Completion Record Import

Introduction

• The Completion Record Import feature enables admin users, with the correct permissions, to efficiently upload completions in bulk. This is achieved via a CSV file at both the Object and Learning Experience levels in addition to enrolling learners on Learning Experiences
• Completion Record Import streamlines the process of importing multiple Object and Learning Experience completions for multiple users simultaneously, significantly reducing your manual effort and improving efficiency
• Target audience: Administrators of the learning platform with the appropriate permissions

A video demo of this functionality can be found here.

Feature Functionality

• The Completion Record Import enables the seamless upload of completion data via a CSV file
• Administrators navigate to the 'Learning Experiences' tab and access the 'Completion Import' menu item in the left-hand navigation

• Required permissions:
  • Org Admins have the permissions by default
  • Other Admins must have one of the following roles:
    • Learning Experience Record Uploader
    • Group Record Uploader (This role will only see import records they imported in the table)
• The CSV template includes the following required columns: User Identifier (Username, SSO ID, or User ID), Learning Experience External ID, Learning Experience Completion Date, or Object Completion Date. The Enrolment Date column is optional

Use Cases

• Objects are moved from one Learning Experience to another
• Training has been completed offline (e.g. conducted via Zoom), and there is no way to track completion within the system
• Migrating from one system to another which may require large amounts of backfilled completion data to be imported

Implementation Process

• Activating the service:
  • Make a request to the Learning Pool Support Team to enable the 'Completion Record Import' service
  • Once enabled, Org Admins can assign the necessary roles as required
• Assigning roles to admins:
  • Once the feature is enabled, Org Admins can navigate to the admin area of the platform
  • Locate the admin(s) who will be using the Completion Record Import feature and edit their roles
  • Assign either the 'Learning Experience Record Uploader' or 'Group Record Uploader' role to the admin(s), depending on their specific requirements 

• Downloading the CSV template:
  • Click on the 'Download Template' button to obtain a blank file with the required headings
  • Open the file and enter the completion data per the required columns
  • Completion reasons and notes can only be applied to learning experience completions, you can learn more about this functionality here
    • The following reasons can be included in the file
      • Completed Equivalent
      • Completed Offline
      • Demonstrated Proficiency
      • Technical Error Prevented Automatic Completion
      • Other
        • When 'Other' is selected a Note is required

• Uploading the file:
  • Click the 'Import' button, choose the CSV file, and click 'Import' on the modal
  • Map the accepted headings to the headings on the CSV where required
  • The system will validate the data, and any errors will be presented in a downloadable error log for troubleshooting
  • A progress bar will display the status of the import in the table

• When completion imports are successful the ‘Completed’ xAPI statement that is generated will have the trigger type extension of ‘admin_awarded’ with the import admins' details

Best Practices and Considerations

• Importing completion records will initiate any active automated enrollment workflows
• A Learning Experience External ID (External ref) must be configured for the learning experience and the corresponding ID set in the CSV

• When importing Object Completion dates the Object ID (Object External ID) must be configured for the Object in the Learning Experience

• Ensure the completion dates are in the correct format (YYYY-MM-DD) and order within the CSV file if it contains more than one completion date for the same user
• The file will be processed row by row from the top to the bottom
• If there are errors in some rows, fix the data directly in the file, remove the additional error column, and re-import the file

• Ensure the ‘Attempt options’ are configured correctly on learning experiences, where required, before importing completions.
• The audit log captures details of enrolment, which can be accessed by making a request to the Learning Pool Support Team

FAQs

Q. How do I get the feature?

A. Make a request to the Learning Pool Support Team to enable the 'Completion Record Import' service. Once enabled, assign the necessary roles as required.

Q. What file formats do you accept for the upload?

A. CSV

Q. Is there a template I can reference to format my CSV correctly?

A. Yes, a blank template is available to download, which has column headers to help with adding the data correctly.

Q. What columns need to be included in the upload file? Are any optional?

A. User Identifier, Learning Experience External ID and a Completion Date for either objects or learning experience are required, and Enrolment Date is optional.

Q. What is the Learning Experience External ID?

A. The learning experience external ID is a unique field that can be added in the settings of the learning experience in the ‘External ref’ setting. The maximum number of characters in this field is 225.

Q. What is the Object External ID?

A. The learning object external ID is a unique field that can be added in the settings of the learning experience in the ‘External ID’ setting of each object. The maximum number of characters in this field is 225.

Q. What kind of validation checks are done on the upload file?

A. On upload, the system will check that all required fields are mapped correctly. Errors will not display on upload; they will be included in the downloadable error report.

Q. What if there are errors in some of my rows? Will any valid rows still be processed?

A. Yes, all valid rows will be processed, and all rows containing errors will be available in the downloadable error report.

Q. Can I upload Object completions or only Learning Experience completions?

A. Completions can be uploaded for both Objects and Learning Experiences. If uploading object completions and they complete the learning experience, the learning experience completion date will be equal to the object completion date of the last object in the file that completes the learning experience.

Q. Does Completion Import work with Inherit Resource Completion?

A. No. Completion Import only marks objects as complete without creating an actual resource completion record. Inherit Resource Completion requires a real completion record to function. Therefore, completions uploaded via Completion Import will not trigger resource inheritance, even if Inherit Resource Completion is enabled on an object.

Q. Can I enrol users through the completion upload?

A. Yes, as per the existing learning experience upload functionality, if the enrollment does not exist, it will be created.

Q. What if I leave the 'Enrolment Date' column blank by mistake when I'm trying to import a completion for a user who isn't enrolled?

A. The date of the import will be used as the date for enrolment.

Q. What admin permissions are needed to access and use the completion upload?

A. The Org Admin role has the permissions by default. Additional roles that have permission are the 'Learning Experience Record Uploader' and 'Group Record Uploader'.

Q. Will my upload be limited only to courses/objects I have admin rights for?

A. Yes, you won't be able to import completions for Learning Experiences that you don't have access to.

Q. Some of my rows failed but others were marked complete, what should I do?

A. Download the error report. Fix all errors on the file as per the details in the error column. Delete the error column and reupload.

Q. Once uploaded, is there a progress indicator or confirmation message upon completion?

A. There is a confirmation toast on successful import and a progress bar in the table.

Q. Will bulk completions I upload overwrite any existing completion data?

A. Yes, the file will process row by row, and if a previous completion exists, each row will overwrite the previous one with a new completion date.

Q. What happens to Object completions that require Manager Sign Off (MSO)?

A. MSO Objects will be marked complete and do not need a manager to sign off on the object for completion and notifications are suppressed. 

Q. What happens to Object completions that require Comment XP?

A. Objects that require a comment for completion will be marked complete and do not need a comment by the learner for completion. 

Q. Why does the Group Record Uploader only see records they imported and not all imports for the site?

A. An admin with a Group level role should only see data for members of their group so they have a restricted view. If they could see all they could access the error report for people they should not have visibility of.

Q. Why do I get an error saying both IDs are incorrect when I put the wrong learning experience ID on the CSV sheet but put the right Object ID?

A. The object ID is validated to ensure that it is part of the specified learning experience. If the learning experience ID is invalid, there is no learning experience to validate the object ID against, so it is assumed invalid.

Q. What is the maximum file upload size limit for completions?

A. 200MB

Q. Does the audit log capture details of enrolment/completion uploads?

A. As per existing audit log functionality, changes to enrolments are tracked.

Q. Who can view the audit log information?

A. As per existing audit log functionality, customers can make a request to the Learning Pool Support Team relating to the audit log.

Resources and Support

• For further assistance, contact the Learning Pool Support Team.
• Additional resources and documentation may be provided as needed.