Bulk importing training records is useful when you have a large number of records to populate the system or your simply performing a bulk update of many training records within your company or organisation.
This functionality is available from
Admin > Learning > Bulk Import/Export
If you would like to have additional fielda against a Training Record such as 'Type of Training', 'Class Size', 'Training Hours', please add these as metadata through Metadata Admin Panel.
Step 1: Download CSV Template
Click on Download CSV Template button to get a spreadsheet template for bulk import. You can open CSV (Comma Separated Value) file using Spreadsheet software such as Microsoft Excel or Open Office.
Step 2: Populate the spreadsheet
Simply populate the spreadsheet with the record you wish to import
Each training record has a unique Record ID, you must use the same record ID if you wish to update/edit the record. For a new record use '
The name should match the unique
username of the user you wish to add a record to, please note that user must exist on the system for a training record to be added against that user.
For a standard Training Record entry use
Training Record, in addition, it is also possible to amend or alter Learning Path, and E-learning.
The object ID is a reference to unique Learning object in database, for example it might be a Training Event or E-learning Course for a new training record use '
Title is the title of the training for example
Introduction to Project Management
Training provider is the name of the organisation that provides the training for example
Corporate Learning Ltd.
Completion date is the date when the training is complete. You must populate completion date in the following format:
YYYY-MM-DD for example 2019-06-17
Tips: Microsoft Excel often automatically change the date format, in order to change to the above format you can right-click in the column heading and click Format Cell
Choose Number > Date > 2001-03-14
Other information is a text file that you can add extra information about the training, it is optional.
Qualification code is a unique code used for the completion of Learning Path. It connects various type of Learnings within Claromentis. For example, you may have training with title 'Introduction to Project Management' and it has a unique code
PM1 to represent that training.
Some of the fields such as Instructor Name, Training Dates, Duration etc are called metadata fields. These are custom fields which are created on the system and will be different for each organisation.
If you need to perform bulk deletion of existing Training Record, this field must be set to '
1' (without quote) and it must have a match to the unique Record ID within the system.
For a new record or update just leave it blank.
Step 3: Saving CSV File
Save the CSV file. Excel may give the following warning in which you can simply continue.
Tips: for Mac users, you may need to save your CSV file in Windows Comma Separated (.csv)
Step 4: Performing Import
Admin > Learning > Bulk Import/Export Click on 'choose file' to upload the CSV file you have prepared. and click Import from CSV button.
Upon successful import, you will get confirmation on how many records were imported.
Tips: Perform some check to the user's Training Record making sure they were imported correctly.
- You must put
0for new record in Record Id column rather than leave it blank
- Check column header in your spreadsheet to make sure they are matched with the exported CSV Template
- The column headings in the CSV file you are using to import does not match with the template downloaded from the system. Please re-download the CSV template and make sure the column headings are identical.
- Incorrect date format, the date format must be in YYYY-MM-DD