Interpret Import Learning Records

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, but TRACCESS CI features a way to store them electronically, through the Import Learning Records function.

This function will import any file that contains character separated values (either comma 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.

To create an import file, some steps must be completed.

The Import Learning Records Legend lists the fields that can be imported.

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 a.m. 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.

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

Two integrated Employee Task properties can be set using the Import Learning Records function:

To import either a custom Employee Task property or the above two integrated properties, a number of rules apply: