Overview
This article explores the various features and options of the "Import Learning" button for Learning Plans. We'll guide you through the process of updating, creating, and importing learning data into your platform.
Import Data Button
As an Admin, first navigate to Admin > Learning > Learning Plans. Here, you will see the Import data icon:
Clicking it will bring up this menu with four options:
Create new learning plans
Update existing learning plans
Create new learning plan assignments
Update existing learning plan assignments
How do I Create New Learning Plans with the importer?
Navigate to Admin > Learning > Learning Plans > Import data. Select Create new learning plans and download the template:
Here, you will find 4 different columns. Selecting any of the header names will show you a tooltip for each different column. The columns are named:
Learning Plan Title *
This data is required to fill in
Description
Please only use plain text
Add Course(s)
Course IDs you want added to the Learning Plan
Add Event(s)
Event IDs you want added to the Learning Plan
Add Topic(s)
If you wish to add more than one Topic, simply separate topics by comma
The only required section is the Learning Plan Title, everything else is optional.
We recommend reading the Template Guide before populating the template.
Please do NOT change the predefined template be deleting any columns or rows including row 1: NewLearningRecords_template (when uploading new records) or UpdateLearningRecords_template (when updating records) as this will cause the import to not function.
Once you have provided the necessary information, you can save the file and import it by dragging and dropping it, or uploading it directly with the hyperlink in the menu.
Ensure all of the information is correct, then click Confirm. Once you click Confirm, you will see it load at the top and confirm that the Learning Plans were created.
How do I Update Existing Learning Plans with the importer?
To update Existing Learning Plans, follow the same steps to the importer as you can see above, then select Update existing learning plans.
This will bring up a similar menu and option to download a template as the other steps. Download the template by clicking here in the menu. Once you download the template, open it. You will be presented with the following:
Here, you will see four very similar columns to the Learning Plan creation process.
Learning Plan ID *
This data is required to fill in
To locate the Learning Plan ID go to Admin > Learning > Learning Plan > Download
Add Course(s)
Course IDs you want added to the Learning Plan
Add Event(s)
Event IDs you want added to the Learning Plan
Add Topics
If you wish to add more than one Topic, simply separate topics by comma
Once you provide the necessary information on the form, save it and upload it to the importer.
Once you confirm that the changes being made are correct, click Confirm.
You will see an element load, then once it's complete, it will appear at the top with the number of Learning Plans successfully updated.
How do I Create New Learning Plan Assignments?
Creating new Learning Plan assignments is a fairly straightforward process. First, navigate to Admin > Learning > Learning Plans > Import data.
Once here, click + Create learning plan assignments.
This will again present you with a window showing an option to download the template and an option to upload it. Once you download and open the file, you will see this:
Here, you can see 4 columns:
Learning Plan ID *
This data is required to fill in
To locate the Learning Plan ID go to Admin > Learning > Learning Plan > Download
User *
This data is required to fill in
This field accepts either the User Email or the Account ID
Required
True or False
Deadline
This data must follow the date format "YYYY-MM-DD"
User and Learning Plan ID are required fields, without them, you cannot determine who and what you are editing. Once you have updated the document to fit your needs, save and upload it. Confirm the changes are correct, then click Confirm. You will see the same message as the examples above.
Please note that you will only be able to create Learning Plan assignments for already existing Learning Plans in your platform. Updating/adding assignments will not automatically create a Learning Plan in the platform, meaning this is a 2-step process if you are updating/adding assignments for a new Learning Plan.
To create a Learning Plan, follow the steps in the first section of this article, or review this article to create them manually: How to Create a Learning Plan on eloomi Infinite
How do I Update Existing Learning Plan Assignments
First, you must navigate to Admin > Learning > Learning Plans > Import data.
Here, click Update existing learning plan assignments. You will be presented again with the option to download a template. Download and open the template, you should see the following screen:
Here, you will see the following columns:
User *
This data is required to fill in
This field accepts either the User Email or the Account ID
Learning Plan ID *
This data is required to fill in
To locate the Learning Plan ID go to Admin > Learning > Learning Plan > Download
Required
True or False
Deadline
This data must follow the date format "YYYY-MM-DD"
Once you have amended the file to fit your needs, you can save it and upload it back to the platform. Once you do so, you will see the following:
Here, you can see the different fields that you have mapped data to. Once you verify that the changes are correct, select Confirm. You then see another confirmation at the top once you finalize the import.
Keep in mind that Learning Plan Assignment Status cannot be updated via Import, and that Group Imports are NOT possible.
Why is my Learning import not working?
The import feature is sensitive to typos and mistakes. The system will pick up any errors and reject the file when you upload it. We will use an example of an error while trying to update current Course assignments. Here, in the image below, you can see red text indicating errors:
If any of the fields are missing information, have the wrong information or the information provided does not exist on the platform, it will clearly define what is wrong. In the example above, you can see that the User email does not exist on the platform, and the Completion date provided is not valid. In order to rectify this, you must go back into the excel file and update the data accordingly.
Important! Remember that if you attempt to update records that do not exist, it will still go through, but no changes will be reflected in the platform. Make sure you have assignments to update by assigning the Learning first and then applying your changes after.
Common Import Blockers
If you are getting invalid responses, or if the file is not being taken in by the system, there is more than likely something wrong with the file. The first thing to check is the responses you are getting from the importer itself.
Here, you can see that the file is invalid as the file provided has mistakes inside of it, and the users to be updated do not exist on the platform. If the file is giving you an error stating that the file type is incorrect, please keep in mind that the file must be in a specific format of .xlsx or CSV format. If the file is saved into a different file type, you may see the following error:
In any case, if you repeatedly run into errors and invalid responses and cannot successfully debug it yourself, please feel free to reach out to our Support Team or your CSM/AM.
In case of any questions or concerns, please feel free to reach out to our support team via the eloomi Support Hub!