Update Training Records using the Data Import / Export Tool

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The Data Import / Export Tool allows you to quickly and easily update training records on your employees' intelliHR profiles.

On occasion, you may need to amend a course name that was previously spelled incorrectly or amend the completion dates of a specific training record.  In either case, the Update Trainings import allows you to bulk amend current training records, removing the need for laborious manual intervention.

The article will explain the most efficient way to bulk update employee training records.

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This article covers:

• How to use the Update Trainings Import
• The most efficient way to update training records

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How to use the Update Trainings Import

1. Navigate to Settings >> All Settings

2. Under Organisation click on Data Import / Export

3.  To start a new import click Start an Import

4. Name your import with the details of data being inputted.

5. Press Upload

6. Select Upload Type (Update Trainings)

7. Click on the link to Help Guide: Update Trainings Import

8. Select Download Example to obtain the file that needs to be completed in order to update the training records

9. Refer to the Supported Columns section to review which fields are mandatory, and what is required under each column heading

10. Complete all required fields (only the training record ID is required).  All other columns aside from the column you wish to amend e.g. name (course name) can be removed so that this data remains unaffected.

11. Save the file as a CSV

12. Drag and drop the saved CSV into the file area 

13. Click Next >> Confirm

If there are any errors with the data uploaded you will be notified and unable to start processing the import until the errors are resolved

14. Begin import by selecting Start Processing

15. Confirm

Once your import has successfully completed you will see the screen shown below. 

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The most efficient way to update training records

When updating training records on your intelliHR platform you must provide the Training ID in order for the platform to know which training record to update; in fact, the training id is the only required column on the Update Trainings import file. The steps below explain how to quickly retrieve the training ID for all your training records and use this to populate your import file.

1. Navigate to Settings >> All Settings

2. Under Organisation click on Data Import / Export

3. Select Export in the top-right

4. Select Training Data from the export list

5. Export

Column A of the export will contain the Training ID

6. Filter the export to identify only the record you wish to amend e.g. only the name column where the value is Cyber Security

7. Return to Settings >> All Settings >> Organisation >> Data Import / Export

8. Select Start an Import

9. Complete steps 4 - 14 from the information in the section 'How to use the Update Trainings Import' above