Import Learning Records

Importing Learning Records can either be completed immediately, or can be set up as a Timed Event.  If you are accessing this procedure from the Event procedure, you have likely already configured your import spreadsheet.  If this is the case, proceed to step 2 of Import Learning Records procedure below.  If you have not configured your import information, start at the beginning.

Please note:    If the Provide Explicit Digital Signature function has been enabled, and the import function is being completed by an Operational Administrator, the last step after clicking OK will be followed by a Signoff dialog.  This dialog requires that the Operational Administrator provide their employee ID and password in order to complete the procedure.

Open the CSV file in Microsoft Excel

1. Click here to access a CSV file containing the relevant Import Learning Records fields.

The File Download dialog appears.

2. Click Save.

Please note:  Do NOT click Open.  If you do, the file will open in the Help window, with no way to save any changes you may wish to make.

The Save As dialog appears.

3. Navigate to a desired location.
4. (optional) Enter a new name for the import learning records file.
5. Click OK.

The Download Complete dialog appears.

6. Click Open.

The CSV file opens in Microsoft Excel.

The file must contain 15 columns.  If you delete columns, the import will not succeed.  If you add columns, the import will not succeed.

To View all Property (Column) Names

1. Highlight the columns A through O on the Microsoft Excel file.
2. Place your cursor at the border between O and P.
3. Double-click to make the columns the width of the column names.

Create/ Save the Import File

1. Enter the information under the corresponding columns in the Excel spreadsheet.

For a more detailed description of each of the columns, see Import Learning Records Legend.

The information for one Employee on one Task occupies one row of the spreadsheet.  If both Knowledge and Capability components were completed by the same person on the same Task, this information can be entered on the same row.  Otherwise, each new Employee and new Task will require a new row.

2. Select File/ Save As from the main menu.

The Save As dialog appears.

3. Navigate to an appropriate location.
4. In the Save as type field, select Unicode text.
5. Enter a file name, and click Save.

Import Learning Records

1. Select Tools/ Import from the main menu.

The Import dialog appears.

2. Select the language to import information.
3. In the Object Type field, select Learning Records.

The Allow Employees to be Added to the System and Allow Update Employee Information checkboxes will disappear.

4. Click next to the Import File field.

A standard Open dialog appears.

5. Navigate to the import file, select it, and click Open.

The file name appears in the Import File field.

6. Select the Date Pattern that was used in the Import file.

You can choose from dd/mm/yyyy, or mm/dd/yyyy, or yyyy/mm/dd.  Microsoft Excel often reformats your dates after entering them into their respective fields.  Verify with your import file that you have the correct pattern selected.

Please Note:  The biggest reason for this field is to reconcile dates that could either be dd/mm/yyyy or mm/dd/yyyy.  For example, 05/12/2004.  Is this meant to be May 12 or December 5.  Not selecting the appropriate date format may still import your records properly, however it is advised to check that the formats match - just in case.

7. Select the properties you wish to match with the current database information.
8. Click Import.

An Import Status dialog appears to indicate completion of the process.

9. Click OK.

An import log appears within an Import dialog.  At this point, you may wish to copy/ paste the information into another document.  This information will indicate how many records were successfully imported, how many were unsuccessful, and of those unsuccessful - where the problem occurred.

10. Click OK.

If you (the person who is currently logged into TRACCESS) have a valid email address in your Employee Profile, the import log information will also be sent to your email address.