How do I Process Bundle Achievement Imports?

Introduction

Use this procedure to update achievement information, such as registration dates, completion statuses, and grades for multiple LearnFlex users. Once an achievement import has been processed, the updated achievement information will appear in users’ achievement records within LearnFlex.

This process can update achievement information for LearnTracks using a file saved in either tab-delimited, comma delimited, or .xml format.

Note: The achievement import process only imports information for users and learning activities that already exist in LearnFlex. If you require an import of learning activities and users that do not already exist in LearnFlex, contact your LearnFlex representative.

The bundle achievement import updates user achievement records with LearnTrack achievement information, such as registration dates and completion statuses as specified in the import file.

Note: The bundle achievement import updates only the bundle achievement information, not the achievement information about the individual courses within the bundle.

The file that you create for the import may contain manually entered information, or information exported from a source outside of LearnFlex.

Step One: Creating a Bundle Achievement Import File

1.      Open a new Microsoft Excel spreadsheet.

2.      Create a header for the import file by entering the titles of the fields that will be updated through the import process.

Note: A header is not required, but if one does not exist, the values must be populated in the order of the field titles listed below. When a header does exist, the field titles can appear in any order, but must be entered in the exact format listed below.

The fields available for a bundle achievement import and their corresponding locations within LearnFlex are as follows:

·        BundleEID: Admin mode > Courses > Bundle Management > (select a bundle) > LearnTrack > External ID

·        UserID: Admin Mode > Users > (select a user) > User Name

·        RegistrationDate: Admin mode > Registration > Course Management > (select a course) > (select a registration status) > Date Registered

·        CompletionDate: Admin mode > Users > (select a user) > Grades Administration > Date Completed

Note: If you have created it from data exported from a source outside of LearnFlex, the spreadsheet may not have a header, or the field titles may be different. Use the field titles above to create a header or change the field titles in the existing header so they match the fields within LearnFlex. The columns can be in any order, but the field titles must appear exactly as they do above.

3.      Populate the columns with the values from the applicable fields as described above.

You can refer to the following table for information about the format, whether the field is required or not, and default value of the values used in the bundle achievement import:

Note: If the values are populated in the spreadsheet using an export from a source outside of LearnFlex, you will need to delete any columns containing values other than the ones available in the fields described above.

Your spreadsheet should look like the one below:

Import Spreadsheet

4.      Save the spreadsheet in one of the following file formats:

·        Tab Delimited (.txt)

·        Comma Delimited (.csv)

Note: All commas are recognized as delimiters. This format should not be used when the import data in the file contains commas.

·        XML (.xml)

Note: LearnFlex cannot import a file saved in the default Microsoft Excel formats (.xls or .xlsx).

Step Two: Running the Bundle Achievement Import

1.      Once you have accessed the Imports sub-menu of the Courses module, select the Achievement left-hand side menu.

The achievement import screen is displayed, as shown next:

Achievement Import

2.      Select the Bundle Achievement Import option to indicate that information about individual courses will be imported or updated.

To import achievement information for LearnTracks, see How do I Process Course Achievement Imports.

3.      Check the Register User Prior to Achievement box to force the import to verify if the users specified in the file are already registered in the learning activities specified in the file.

When users specified in the file are not registered to the learning activities, the import process will automatically register them to the learning activities and update their achievement records with the new achievement information.

You can uncheck this box to update achievement records only for users already registered to the learning activities specified in the file.

4.      Check the Update Existing User Achievement box to update the achievement information of the users specified in the file with the achievement information specified in the file.

For example, when a user has already achieved a learning activity that is specified in the import file, but for a date different than that specified in the import file, the achievement date in the user’s achievement record is changed to the date specified in the file.

Uncheck this box to retain existing user achievement information as it is at the time of the import.

5.      Check the Enforce Minimum Grade box to enforce the minimum passing grade specified for the learning activities for all users specified in the import file.

When checked, this option will review all of the specified users’ grades for each learning activity and move the learning activities to the achievement records only for those users who met or exceeded the minimum passing grade for the learning activity.

Uncheck this box to have the grade value specified in the import file override existing user grades and move the learning activity to the achievement record of every user specified in the file.

Note: This box is not available when the Bundle Achievement Import option is selected.

6.      Check the Import File has Header box to indicate that there is a header in the file and that the values in the first row should not be imported.

Note: If there is no header in the file and this box is checked, the first row of data will be ignored and will not be imported.

7.      Check the Original Lines in the Report box to include the imported values in the import feedback report that is available after the import is complete.

8.      Select the format of the file being imported from the following available formats:

·        Tab Delimited (.txt)

·        Comma Delimited (.csv)

Note: All commas are recognized as delimiters. This format should not be used when the values in the file contains commas.

·        XML (.xml)

9.      Use the Date Format drop-down list to select the date format specified in the import file.

10.  Click Browse to navigate to where the file is stored.

A navigation pop-up window, similar to the one below, is displayed:

File Upload

11.  Locate the file you want to import.

12.  Click Open to select the file you want to import.

13.  Click Submit on the LearnFlex screen to complete the import.

Step Three: Viewing the Import Feedback

Once the import is complete, you can view information about the success or failure of the import in two different ways.

1.      Scroll down to the bottom of the Achievement Import screen to view a simple import status report.

When the import is successful, the feedback is displayed in green, as shown below:

Import Feedback

When there are errors in the import, the feedback is displayed in red, as shown next:

Import Errors

2.      Use the Click Here link to download and view a report that displays details about what values were changed through the import:

Import Report

Note: When the Original Lines in Report box is checked, the values in the import file that caused errors are identified.