Overview: Make use of records from other training providers, using bulk upload historical external training records. This function makes it easier to upload a large number of records from previous online or face-to-face training providers. The records will be visible in the learner’s training journey so that everything can be kept in one place and up to date.
Start from: the Flow Learning dashboard.
- Select Learning & Development > L&D settings from the main menu.
- Scroll down to External Training Historical Uploads and select View.
Preparing the CSV for upload
You can download a CSV file template to populate the correct external training records.
- Under Download an existing template, select download.
Ask your Customer Success Manager for more information if you are struggling with the CSV template.
Testing the CSV file
Once you have your CSV ready, you can test the file before upload.
- Use Choose file to locate the CSV file from your desktop.
- Check the Test upload checkbox to test the validity of the data in the CSV file before importing. This is important to make sure the file will work on the system.
- Select Upload.
If the test upload is successful, you’ll receive a notification to confirm this. However, If the test is unsuccessful you will have to remove the uploaded CSV, fix the errors, re-upload the amended file and run the test again.
Importing data from the CSV
When the CSV file has been tested and validated, you're ready to import the data.
- Untick the Test upload checkbox.
- Choose whether to Match trainees by email.
Note: This checkbox enables the use of trainee email addresses to identify them in the system. Use this field if you don't have external ID's set for all your trainees. Note that all emails must be unique.
- Select the Remove completed training checkbox if you want incomplete training removed and overwritten.
Note: If this is checked, any incomplete version of the external training will be removed and overwritten with the completed version (from the Historical upload). For example, if a Fire Safety course was outstanding on a learner's profile and a Historical upload was done for the same course with this option toggled off, the learner would have two versions of this course on their profile: a completed and an incomplete one.
- Complete the process by selecting Upload.
Your Historical Training data will be uploaded and available to use on the system.