checkbox and save the page once everything is ready.

Please watch the video below for additional information, and please don’t hesitate to reach out to [email protected] for additional assistance.

Sync Your Employee List

It’s easy to manually create and update employee profiles within KPA EHS, but many companies wish to automate this process.

For example, you probably have an HR system with employee details like name, employee number, email address, etc. Typically you’ll want to sync this data with KPA EHS weekly, daily, or even several times a day.

The “Dataload” File

There are several ways to sync your data with KPA EHS, but all of them revolve around the “dataload” file.

A dataload is a CSV spreadsheet with particular column names. Here’s an example:

The system will lookup the employee number for each row. If the profile already exists, then it will be updated. If the profile is not found, it will be created.

There are dozens of columns that you can include – such as Title, HireDate, and more. Refer to “How to Load Data” in your iScout site for details on what columns you can include, how the data should be formatted, example spreadsheets, and more.

>> How To Load Data

CREATING A DATALOAD FROM YOUR HR SYSTEM

Generally you’ll need someone in your IT group to connect the data from your HR system to iScout. In most cases, your IT team will create a CRON job that runs daily, imports data from your HR system, manipulates it into iScout’s dataload format, and uploads it to iScout.

The iScout development is not able to create custom code to pull from your HR system. Consider talking to your HR provider, your IT group, or a 3rd-party vendor in order to make this connection.

VERIFYING YOUR FILE

Before you automate this process, it’s a good idea to make sure your dataload file is valid. The easiest option is to manually upload it to the New Dataload Page.

This page will automatically validate your file, but won’t run it. If it is valid, you’ll get a summary of the changes that will be made. If it is invalid, you get a list of errors including the row number, column name, and more.

AUTOMATING YOUR DATALOAD FILE

Now that you’ve got a valid file, you need to upload it to iScout. Assuming you don’t want to upload it manually to the website, there are two options:

API – the dataload.create endpoint allows you to submit a dataload file via the API. You can optionally include email addresses to notify upon success and/or failure.

NOTE: See https://api.iscout.com for details. To create an API token, visit your iScout application: https://my.iscout.com/api

SFTP – alternatively, you can set up an SFTP folder for your dataload files through the SFTP Admin Page. Once a file is dropped into that folder, KPA EHS will automatically load it into the system.

Dataload (Uploading Spreadsheets of Data)

You can create or update a large number of employees, trainings, equipment, etc. using the KPA EHS dataload module.

For a complete walk-through, visit the
How To Load Data page within your KPA EHS site which explains:

  • What Is A Dataload?
  • How To Design Your Spreadsheet
  • How To Upload the Spreadsheet
  • Downloadable examples which you can use as a template

Integrating API with Third-Party Services

The KPA EHS API make it possible for you to move data between KPA EHS and a third-party system such as an HR system, BI tools, telemetry services, SAP, NetSuite, and more.

To be clear, an API is a programming interface that your organization’s IT group would use to connect the two systems. KPA EHS does not create custom connections into third party systems.

Moving Data in to KPA EHS

If your goal is to move 3rd-party data into KPA EHS then check out the How to Sync Your Employee List With KPA EHS article. It offers a full walk-through of loading data into KPA EHS .

Moving Data Out Of KPA EHS

If your goal is to move KPA EHS data into a 3rd-party system, check out the article on integrating KPA EHS with your business intelligence tools.

Still Have Questions?

Still have questions about the KPA EHS API? Send our support team a message & we’ll get you some quick info.

Want to Set Up a Call?

Here’s a few things you’ll want to do before setting up a call:

  • Identify what data you want to move between systems – for example, employee profiles, form responses, training completions, etc.
  • Identify which 3rd-party system you’ll be connecting – for example, an HR system, a BI tool, NetSuite, SAP, etc
  • Identify who will be writing the code to move the data – typically this is your IT group or a contractor, but in some cases the 3rd-party provider offers this service
  • Make sure that person has reviewed the API – the API Documentation includes a walk-through of how to access data, sample code, and even a sandbox environment. In most cases the documentation will answer all questions for your IT team.
  • Still need help? Send our support team a request to set up a call with KPA EHS developers. Be sure to include the questions the team will need to answer so we can make sure the right people are on the call. Calls can typically be set up within 5 business days.

Restricting Allowed File Types on Form Attachments

KPA EHS now has a setting that allows you to restrict your form attachments to specific file types.

This setting can be used to guide users into attaching a specific form type or to achieve specific data security goals, such as not allowing .pdfs to be uploaded.

Restricting attachment file types on a new form

Begin by creating a new form. You will see a row titled “Allowed File Types.” In this row, you may add the allowable file types. Make sure to include a comma between file types, i.e. “.pdf, .docx, .xslx”.

Fill out the rest of the form and select the “Save” button at the bottom of the page.
The same can be done for existing forms. If you wish to add file type restrictions to attachments on an existing form, simply edit an existing form and navigate to that same field.

Here is a video that will walk you through how to restrict file types on form attachments: