Importing Entities

The import tool has been designed to allow staff contacts to bulk import entities into Learndot using a CSV file.

Overview

There are times where administrators need to add a bulk of contacts, Learndot allows bulk import where it is possible for administrators to add multiple Contacts using a CSV file. The import tool is available in the dropdown search menu for any entity. 

Usage

The import tool can be accessed from the search screen of any entity. To import a collection of Contacts, navigate to the contacts search screen, and select IMPORT from the drop-down menu.


Permissions

You will need write permission on the entity you wish to import. See Staff Roles & Permissions for more information.

Learndot includes some entities that group together with other sub-entities. For example, Events which consists of both public classes and engagements.

To use the import tool, you must be on a specific entity search screen. You cannot access the importer from the group entity.

The Import Process

Available Fields

When accessing the import tool, all mandatory fields for import will be displayed. 

If you wish to add other fields to the CSV template, before downloading it, click on "Customize Fields":

Leave as "On" the fields you wish to be on the CSV file: 

Scroll down and click on "Save":


Now, click on "Download Template" to have the .CSV file ready for you to upload the information:

Updating data objects during an import 

Please visit this page to view how to update data objects optionally while importing them. 

Preparing the Import Source

The Class Uploader accepts specially constructed Comma Separated Value file as an input, and is able to write values to the entity fields listed in the AVAILABLE FIELDS list. The CSV file can be prepared inside Microsoft Excel, or any other standard CSV editor. Each field to import will be validated as if you had submitted the values using the UI, to ensure that no problematic data slips through.

The standard format uses the following construction:

  • Contains a series of column titles, each matching an available field in Learndot. The order of the columns is irrelevant
  • Each row after the titles will be imported as an individual course event.

To convert existing files quickly to csv, open the file in Microsoft Excel, saved as either 'Windows Comma Separated (.csv)' or 'MS-DOS Comma Separated (.csv)'.

When saving your CSV file, ensure that the encoding format is UTF-8 to avoid any errors during the import process. Click here to find out how an Excel File can be encoded to UTF-8.

Uploading the CSV file

Once you have the .CSV file ready, head back to Learndot, and click on "Browse". Choose the .CSV file, and then click on "Upload":

Entities to be Imported

Below you can find a list of the entities (and where to access them in Learndot) which can be imported using .CSV file, using the flow described above:

  • Accounts: Customers > Accounts
  • Contacts: Customers > Contacts
  • Enrollments: Customers > Training > Enrollments
  • Public Classes: Catalog > Events > Public Classes
  • Engagements (Private Classes): Catalog > Events > Engagements 
  • Locations: Catalog > Events > Locations
  • Knowledge Categories: Catalog > Knowledge Categories 
  • Product Categories: Catalog > Product Categories
  • Products: Catalog > Products
  • Courses: Catalog > Courses 
  • Providers: Catalog> Providers
  • Coupons/Rules: Payments > Discounts > Coupons / Rules
  • Stream Posts: System > Stream > Stream Posts

Sample Files

Attached are a collection of a sample CSV files, which you can try out on your staging server.

  File Modified

File accounts.csv

Jan 30, 2017 by Roger Symonds

File classes.csv

May 30, 2018 by Yamam Al Ghourani

File contact.csv

Jan 30, 2017 by Roger Symonds

Microsoft Excel Sheet Contact Import Template.xls

Nov 17, 2016 by Samyukta Sankaran

File engagement-import-of-enrollments-no-header.csv

Oct 09, 2017 by Jugal Joshi

Microsoft Excel Spreadsheet Learndot Enterprise Entity list.xlsx

Apr 12, 2016 by Mary Carter