Import Tool
Have data that needs to be transferred to Administrate? Save yourself time by using the Import Tool. This guide will show you how to import:
Don’t worry about making mistakes, you can always revert any imports you've completed by visiting the Previous Imports button on the main Import Data screen. Note: If you imported data and began to use it there can be risks involved with reverting the import as that data is now tied to other parts of the system. Database best practices recommend doing as much clean up as possible prior to importing to keep reverting imports to a minimum.
Pre-requisites
Note
The import data tool imports data using the Comma Separated Values (.CSV) format . Please make sure your upload file is .csv.
If your data is currently in an Excel format, .xls or .xlsx, simply save it as a .csv file in Excel (or other suitable spreadsheet application).
If your Accounts and Contacts are contained within the same data file, just upload the same file and select which fields are relevant. You don’t need to split the file and upload different files.
Note
Due to the relationship between your Accounts, Contacts and Tasks, we recommend that you import these in this order.
Basic Process
Importing data has five basic processes:
- 1. Upload your file
- This will be a .csv on your local computer.
- 2. Specify Import Fields
- Specify which fields on your file to import. Match them up with the system fields wherever possible.
- 3. Check Uploaded Data
- This will display any errors detected by the import tool, e.g. duplicate data, and the application will ask you what you would like to do with these errors.
- 4. Review Choices
- This is to confirm all your choices before running the import.
- 5. Import Summary
- A summary will be displayed of your import activity.
Accounts
Accounts are entities you trade with. These can include your customers, prospects or even suppliers. Basically, any organisation known to you will be considered an ‘Account’.
Contacts
Contacts are the people employed by or associated with your accounts. Contacts will attend your events and receive your communications.
Courses
Course templates are the training products that you sell. Once your course templates are entered in the database the courses can then be scheduled and become an event.
The fields available for import are:
| Fields | Exposed to the import tool |
|---|---|
| Code | The Course Code |
| ShortCode | Short Hand Code |
| Title | Course Name |
| CPE | Number of Continuing Professional Education / Continuing Professional Development Credits for the Course |
| Topics | Topics Covered |
| Level | Primary Course Level ID |
| Level2 | Secondary Course Level ID |
| Summary | Summary of the Course |
| Days | Number of Days the Course Typically Runs for, Expressed as a Whole Number |
| Introduction | Course Introduction text |
| Method | Teaching Method of the Course |
| Benefits | Benefits for taking the Course |
| EventTopicID | ID of the assossiated Event Topic |
| Prerequisites | Prerequisites for taking the Course |
| StartTime | Default Start Time for Events of the Course |
| EndTime | Default End Time for Events of the Course |
| Disposition | Default Disposition for Events Created with the Course i.e ‘normal’, ‘multisession’, ‘compound’ |
| DontShowOnWebsite | Boolean Flag to Hide the Course from being shown in Website Integrations |
In addition to these, you will have 14 Course Description Fields available to import, each of which are free text. The field names for these that will appear in the import tool are configured in the Control Panel under “Courses”.
Chart of Accounts
The Chart of Accounts are your financial accounts that you may transfer monies to or from. We have some financial accounts setup already for you, feel free to use these or import your current financial accounts.
Tasks
Your Tasks can relate to either an Account or a Contact . You may import all Task types, active or historical.
Public Events
Events are instances of the courses you teach. The course code will link each event to the course templates. You can import LMS, Classroom, or Blended events by including a column for learning mode (the value in the .csv file needs to be lower case eg blended, classroom or lms). Classroom and Blended events will create sessions for each day between the start and end dates, while LMS events do not create sessions. You can link events to personnel (Instructors and Administrators) as well as score templates by matching the name to existing data in the system.
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