Load Session - Template and Validations

Learning Loads Deprecation: Ability to perform learning data loads using Data Load Wizard will be deprecated with and end-of-life in the February '21 Release. Edge Import replaces this functionality. For more information on learning loads deprecation, See Learning Data Load Overview. For information about Edge Import, See Edge Import Homepage.

The Session template contains all of the fields that can be loaded via the Data Load Wizard. Each Session Reference Number must be unique.

The Session template contains the following data fields:

System Field Type Limit Comments/Rules
Event Reference Number (Event ID) String 48

This field is required. This field is also called the Event ID. This is the unique learning object (LO) ID that is set when creating events via the Data Load Wizard. This must be a valid Event Reference Number/ID that is associated with an existing event within the system.

When uploading sessions to an event, the Event Reference Number column should be populated with the event's Learning Object (LO) ID.

Session Reference Number String 48

This field is required. This is the unique identifier for the session. This field is not displayed in the system and must be tracked by the administrator.

When a file of sessions is loaded, a unique Session Reference Number must be specified for each row of data in the file. The Session Reference Number is the unique identifier for each session and is defined by the administrator when loading the data. When updating existing session data, the Session Reference Number of the existing data must be referenced. Session Reference Numbers are not displayed within the system and must be tracked by the administrator.

Culture ID String   This is the language for which the session is localized. This must be a valid Culture ID. Please refer to the Data Mapping Report by selecting the Data Mapping Report link on the Upload page for a list of valid Culture IDs.
Session ID String   This is a non-unique ID for the session.
Primary or Secondary Vendor String 100 This determines whether the event's primary or secondary vendor is used. This must be either Primary or Secondary. This cannot be updated once a session is created. This defaults to Primary when no value is provided in the data load.
Part Name String 100 This field is required. This is the name of the session part that is being created.
Part Description String 2000 This is the description of the session part that is being created. This field accepts HTML. Note: This is the part description, not the session description.
Location String 50 This field is required. This is the Location ID of the session location. This must be an existing Location ID within the system.
Instructor String 100 This is the User ID or Instructor ID of the session instructor. Multiple IDs should be separated by a semi-colon. The instructors should be valid instructors for the session vendor/provider. External instructors are not supported in the Data Load Wizard.
Start Date/Time Date   This field is required. This is used for reporting to calculate session duration. This follows Data Load Wizard date format rules. See Load Session Data - Step 6 - Validate. The Start Date must be before the End Date.
End Date/Time Date   This field is required. This is used for reporting to calculate session duration. This follows Data Load Wizard date format rules. See Load Session Data - Step 6 - Validate. The End Date must be after the Start Date.
Time Zone ID String   This is the time zone in which the session is located. This must be a valid Time Zone ID. Please refer to the Data Mapping Report by selecting the Data Mapping Report link on the Upload page for a list of valid Time Zone IDs.
Created By String 100 This is the User ID of the session creator. This must be a valid User ID within the system. If this field is left blank, this field defaults to the administrator performing the data load.
Credits Integer 4 This is the number of credits associated with the session.
Request Form String   This must be an exact match of a valid request form within the system. Please refer to the Data Mapping Report by selecting the Data Mapping Report link on the Upload page for a list of valid Request Form fields.
Required Training Approvals Integer 3 This is the number of training approvals that are required for users who request the session. If this field is left blank, this field defaults to the number of required training approvals on the User Record.
Required Completion Approvals Integer 3 This is the number of completion approvals that are required for users who complete the session. Upon completion, the user's status will proceed to Pending Completion Approval before moving to Completed. If this field is left blank, the session will not require completion approvals.
Registration Deadline Amount Integer 3 This field is required if the Registration Type or Registration Condition is provided. This is the number of hours, days, or weeks after the session start date the registration deadline expires.
Registration Deadline Type String   This field is required if the Registration Amount or Registration Condition is provided. This is the measurement for the Registration Deadline Amount. This must be Hours, Days, or Weeks.
Registration Deadline Condition String   This field is required if the Registration Amount or Registration Type is provided. This determines whether the registration deadline is before or after the session start date. This must be Before or After.
Minimum Registration Integer 3 This is the minimum number of registered users. This must be less than the Maximum Registration.
Maximum Registration Integer 3 This is the maximum number of registered users. This must be more than the Minimum Registration.
Allow Waitlist for Sessions Boolean   Values must be either True, False, T, F, Yes, No, Y, N, Active, or Inactive. This determines whether waitlists are enabled for the session.
Allow Auto-Management of Waitlist String   This field is required if Allow Waitlist for Sessions is True. This determines how session openings are granted to waitlisted users. This must be Time Based or First Come First Served.
Auto-Register User Upon Granting Waitlist Boolean   This field is required if Allow Waitlist for Sessions is True. Values must be either True, False, T, F, Yes, No, Y, N, Active, or Inactive. This determines whether users are automatically registered, bypassing the Transcript for registration. This should only be True when granting waitlist openings one at a time.
Waitlist Deadline Date   This is the waitlist deadline for the session. The waitlist deadline should be the number of days and hours before the session start date that the waitlist is closed. This should be in the following format: DDD:HHH.
Default Price/Price Per Session Numeric 8 This is required if the Default Price/Price Per Session Currency is provided. This is the default price for the session.
Default Price/Price Per Session Currency String 4 This is required if the Default Price/Price Per Session is provided. This is the currency for the Default Price/Price Per Session.
No Show Penalty Amount (Money) Integer 8 This is an additional monetary penalty for session no-shows. This must be blank if No Show Penalty Amount (Training Units) is provided.
No Show Penalty Amount (Training Units) Integer 8 This is an additional training unit penalty for session no-shows. This must be blank if No Show Penalty Amount (Money) is provided.
Refund Percentage Integer 3 This is the percentage of the session price that can be refunded. This value must be between 0-100. This must be blank if Refund Amount is provided.
Refund Amount Float 8 This is the amount of the session price that can be refunded. This must be blank if Refund Percentage is provided.
Refund Amount Type String   This is required if Refund Amount is provided. This is the type of refund for the refund amount. This must be either Training Unit or Monetary. This must be blank if Refund Percentage is provided.
Refund Number of Days Prior to Start Integer 2 This is the number of days prior to the session start date that a refund is available.
Emails String   This is the Emails setting for the session. This must be System Default or No Email. The custom emails option is not supported in the Data Load Wizard. This field defaults to No Email.
Training Units String   This determines the relationship between the training unit price and the monetary price. This must be Allow Conversion Rate by Monetary Value, Disassociate Pricing, or Do Not Allow Payment.
Default Training Unit Price Numeric 9

This is required if Training Units is set to Disassociate Pricing. This must be empty if Training Units is empty or set to Allow Conversion Rate by Monetary Value or Do Not Allow Payment. When this is set, the Training Unit Pricing is set to Active Pricing.

The Data Load Wizard does not support historical or future pricing for training units. When updating a session that has training unit pricing set to historical or future, the Data Load Wizard does not update the type of pricing.

Learning Object Identifier Auto-generation Rules

When the course code functionality is enabled and activated for the portal, then events and sessions that are loaded via the Data Load Wizard are automatically assigned a system-generated course code.

When the course code functionality is disabled or not activated for the portal, then events and sessions that are loaded via the Data Load Wizard are not assigned a course code. However, the learning object (LO) is always assigned a LO ID.