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LMS Data Import: Historical Completion Records

Convergence Training Support
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Article Links: Introduction | Best Practices | Historical Completion Records Import |

 

INTRODUCTION

Convergence Support can assist you by doing a bulk-import of historical completion records. A bulk-import allows you to add completion records recorded in another LMS or Excel spreadsheet so that you can run completion records reports in one system.

NEW CLIENTS: Before you can import completion records, users and activities must be added to the LMS. A historical completion record requires an existing User record and Activity record within the LMS.

Importing completion records may take 5-7 business days depending on the size of the file and any errors that must be resolved before the import can be completed.

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BEST PRACTICES

Follow these recommended best practices when importing completion records.

Consider limiting your import to:

  • The training record retention requirement for your state (usually 5 or 7 years)
  • Active users in your organization

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HISTORICAL COMPLETION RECORDS IMPORT

Follow these steps to complete the Convergence Enterprise LMS Completion Records Spreadsheet to import your completion records:

Step 1: Users and Activities

  1. New clients: Import your employees in the LMS. The completion record import requires a valid employee record to credit. The LMS will assign a unique LMSUserID for every user.
  2. New and existing clients: Import and create all the activities you want to provide a historical record for. The LMS will assign a unique LMSActivityID for each activity.
    Note: When you want to give credit for an activity you no longer offer, do nothing. Instructions will be provided to you later in the process. 
  3. Email our support team at support@convergencetraining.com. Tell them you would like to import completion records. Ask them to export your active employees and active activities. They will email you the Convergence Enterprise LMS Completion Records Import Spreadsheet with the data you request.

Step 2: Complete the Import Spreadsheet

After you receive the Convergence Enterprise LMS Completion Records Import Spreadsheet:
Note: Do not change the column names or the order of the columns as  the data will not map correctly to the LMS when the import spreadsheet is run.

  1. Open the spreadsheet. It will be comprised of the following tabs:
    1. Instructions: Use to learn how to complete the spreadsheet
    2. Completion Records: Use to record the users and activities they will be given credit for
    3. Example 1 - Required Fields: Provides an example for how to complete the Completion Records tab when you request an export of User IDs and Activity IDs
    4. Example 2 - By Lookup: Provides an example for how to complete the spreadsheet when you do not request an export of User IDs and Activity IDs
    5. Activity ID's: Displays the unique Activity ID assigned to each activity in your LMS
    6. User ID's: Displays the unique User ID assigned to each user in your LMS

  1. Complete Columns A - E of the Completion Records tab as follows:
    1. Organization: Type the name of your organization.
    2. LMS User ID: Copy the User ID from the UserIDs tab and paste in the LMSUserID column for the user you would like to give credit to.
    3. Username: Leave blank if you have a LMS User ID. If you do not have an LMS User ID, type the user's username.
    4. Lastname: Leave blank if you have a LMS User ID. If you do not have an LMS User ID, type the last name.
    5. Firstname: Leave blank if you have a LMS User ID. If you do not have an LMS User ID, type the first name.

  1. Complete Columns F - L of the Completion Records tab as follows:
    1. LMSActivityID: Copy the Activity ID from the ActivityIDs tab and paste in the LMSActivityID column for the activity you would like to give credit for.
    2. ActivityName: Leave blank if you have an LMS Activity ID. If you do not have an Activity User ID, type the activity name EXACTLY as it appears in the LMS.
    3. ActivityType: Leave blank if you have a LMS Activity ID. If you do not have an LMS Activity ID, type one of the following activity types: Document, Video, Computer-Based, Quiz, Tasklist, Survey, Event, Class.
    4. CompletionDate: Type the date in a M/D/YYYY format.
    5. Description: Optional entry.
    6. Score: Optional entry. Type in a score from 0-100.
    7. DurationMinutes: Type the total number of minutes.
  2. Save the spreadsheet.
  3. Once completed, return the spreadsheet to support@convergencetraining.com.

Importing completion records may take 5-7 business days depending on the size of the file and any errors that must be resolved before the import can be completed.

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