Updated as of Version 26.02.
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Import PFL Training Records

Administrators can import training records (transcripts) for learners in bulk via the Training Records CSV Loader. This allows you to create and modify learners' training records externally from the LMS. By importing training records, you can create new learning programs, modules, and sessions, while also indicating learners' overall transcript statuses and assessment scores.

To import training records, your user role must have unrestricted access to the Training Records Data Loader feature.

Create the Import File

  1. Go to Manage Center > Learning > Import > Training Records CSV Loader. CSV download and import actions are located on the right side of the screen.

csvtemplate.png

  1. Click Download CSV file template.
  2. Prepare the file for import.

Click the CSV Formatting Help link for important guidelines around preparing the file for import. 

  • CSV files are likely to be opened by Microsoft Excel if it is installed on your system. If you encounter any problems with importing a CSV file into the LMS, it could be caused by Microsoft Excel applying extra formatting to the file.
  • As an alternative, you can edit CSV files in a text editor. The data should conform to the formatting required by the template as specified in the corresponding CSV Formatting Help.
  • If the values for text area fields include punctuation, these fields must be enclosed in double quotation marks (" "). Do not include commas or semicolons in other fields as they could be interpreted as a field delimiter (depending on your choice of delimiter at import).

Import the File

  1. Go to Manage Center > Learning > Import > Training Records CSV Loader.
  2. Click + Import CSV file.
  3. Click Choose File to select the CSV file to upload.
  4. Configure the import fields:
  • Encoding - if your CSV file was saved with a specific file encoding the LMS can automatically detect it, otherwise you can select it from the list.
  • Delimiter - select the delimiter used to separate fields in your CSV file.
  1. In step 6, you will determine if the import will skip enrollment checks.  If you are going to do enrollment checks, and do not wish for users to be notified of any discrepancies, select the Suppress automatic e-mails check box to stop notification emails being sent to users.
  2. Select the Skip enrollment check checkbox to skip enrollment checks on prerequisites, seat numbers, approvals, and so on, which may not be necessary for historical records. Please review the following caveats related to skipping enrollment checks:
  • You can only create new training records. Existing training records cannot be updated.
  • The Transcript-Overall Status cannot be set to Deactivated.
  • The Transcript-Overall Status cannot be set to Completed for Programs.
  • The CSV import cannot create multiple enrollments for the same user and learning module.
  • Awarding competencies and certificates according to definitions at the time of completion is not supported.
  • New learning objects will always be created for Learning IDs that do not exist.
  • The LOTYPE (Learning Type) field is required to indicate the learning type for the record (including top-level programs).
  • Sessions can be updated where they allow instructors to be added to old modules.
  1. Select the Create learning objects for new Learning IDs found in the file checkbox to create new learning objects. The system configuration setting, Automatically create learning objects when using dataloader, must also be enabled.
  2. Click Preview. The contents of the CSV file are shown in the Data Loader page.
  3. Click Upload to import the CSV file. The Summary Report displays the count of records that were successfully imported from the file as well as those that failed.
  4. If any records fail to import, you can return to the CSV Loader page and click the CSV Error Report link for the failed import. The report downloads to your desktop as a copy of the original file, with error messages included for each record that couldn't be imported.

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