Load Transcript Data - 5 - Processing Options

General Criteria

The following General Criteria options are available when loading data:

Dates are in International (dd/mm/yyyy or dd-mm-yyyy) format

Select this option if the dates within the file are in International format. This allows the system to properly read and interpret the date values when loading them into the system. Many date formats are supported in both American and International versions. Consult the Helpful Hints documents for a full list.

If file is error free, automatically load into system

Select this option to automatically load the data into the system if the data within the uploaded file is error free. The data within the file is still validated during the validation step. But, if there are no formatting or system compatibility errors, you will not have the option to perform a final review before the data is loaded.

Blank values should overwrite existing data

Select this option if you want a blank value in the load file to overwrite an existing value within the system. For example, a user record (John Smith) has an email address set in the system (jsmith@email.com), but the email value in the file is blank. If this option is selected, the blank value within the file overwrites the email value set in the system. If this option is not selected, the blank value within the file does not overwrite the email value in the system and John Smith's email address is not affected.

Note: If you select the option to allow blank values to overwrite existing values, and a manager or parent ID is blank within the file, this may cause a hierarchy within the system to break. Also, if the field is a required field, the value cannot be blank within the file.

Do not allow relationships with inactive Users and OUs

Select this option to prevent OUs and users from being associated with inactive OUs or users. This can be used to ensure organizations have a functioning hierarchy between OUs and users. If users and OUs are connected with inactive users or OUs, this may cause breakdowns in system communication such as approvals and reviews.

Training Criteria

The following Training Criteria options are available when loading transcript data. Note: These options are only available when loading transcript data.

Force enroll users into Training by ignoring any deadlines

This option is always selected and it allows users to be registered in a LO even if the deadline for the LO has passed. If the record is being loaded with a status of Completed, then the record is loaded regardless of the LO deadline.

Force enroll users into Training by increasing any registration limits

Select this option to allow users to be registered in a LO even if the maximum enrollment is met. If a user is enrolled via the Data Load Wizard in a LO that is already at capacity enrollment, the maximum enrollment for the LO is temporarily increased to accommodate the user. If this option is not selected, the user is not enrolled in the LO if the maximum enrollment is already met. If the record is being loaded with a status of Completed, then the record is loaded regardless of the registration limit.

Enable emails to be triggered for Trainings with due dates

Select this option to enable and queue emails for users that are registered for training items that have a due date.

  • If a due date is set to a past date, the past due email is queued.
  • If a due date is set to a future date, the due date reminder email is queued.

Add a Re-Assignment to the training if the training allows for recurrence

Select this option to reassign the training to the user if the training allows for recurrence.

In general, re-assignment is allowed only when:

  • The existing status is Completed and the uploaded status is Completed or Registered.
  • The existing status is Registered and the uploaded status is Registered.
  • The existing status is In Progress and the uploaded status is Registered.

If this option is selected:

  • If the correct sequential registration number is provided, a new instance of the training is uploaded. For example, if the training exists on the transcript with a registration number of 1, the upload moves the registration number to 2.
  • If an incorrect registration number is provided, an error occurs and the record is not uploaded.
  • If no registration number is provided, a new instance of the training is uploaded with the next sequential registration number.

After selecting the appropriate options, click Continue to proceed to the Validate step. See Load Transcript Data - 6 - Validate.