Edge Import - New Learning Load Type (Event Transcript Update)

With this enhancement, a new Event Transcript Update load is available. This load enables administrators to update or delete due dates from ILT Events transcripts and associated curricula, reducing the need for work orders.

This new load type includes the following key features:

  • Ability to update and delete event due dates
  • Ability to update and delete an event’s session due date
  • Manage the event's impact on any associated curricula
  • Ability to archive or unarchive event transcripts

When updating or deleting a due date, administrators can specify whether the action applies to transcript records for only the event, the event and its sessions, or the event, its sessions, and all associated curricula.

How to use the load

  1. Download the Template Guide from Edge Import and prepare the import file.
  2. Create a configuration in Edge Import.
  3. Initiate a manual Event Transcript Update load to update Event transcripts that exist in the portal.

Due Date Action Use Cases

Due Date Due Date Action On Impact on
DATE TIME +/- UTC offset Only Event UPDATE ONLY for this standalone Event transcript. (default)​
DATE TIME +/- UTC offset Event and its Sessions UPDATE for the Event ​ and ALL Sessions associated to the standalone Event.​
DATE TIME +/- UTC offset Event, its Sessions and ALL LO associated transcripts UPDATE for the Event and ALL Sessions associated to the standalone Event and for ALL LO associated transcripts.​
DELETE​ Only Event DELETE ONLY for this standalone Event transcript. (default)
DELETE​ Event and its Sessions DELETE for the Event ​ and ALL Sessions associated to the standalone Event.
DELETE​ Event, its Sessions and ALL LO associated transcripts DELETE for the Event and ALL Sessions associated to the standalone Event and for ALL LO associated transcripts.

Due Date Action on Only Event

Learner transcript has following ILT and Curriculum transcripts state:​

  1. Event Transcript Due date = 1st Dec 2023 (Event Registration Number = 2)​
    1. Completed Session transcript due date = 1st Dec 2023 (Event Registration Number = 1)​
    2. Not Completed Session transcript due date = 1st Dec 2023 (Event Registration Number = 2)​
  2. Event due date in Curriculum1 = 1st Oct 2023 (Event Registration Number = 2)​
  3. Event due date in Curriculum 2 = 1st Nov 2023 (Event Registration Number = 2)

Use Case 1: Want to update only Event due date to 10th Nov 2023

  • Import File:
    • User ID = 123
    • Event ID = EV-01
    • Due Date = 10-11-2023 (In this example, Date Format is DD-MM-YYYY)
    • Due Date Action On = Only Event
  • Expected Outcome (Changes in bold. Action only for greatest Registration Number)
    • Event Transcript Due Date = 10th Nov
      • Completed Session transcript due date = 1st Dec
      • Not Completed Session transcript due date = 1st Dec
    • Event due date in Curriculum1 = 1st Oct
    • Event due date in Curriculum2 = 1st Nov

Use Case 2: Want to delete Event due date only

  • Import File:
    • User ID = 123
    • Event ID = EV-01
    • Due Date = DELETE
    • Due Date Action On = Only Event
  • Expected Outcome (Changes in bold. Action only for greatest Registration Number)
    • Event Transcript Due Date = NO DUE DATE
    • No impact on associated Sessions and Curriculum transcripts

The Due Date change can be seen in the following places:

  1. Event Transcript record (if outside curriculum or not associated to curriculum)
  2. Event Training Details page

Due Date Action on Event and its Sessions

Learner transcript has following ILT and Curriculum transcripts state:

  1. Event Transcript Due date = 1st Dec 2023 (Event Registration Number = 2)​
    1. Completed Session transcript due date = 1st Dec 2023 (Event Registration Number = 1)​
    2. Not Completed Session transcript due date = 1st Dec 2023 (Event Registration Number = 2)​
  2. Event due date in Curriculum1 = 1st Oct 2023 (Event Registration Number = 2)​
  3. Event due date in Curriculum 2 = 1st Nov 2023 (Event Registration Number = 2)

Use Case 1: Want to update due date for Event and all its sessions transcript. Due date to 10th Nov 2023

