Introduction

Configio enables you to create Learner Accounts via a file import, and it allows you to add Course to existing Accounts.

Creating a Template
Login to the Administrative side of your database, and navigate to Settings --> Management --> Import Manager. Click on Learners. Scroll down to the Template section.

Key identifiers are highlighted in red.  AccountID is a system generated number. Please do not modify this value. It is used to help identify whether an Account is new or if it is existing. If AccountID is included, it must match an existing account or an error will be returned.

For updating an existing Learner, either AccountID or Email can be used. For Creating a new Learner, leave AccountID empty and input their Email Address.

Each field has a checkbox. You can uncheck the box to create custom Templates. If a box is unchecked, then the Template will not include that field. For convenience, you can toggle all of the checkboxes in a column. Alternately you can just keep a field checked, and as long as it is not a key identifier, then you can leave it blank in the Template.

Click the DOWNLOAD TEMPLATE button when you are ready.   

Using the Template

We highly recommend using a spreadsheet program like Microsoft Excel to edit the template. The header row contains the names of the fields. Do not edit this row.

Each row is for a single Learner. Do not input data for one Learner on multiple rows. Input data that you want to import into the system into the cells of the spreadsheet.

Data Integrity

The data that you input into your Template must be formatted so that it will work in your CRM. For example, you wouldn't want something like "cat" to be a Lead's birthdate, so if you try to import this, the System will ignore the bad data.

Some fields should have data formatted in a certain way. An example of this is the Email field. You can input badly formatted email address, like joe@acmecom, and it will be formatted that way in your database. Please be mindful.

Some fields require data to be inputted so that matches existing data in your database. An example of this is the Country field. The data that you input into the template must match the data that is in Settings --> Setup --> Countries and States. For example, inputting "US" for the Country would work, however inputting "USA" for the Country would result in an error.

Overall, the System has many guardrails for when data is inputted via the User Interface, however it has less when data is imported. Please be mindful that your data is correct prior to import.

Previewing the Import
After you have downloaded your template, inputted the data, and saved the file, you are ready to begin importing the data. Click the CHOOSE FILE button and select your completed file. Click the PREVIEW IMPORT button. The system will then validate the data.  

Viewing the Data Validation Results - If Errors Occur

If any errors occur, then each one will be listed on an error screen. In the below example, the System found that data in the Country field wasn't formatted correctly. It needs to be formatted like it is in the Country & States section.

If you see an error, then please review your file. Resave the file after fixing it and upload it again. If errors persist, please contact your Configio Implementation Specialist and we can assist. 

Viewing the Data Validation Results - if no errors found

You will see a list of Learners that will be imported, a count of the number of Learner Accounts that will be created, and a count of the number of Account that potentially will be updated. If it looks correct, click the "Import" button.

Viewing the Import Results

A list of all Learners that were imported will be listed, and there will be a count of the number of Learners that were imported, a count of the number of Learners that were updated, and a count of the number of Learners that were created. The Learner's Name will be a hyperlink to easily navigate to your new or updated Learner.