Migrating Records from one course to another using Reporter and Importer

This article will walk through the process of migrating completion records from one course to another course within the same tenant using the Reporter and Importer.

Step 1: Extracting the records via the Reporter

The Importer requires an Excel file of the data that is going to be imported. We will be using the Reporter and a premade template to extract the data into a file and format that will require very little work to get the Importer to be able to handle. 

1. Go to the bottom of this article and download the Record Download for Importer.json file.
2. Create a new Reporter Subscription.
3. Select Import from JSON at the bottom right.
   
4. If you are only moving over data for one course, the recommendation is to add a filter to the report for that one course
   
5. Save the Reporter Subscription.
6. Select the newly created subscription and pull the report.

Step 2: Data Processing on the Records

We have to perform at least one, maybe two, data processing steps on the output file so that the file is valid for use in the Importer.

1. Download the pulled report.
2. If your Course Title is changing between the source and target course, please update the course title.
   • If you are in the same catalog, your target course should have a different name so that the Importer can determine which course to import into.
3. Add a new column to the table called "Create Certificate".
4. Add this equation to the new column: 

   • =IF(ISBLANK(D2),"No","Yes")

Step 3: Data Review and Validation

Now is a good time for the data review and validation of this file. These are the records that are going to be imported into the course(s). We recommend reviewing this prior to the import as it's much easier to fix or identify inconsistencies before the records are imported. 

Your data review and validation should count the number of records that are going to be imported, look at a few users and compare their records, and ensure that your course names are correct!

Step 4: Import via the Importer

Since we spent the previous steps preparing the Excel file, we should be able to import pretty easily.

1. Start a new record import.
2. Upload the processed and reviewed file.
3. Select the course catalog that contains the courses you would like to import the records into.
4. Ensure Simulation is toggled on.
   • Once we are happy with the simulation, you can run the import unsimulated.
5. Do not update the dates, as they are taken in the exact format that Learn365 requires.
6. Click on Import.
   

Once the import is complete, you can either make changes to the file (if there were errors), or resubmit the previous simulation so that it runs and imports the records.

Step 5: Import Validation

At this point, your records should have been imported into Learn365. We recommend looking at the Course Progress for the imported courses to ensure the data is coming over the way that you are expecting it. Once you are happy, you can choose to move onto the optional final step.

Step 6 (Optional): Removing the Original Enrollment Data

Your records have now been imported. However, this causes an issue. Your learners now have duplicate enrollment records. They have enrollments into the original (source) course and enrollments into the new (target) course. 

This may be okay with your organization, but if you would like to clean up this duplicate data, you can follow the below article.

Click here for the link to the article to purge a course's data

Resources

At the bottom of this page, you should be able to download the Record Download for Importer.json file. This is the file that you can use to create the Reporter report.