  • Import File:
    • User ID = 123
    • Event ID = EV-01
    • Due Date = 10-11-2023 (In this example, Date Format is DD-MM-YYYY)
    • Due Date Action On = Event and its sessions
  • Expected Outcome (Changes in bold. Action only for greatest Registration Number)
    • Event Transcript Due Date = 10th Nov
      • Completed Session transcript due date = 1st Dec
      • Not Completed Session transcript due date = 10th Nov
    • Event due date in Curriculum1 = 1st Oct
    • Event due date in Curriculum2 = 1st Nov

Use Case 2: Want to delete due date from Event and all its session transcripts

  • Import File:
    • User ID = 123
    • Event ID = EV-01
    • Due Date = DELETE
    • Due Date Action On = Event and its sessions
  • Expected Outcome (Changes in bold. Action only for greatest Registration Number)
    • Event Transcript Due Date = NO DUE DATE
      • Completed Session transcript due date = 1st Dec
      • Not Completed Session transcript due date = NO DUE DATE
    • Event due date in Curriculum1 = 1st Oct
    • Event due date in Curriculum2 = 1st Nov

The Due Date change can be seen in the following places:

  1. Event Transcript record (if outside curriculum or not associated to curriculum)
  2. Event Training Details page
  3. Session Transcript record
  4. Session Transcript Details page

Due Date Action on Event, its Sessions, and All LO Associated Transcripts

Learner transcript has following ILT and Curriculum transcripts state:

  1. Event Transcript Due date = 1st Dec 2023 (Event Registration Number = 2)​
    1. Completed Session transcript due date = 1st Dec 2023 (Event Registration Number = 1)​
    2. Not Completed Session transcript due date = 1st Dec 2023 (Event Registration Number = 2)​
  2. Event due date in Curriculum1 = 1st Oct 2023 (Event Registration Number = 2)​
  3. Event due date in Curriculum 2 = 1st Nov 2023 (Event Registration Number = 2)

Use Case 1: Want to update due date for Event and all its associations. Due date to 10th Nov 2023

  • Import File:
    • User ID = 123
    • Event ID = EV-01
    • Due Date = 10-11-2023 (In this example, Date Format is DD-MM-YYYY)
    • Due Date Action On = Event and its sessions and All LO associated transcripts
  • Expected Outcome (Changes in bold. Action only for greatest Registration Number)
    • Event Transcript Due Date = 10th Nov
      • Completed Session transcript due date = 1st Dec
      • Not Completed Session transcript due date = 10th Nov
    • Event due date in Curriculum1 = 10th Nov
    • Event due date in Curriculum2 = 10th Nov

Use Case 2: Want to delete due date from Event and all its associations

  • Import File:
    • User ID = 123
    • Event ID = EV-01
    • Due Date = DELETE
    • Due Date Action On = Event and its sessions and All LO associated transcripts
  • Expected Outcome (Changes in bold. Action only for greatest Registration Number)
    • Event Transcript Due Date = NO DUE DATE
      • Completed Session transcript due date = 1st Dec
      • Not Completed Session transcript due date = NO DUE DATE
    • Event due date in Curriculum1 = NO DUE DATE
    • Event due date in Curriculum2 = NO DUE DATE

The Due Date change can be seen in the following places:

  1. Event Transcript record (if outside curriculum or not associated to curriculum)
  2. Event Training Details page
  3. Session Transcript record
  4. Session Transcript Details page
  5. Curriculum Transcript Details page

Implementation

This functionality is automatically enabled for existing Edge Import customers. The Template Guide in Edge Import will be available to support this new load type.

Access to the new load type in Edge Import is controlled by the new Access LMS - Event Transcripts Update Load permission, which is automatically granted to the default System Administrator role for existing Edge Import customers. Administrators must grant this permission with the appropriate constraints to other roles, if necessary.

Feed and Bulk API methods of import are not currently supported for this new load type.

Permissions

The following new permission applies to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Access LMS - Event Transcripts Update Load Grants access to the Event Transcript Update data load via Edge Import. This permission can be constrained by OU and Provider. This is an administrator permission. Edge Import