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When using TRACCESS CI for the first time, the concept of having to enter each of your employees' learning records into the system one at a time may be a little overwhelming. Companies often have these records stored in a series of filing cabinets - and now TRACCESS CI is finally giving you a way to store them electronically. This is called the Import Learning Records function.
This function will import any file that contains character separated values (either comma separated or tab-delimited). The most common file extensions for this information is .txt, .csv, or .xls. Each of these files can be opened using either Microsoft Excel or Notepad.
Contrary to the Import Employees function, that is dependant on the Property name being the same in the import file as in the program, the Import Learning Records file columns must be in a particular order. If not, the import will not be successful.
In order to create an import file, some steps must be completed.
Use the csv file as a template to provide the column order for your learning record import. To simplify data manipulation, you may wish to open this file using Microsoft Excel.
The Import Learning Records Legend lists the fields that can be imported.
Enter the relevant information in the corresponding columns.
Select a date format, and be consistent.
All Date/ Time properties must be the same, and this format will be indicated at the start of the Import. Date Patterns can be: mm/dd/yyyy hh:mm:ss; dd/mm/yyyy hh:mm:ss; or yyyy,mm,dd hh:mm:ss. If the hours, minutes and seconds are not entered, TRACCESS will interpret a date as being set at 12:00 am of that day.
Please note: If Microsoft Excel converts your dates to be mmm/dd/yyyy, this format will still be accepted. The main thing to remember is to indicate which comes first - the month, the day or the year - regardless of how many values are represented.
If your file contains any accents or unicode characters, your file must be saved as unicode.
When saving an Excel document, the Save as type field must be set to Unicode Text.
When saving a Notepad document, the Save as type field must be set to All Files, and the Encoding field must be set to either Unicode or UTF-8 (the UTF-8 option is preferred).
Please Note:
If you decide to use the provided csv. file as a template, not all of the columns have to contain information. You must only make sure that the column corresponds with the information directly beneath it.
Information can be entered in any language that your installation contains.
Only completion records can be imported. Information regarding someone who has attempted a Task and failed cannot currently be captured using the Import Learning Records functionality.
The Learning Records import was originally designed to import previous knowledge and capability assessment completions. However, this did not allow for custom Employee Task properties to be added using an import function. Also, two integrated Employee Task properties that were previously unable to be set using the Import Learning Records function have now been allowed. These are:
Priority
Number of Extra Final Assessment Retries
In order to import either a custom Employee Task property, or the above two integrated properties, the following rules apply:
The set of columns provided in the csv file must be present.
Any custom properties, or integrated properties, must appear after the import learning records columns.
No Knowledge/ Capability Qualification Date is required to set these properties. The date that is used is the date of import.
The required fields are at least one of Employee ID, Employee Number, First Name and/ or Last Name, and the Task Name.
Entering any custom properties will not make them appear in the Task History dialog, but will make these properties available for searching and/ or reporting.
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