ClearCompany Learning: Bulk Transition Historical Data

Transitioning historical data into ClearCompany Learning centralizes course information and completion records from other systems. This article provides a comprehensive guide to bulk logging course completions for ease of reporting and record management.

In this article:
Bulk Completion Overview
Bulk Completion Guide
Best Practices
F.A.Q.

Bulk Completion Overview

Transitioning historical data is optional but highly recommended for centralized reporting within the Learning Platform. Alternatively, organizations can store this data externally for auditing and reporting purposes. Bulk logging historical completions allows users to:

• Add multiple historical completions for multiple users, saving time compared to individual updates.
• Associate completions with a specific batch ID to enable recurring assignments based on prior completions.
• Update existing records when a user completes training outside an assignment.

Note:

Bulk Log Completions is only available to top-level Superadmins.

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Bulk Completion Guide

Stage One

Download the Template File

1. From the Log Completions dashboard, click Bulk Record Import.
2. Download the template file. This file will give users the last 20 records. To add an Import Schedule on the top right corner check out; Brainier: Bulk Import Schedule.

Note: Do not modify the column headers, as this will cause the file to fail during import.

Stage Two

Fill out the required fields in the template file as described below:

Fields	Description	Information
*userID Note: Users can include either the userId or username, Only 1 is required.	System-generated unique identifier for a user.	System Path Administration> Users/Groups>  Users next to the user hover over the Pencil Tool. The URL will appear on the bottom left side of the screen. The end of the URL will say “id=” The numerical value that appears after is the UserID.
*Username Note: Users can include either the userId or username, Only 1 is required.	Unique identifier for a user.	System Path Administration > Users/Groups > Users and the username field.
*objectId *Note: Users can include either the objectId or objectName, Only 1 is required.	Unique identifier for a learning object.	System Path Administration >Learning Objects > Manage Objects next to the object hover over the Pencil Tool. The URL will appear in the bottom left side of the screen and “objectid=” will display.
*objectName *Note: Users can include either the objectId or objectName, Only 1 is required.	Title of the learning object.	System Path Administration >Learning Objects > Manage Objects The Manage Objects Dashboard will display all the learning objects and the name, users can filter based on the type of learning object they need the name of.
*startTime Required	Date and time the item should display as started.	System Path Administration > Users/Groups > Users, click the pencil icon on the user and navigate to the User Record Tab.
*completedTime Required	Date and time the item should display as completed.	System Path Administration > Users/Groups > Users, click the pencil icon on the user and navigate to the User Record Tab.
Score	Applicable if the record represents a quiz or SCORM test.
BatchId	ID of the assignment batch.	System Path Administration > Assignments > Manage Assignments If the batchID column is blank on the file, the learning platform will not tie the completion record to any existing batch ID. From "Manage Assignments", click on the pencil icon of the assignment batch id. In the URL at the top of the page users will see within it; "batchid=" and a number. That number is the assignment batch ID. From the "front end" users can hover over a learning object that has been assigned and in the bottom left corner, the learning object ID and batch ID will show in the url. Note: If users want the system to recognize an assignment that is currently on a user’s dashboard or the assignment is recurring and a specific batch is needed for future assignments, users must include the batch id.
*Status Required	Completion status (e.g., "Complete").	System Path Administration> Learning Objects> Manage Objects.
classScheduleId	This column is required if the completion record is satisfying a specific class schedule.	System Path Administration> Learning Objects> Manage Objects. Click the edit pencil next to the applicable class. On the schedule tab, hover over the appropriate schedule entry. The link will be displayed in the bottom-left corner of the screen.
recordID	Associated record ID for recurring assignments or existing completions.	System Path Administration > Users/Groups > Users, click the pencil icon on the user and navigate to the User Record Tab. Including the recordID allows users to log complete that specific record. The recordID should be included when users are logging a recurring assignment complete.

Stage Three

After completing the fields above:

1. Review and correct any information.
2. Upload the file using the Bulk Record Import tool.
3. Address any errors as prompted

• Accepted Statuses:

  • All Learning Object Types: Complete, Started
  • Quiz Learning Objects only: Passed, Failed
  • Class Learning Objects only: Registered, Waiting

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Best Practices

Best Practices

Time Zones	Start and completion times will display in the user’s profile time zone on the front end but will show in UTC in Administration reports. Ensure you specify the correct time zone for records in the file.
Logging steps complete within a complex object	Complex learning objects include Courses, Curriculum, and Success Track. Ensure objects are in a "started" status with an associated record ID. Log specific steps using the log completions wizard or include the record ID in the bulk record import file.
Update times of existing records option	Use the "Update Times" option to modify existing records associated with a batch ID. Include the record ID and batch ID to update completion records for recurring assignments.

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F.A.Q.

What are organic vs. non-organic completion records?

• An Organic completion is when a user logs in and completes the training through the front end of the learning platform.
• A non-organic completion is when an admin user logs a completion (will have a "logged_by value" and "logged_ts" timestamp when running a user records export report).

When should users transition historical data?

Historical completions are typically added during implementation, however, organizations can utilize this tool at any point. Transitioning historical data is used when:

• Importing a file to update existing records.
• Add records to the learning platform from an external source.
• Set up a bulk record import schedule to import completions from another system into the learning platform for a single source of reporting for all training.
• One-off completions that need to be logged, for reporting purposes or audit compliance.

Can historical data be removed from a user profile?

Admin users can delete a logged completion by going to the user's profile and then selecting records. Users will be required to enter their password to complete this action.

Keep in mind:

• The records are listed chronologically.
• If organizations have a double entry, we recommend:
  • Identifying the two objects with the same ObjectID.
  • Delete the object that is incorrect based on recordID.
  • Navigate to the user's smart report and look at their summary to verify that the correct object was deleted.

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Additional Resources

ClearCompany Learning: Managing Historical Data
ClearCompany Learning: Recurring Assignments Based on Historical Records