Learn365 Importer Administrator Guide

Introduction

This article provides an overview and general instructions for the Importer managed solution, which is provided by the Zensai Global Delivery division.

 

Availability

The Reporter managed solution is available only to Success Plus and Success Premium customers.

 

Prerequisites and access

• Success Plus or Success Premium subscription.
• Learn365 API key (Full control key).

 

 

Support and maintenance

• If you encounter issues when using this solution, contact your Customer Success Manager.
• If you want to provide feedback and ideas, contact your Customer Success Manager.

 

Overview

The Importer managed solution enables admins to import enrollment records and courses into their Learn365 environment from a templated Microsoft Excel or CSV file. You are able to simulate any imports for validation of the file and you can also purge previous imports that may have had incorrect data.

This guide will cover the following:

• Importer Authentication
• Importer Settings
• Viewing Imports
• Importing Records
• Importing Courses
• Importing from Previous Import
• Purging a Previous Import
• Importer Limitations
• Video Walkthrough

 

Accessing the Importer Service

To access the Importer solution, follow these steps:

1. Access the Automation Center page.

2. Select the Importer section in the left navigation menu.

 

 

For more information on Automation Center Permissions, please see this article.

 

Importer settings

The Importer does not have a settings menu like the other Managed Solutions.

• The Importer utilizes the email address of the user that initiates any imports for notifications relating to that import.
• For the API key, the Importer uses the API key that was inputted upon first set up of the Automation Center. If you'd like to change the API key that is used for the Importer, go to Permissions > Settings and update the key there. 

 

 

Viewing Imports

Importer (main screen)

On the Importer page, you'll see an overview of all the imports that were completed within your tenant. You will have the option to search for imports, download the output files, purge previous imports, and create new imports.

The following columns will be available on the Importer page:

File name. Displays the name of the file that was used for the import. If you used a file called "Records Import 2024.xlsx" to import your records, then the file name would be "Records Import 2024.xlsx"

Catalog. Name of the catalog that the import was completed in

Type. The type of Import that was completed. Currently there are only four import types:

• Records
• Courses
• Purge Records (occurs when you purge a record import)
• Purge Courses (occurs when you purge a courses import)

Import Status. The current status of the import. There are three possible statuses:

• In Progress
• Completed
• Failed

Imported by. This contains the email address (or UPN if the user's email address is blank) of the user that initiated the import

Import Date. The date and time that the import was initiated

Simulation. Shows whether the import was a simulation (nothing was actually imported into the LMS) or if it was not a simulation (the items were imported into the LMS)

Successful records. Contains the count of records/courses that were successfully imported 

Failed records. Contains the count of records/courses that failed during the import process

Skipped records. Contains the count of records/courses that were skipped during the import process

• Records will be skipped if you rerun an import with records that were previously imported. The tool will skip those records to not create duplicate enrollments. (More information in the Importing from a Previous Import section).

Report Available. Determines whether the output report of the import is available.

• The report must be available to purge the import or to import from that previous import.
• The reports will only exist for a year on the Importer before they are removed.
  • We highly recommend that any import outputs that you need for history purposes be downloaded before they are automatically removed after a year.

Importing Records

 

To import enrollment records, follow these steps:

1. From the Importer page, select New Import

2. Set the type of import to Records

Optional: Download the Example Records file to ensure that your file is properly formatted

 

3. Upload the properly formatted file containing the records you would like to import

4. Select the Course Catalog that you would like these enrollment records imported into

5. Configure your Import Settings (more information below)

• Simulate import. This will determine whether you want the records imported into Learn365, or if you want to simulate the process to validate your file is formatted correctly and all users and courses can be found
• Disable Email Notifications. When enabled, this will temporarily turn off the email notifications related to importing records on your catalog. These will be re-enabled automatically once the import is completed

This is the list of email notifications that will be disabled (if they are not already disabled):

• • • Course enrollment confirmation
    • Instructor-led training enrollment confirmation
    • Training Plan Enrollment Confirmation
    • Course Session Selection Request
    • Session registration request

6. Select Import.

7. You can then view the in progress import on the Importer page

8. You will receive an email notification once the import has been completed 

 

Importing Courses

 

To import courses, follow these steps:

1. From the Importer page, select New Import

2. Set the type of import to Courses

Optional: Download the Example Courses file to ensure that your file is properly formatted

 

3. Upload the properly formatted file containing the courses you would like to import

4. Select the Course Catalog that you would like these courses created in

5. Configure your Import Settings (more information below)

• Simulate import. This will determine whether you want the courses imported into Learn365, or if you want to simulate the process to validate your file is formatted correctly and all courses and admins can be found

6. Select Import.

7. You can then view the in progress import on the Importer page

8. You will receive an email notification once the import has been completed 

 

Importing From Previous Import

You can execute any previous import (that is not a purge) with a report available, whether it was simulated or not, by using the Execute Previous Import feature. Here are the common scenarios for using this feature:

1. Simulated Import Validation

• Purpose. To simulate an import and ensure it passes validation
• Steps:
  
  1. Simulate the import
  2. Validate that the simulation passes your standards
  3. Select the validated import in the Importer list
  4. Click Execute Previous Import
• Outcome. The import runs again with Simulation set to False

2. Re-executing a non-simulated import

• Purpose. To resolve temporary errors during the previous import process (ex: failed enrolling the learner into a course or an issue with creating a certificate)
• Steps:
  1. Identify the import with failed records
  2. Select the item in the Importer list
  3. Click Execute Previous Import.
• Outcome. Only the Failed records are attempted to be re-imported, moving all previously imported items to skipped records. 

Many times, executing the previous import will help resolve those temporary issues. However, if the issues do not go away after executing the previous import, we would recommend investigating the issue and reaching out to your CSM team if required. 

 

Purging a Previous Import

You are able to purge a previous import if you would no longer like those records or courses associated in Learn365. 

 

 

You are only able to purge previous imports when a report is available. Below are the steps to purge a previous import:

1. Find the import in the Importer list

2. Select the import

3. Click on Purge import

 

Importer Limitations

• You are only able to import enrollment records and courses. For questions regarding SCORM imports, please reach out to your Customer Success Manager.
• The Importer does not currently support the use of importing custom certificate files, only certificate templates are supported
• You are not able to import into multiple catalogs at the same time, we would recommend splitting up your Import files into a file for each catalog

 

Video Walkthrough