Creating References using the Import Data tool

Objective

After completing this lesson, you will be able to create references using the Import Data tool.

The Import Data Tool and Importing References

Use the Import Data tool to add multiple references or resource values at once. This tool allows you to download a template, populate it with necessary data, and import it into the system.

The References template can be used to import various entities including Account Code Type, Approval Role, and Class Status. It can also import several resources and other entities like User, Instructor, Learning History, and Administrator Roles. It is advisable to first develop and test Administrator Roles in a test environment before importing them into production.

When using the template, ensure to fill in mandatory fields (typically ID or key fields), and refer to field notes for guidance on required formats or permissible values. Entities can be added in any order, though certain associated entities, like Holidays and Holiday Profiles, must both be present in the system to establish their relationship. Entities like Completion Statuses require their associated Item Types to be pre-existing or imported simultaneously.

Download the Import Data Tool Template

Steps

  1. Navigate to System Administration→System Management Tools→Import Data.

  2. Select Download Template as the Action.

  3. Choose the appropriate Entity Type from the dropdown list.

  4. Choose Submit and save the file.

Result

The Import Data tool template has been downloaded.

The Entity Type dropdown is expanded and all available options are highlighted on the Import Data page.

Edit Import Data Tool Template

Steps

  1. Open template in a spreadsheet program.

  2. Review the required fields and other information for the entities you want to add.

    Note

    Some fields allow only certain values or data types and some templates have multiple tabs.

  3. Add all information to be imported into the template.

  4. Save the file.

    Note

    If your spreadsheet program removes leading zeros or changes the format of certain number or date fields, you may want to double-check that the values are correct before saving.

Result

The Import Data tool template has been edited.

Import the Edited Template

Steps

  1. Navigate to System Administration→System Management Tools→Import Data.

  2. Select Import Data as the Action.

  3. Choose the Entity Type that matches the template being uploaded.

  4. Choose one of the following options:

    • Choose Add Import basis from the dropdown if you are only adding new entities and not modifying any existing values.
    • Choose Update if you are only changing values for existing ones.
    • Choose Add and Update if you are both adding and changing existing values in one import.

  5. Select Choose file and add the edited template file.

  6. Select your time zone and choose Submit.

    Note

    The system will show Done indicating the file was checked for errors. However, the Import tool has not yet imported your file. You can choose to run the import immediately or schedule it for later. Once the import is successful, the status of the background job will show Succeeded.

Summary

  • Use the Import Data tool to upload multiple references or resources using a pre-populated template.
  • Download, edit, and save the template with mandatory fields and accurate formatting for successful import.
  • Ensure associated entities exist or are imported together to establish relationships, e.g., Holidays and Profiles.
  • Import edited templates with the correct action: Add, Update, or Add and Update, based on needs.
  • Review import status and address any errors before scheduling or completing the import process.

Learning

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