Import registrations

Import registrations

Open the menu Settings > Data import

File format

1. Select the file format for this import: CSV file, Syfadis format, Course components. The import format is a CSV file -therefore in text format. The encoding is ANSI by default, but it can be changed.

2. Choose a separator for columns that can contain several values, by default this is the " | " character.

3. Choose the column separator character (usually a "," or "; ").

4. Check or uncheck the 2 options checkboxes:

   • Import the first line of the file (which sometimes can be the labels of the columns).

   • With preview of the result. This allows you to view the import prior  to the actual import.

5. Options of responsibility of the operations. Check the boxes to enable import insertions (or creations) or updates for this import.

File contents

The columns taken into account in the file to be imported are defined in a configuration parameter in the configuration page, node Data import Training.

This setting is Column order for CSV file, Course components and has the default value:

ExternalId;User.User.ExternalId!;TrainingSession.TrainingSession.ExternalId;LmsLastScore;LmsTimeSpend;LmsProgressPercent;LmsSuccess;LmsLastAccessedOn;LmsSuccessDate;Extension.TraineeExtension.ExternalId;Extension.TraineeExtension.OptionalField1;Extension.TraineeExtension.OptionalField2;Extension.TraineeExtension.OptionalEnumField1;Extension.TraineeExtension.OptionalDecimalField1;Extension.TraineeExtension.OptionalDateField1

The order of the columns is important for the import mechanism!

For each line of the file, there are a few rules :

• The fields " ExternalId ", " User.User.ExternalId!" and " TrainingSession.TrainingSession.ExternalId " are required otherwise the data is not imported (read).

• The order of the columns is fixed. If you don't have any information to put in a column, you should leave it blank, don't delete it.

A sample file is provided in addition to the directory of this documentation.

Here is a description of the columns provided for in the import file in the standard:

Additional column information

• ExternalID (Trainee): If the identifier defined in the file does not correspond to an existing registration in the application, the registration will be created, of course, in this case, it is mandatory to enter the User ID and the session ID concerned. If the identifier defined in the file corresponds to an existing registration in the application and the session entered is not the same, the registration will be updated with the new session entered (under certain conditions – see next chapter).

• User ID: If the ID set in the file does not match an existing user in the app, the registration is not imported. In addition, this column contains a " !" at the end, any column with this character means that updating this property is not possible during an update – during a second import for example on the same registration. This column is required.

• Session ID: If the ID set in the file does not match an existing session in the application, the registration is not imported.

Possible cases during an import

Releases

When importing, here are the possible rejections for 1 registration:

• The session put in the file does not point to the same training as the original session of the registration

• The session put in the file is closed or deleted or cancelled, no registration possible

• A registration already exists for this user in the target session

• The session is full, no places available

Other cases

When importing, here are the possible cases for 1 registration:

• A deleted registration in the platform will be restored after the import of the latter (however, no restore message in the output import file).

• On an import of a deleted registration linked to a session that was originally deleted or closed or cancelled in the platform, the registration is restored and made (on the other hand, no restore message in the output import file).

• For a person on a waiting list for a session, the registration will be created, however, the person will remain on the waiting list for this session (no deletion of the person in the waiting list - it's the same way the interface works).

• On an import with a change of session, in the case where the learner has already started their training (existing tracking), the tracking information no longer corresponds to the new imported session. Therefore, after import, when the learner accesses their training, a change in the tracking information is made to be consistent with the new session.

Notifications

During a first import, during creation, the main notification sent during the batch is: "Invitation to a training session".

During a second import and on session changes, the main notification sent during the batch is: "Modification of an invitation" (cancellation or simple invitation are not affected by this import).

Then, depending on the settings in the notifications and the dates of sessions/registrations, the following notifications are sent normally during the batch:

• Recall a registration

• Reminder of a face-to-face session

• Reminder of the learner who has not started their training

• Reminder of the learner who has not finished their training

To use them in the platform, don't forget to activate them!

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