Load Transcript Data - Template and Validations

The Transcript template contains all of the fields that can be loaded via the Data Load Wizard. Each combination of User ID, LO ID, and Registration Number must be unique.

The Transcript template contains the following data fields:

System Field Type Limit Comments/Rules
User ID String 128 The User ID may be for an active or inactive user, depending on the selected processing options. The User ID must exist within the system prior to loading the data.
Learning Object ID/Reference Number String 36

This field may contain either the LO ID or the LO Reference Number. For Session LOs, the associated event is also added to the user's transcript. The user must be within the availability for the corresponding LO. To validate this field, the system performs the following validations:

  1. The system checks to see if the value exists as a LO ID. If it exists as a LO ID, then the system updates the record if it passes format and system validation.
  2. If the value does not exist as a LO ID, then the system checks to see if the value exists as a LO Reference Number. If it exists as a LO Reference Number, then the system updates the record if it passes format and system validation.
  3. If the value does not exist as a LO ID or LO Reference Number, then a validation error occurs.
Transcript Status String 20 This must be either Registered or Completed. Users cannot be given a Registered status for a session that has ended or an inactive LO. The Transcript Status must follow the status update rules. See Load Transcript Data - Status Updates.
Score Numeric 3 This field is only valid for registered or completed sessions and completed tests and online courses. Test scores cannot exceed 100. This defaults to zero if the Transcript Status is Completed, Pass/Fail is blank, and Score is blank.
Pass/Fail String 10 This must be either Pass or Fail. This cannot be set to Fail if the Transcript Status is set to Completed. This defaults to Pass if the Transcript Status is Completed, Pass/Fail is blank, and Score is greater than or equal to the mastery score for the LO. This defaults to Fail if the Transcript Status is Completed, Pass/Fail is blank, and Score is less than the mastery score for the LO.
Request or Start Date/Time Date 10 This must be equal to or less than the Registration Date. When a Completion Date is provided, this must be equal to or less than the Completion Date. When the time is blank, this defaults to 00:00. Request or Start dates cannot be updated for existing transcript items. This follows Data Load Wizard date format rules. See Load Transcript Data - 6 - Validate.
Registration Date/Time Date 10 When a Completion Date is provided, this must be equal to or less than the Completion Date. Also, this may not be later than the registration deadline for the LO depending on the selected Processing Options. When the time is blank, this defaults to 00:00. This follows Data Load Wizard date format rules. See Load Transcript Data - 6 - Validate. Important: Registration dates cannot be updated for existing transcript items.
Completion Date/Time Date 10 This is required when the Transcript Status is Completed, and this must be blank when the Transcript Status is Registered. This must be equal to or later than the Registration Date and cannot exceed the current date/time. When the time is blank, this defaults to 00:00. This follows Data Load Wizard date format rules. See Load Transcript Data - 6 - Validate. Important: Completion dates cannot be updated for existing transcript items.
Credits Numeric 8 This must be within the range set for the LO.
Due Date Date 10 When the time is blank, this defaults to 23:59. Due dates cannot be updated for existing transcript items. If a due date is being updated for a transcript item that exists within a user's curriculum or certification, then the due date is only updated if it is sooner than the due date assigned to the LO in the curriculum or certification.
Archived Boolean 10 Values must be either True, False, T, F, Yes, No, Y, N, Active, or Inactive. This determines whether the LO is added to the Archived transcript.
Comments String 250 The date associated with the comments is the latest date provided in any of the standard date fields (e.g., Registration Date/Time, Completion Date/Time, Due Date).
Current Registration Number Numeric 10 This must be the next sequential number in relation to the current registration number in the system for the LO. For example, if the current registration number in the system is 1, then the loaded value must be 2. If this field is blank, it defaults to the next sequential number. This field does not apply to sessions.
Custom Fields     Custom fields can only be used with LOs that are within the availability of the custom field. In addition, a custom field can only be updated if the Registration Number or Transcript Status is also being changed for the transcript entry. A training custom field can only be populated if the custom field's language matches the LO language. Conditional numeric custom fields are not supported.

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