Training Data Tool

You can use the Training Data Tool in the Administrator Console to import training records from external systems into the Training module. This feature helps you keep all your training records in a single location.

This import process involves three steps:

  1. Configure privileges and forms
  2. Export training data
  3. Import curricula
  4. Import courses
  5. Import training records

Configure privileges and forms

Before importing training records, verify that you have all static AND workflow Training privileges.

After verifying privileges, verify that the Training Record form in Form Builder has been published. This form can be accessed by going to Form Builder > Training.
The image shows Form Builder within the Administrator Console. A yellow highlight emphasizes the Training tab in the top navigation, the Published status of a form, and the Form Builder (Early Access) option in the left menu. The page lists a single training record form with its last published date and last modified date.

Export training data

Extract your training data from the external system. Once exported, the training data should be organized into three CSV files, each with a set of pre-defined columns.

  • Curriculum
  • Course
  • Training Records

The sections below explain how each CSV file should be formatted. You can also download a Format Guide containing this information from the Import tab in the Training Data Tool.
The image shows the Training Data Tool with the Import tab selected. A yellow highlight emphasizes the Download Format Guide link under the section for downloading the template CSV file.

Import curricula

Note

You must import data in this order (curricula > courses > training records) to ensure that the curricula and courses are associated with learners correctly.

To import curricula, take these steps:

  1. Open the Training Data Tool.
  2. On the Import tab, select Curriculum from the Step 2 dropdown menu
  3. Select Download Template CSV.
    The image shows the Training Data Tool with the Import tab selected. A yellow highlight emphasizes the section for downloading the template CSV file, where users can choose an entity and click the Download Template CSV button.
  4. Update the template file with the curricula data you exported from your external system.
  5. After updating the template file, return to the Import tab in the Training Data Tool.
  6. In Step 3, select Curriculum from the dropdown and select the template file you updated and saved.
    The image shows the Training Data Tool with the Import tab selected. A yellow highlight emphasizes the section for uploading the updated CSV file, where users can choose an entity and click the Select CSV File button.
  7. Resolve any errors that appear.
  8. When your CSV file is error-free, select Import.
    The image shows a Training CSV Import confirmation window. It displays a message indicating that three curriculum records are ready for import and that no errors were found in the CSV file. A blue Import button is visible at the bottom, allowing the user to proceed with the import.
  9. Open the Training Management page in the Training module and switch to the Curricula tab.
  10. Find the curriculum and select More Actions [...] > Update to open the curriculum and publish it.
    The image shows the Training Management page with the Curricula tab selected. Yellow highlights emphasize the Curricula tab, the options menu represented by three vertical dots next to a curriculum, and the Update option within the dropdown menu. The page displays a list of curriculum records with details such as name, type, status, and last active date.
  11. Proceed to the next step of importing courses.

Curriculum template guidelines

When updating the curriculum template with external training data, note that each row represents one curriculum. The table below explains each of the template columns and the values that can be entered in the column's cells.

Column Required Valid Values Description
referenceId Yes A unique identifier for the curriculum.
curriculumFriendlyId No Leave this cell empty. When you import your curricula, the system auto-generates a Friendly ID.
name Yes
curriculumType Yes MANDATED

NONMANDATED
capacityType Yes UNLIMITED

LIMITED		 Indicates how many learners were enrolled in the course.
courseModality Yes ONLINE

OFFLINE
description No
capacity No If UNLIMITED is entered in the capacityType column, this cell is ignored.
assessmentMethod Yes CATEGORICAL

NUMERICAL		 Indicates how learner performance was assessed. See Curriculum details for more information.
creditsAwardedType Yes CREDIT

NO_CREDIT		 Indicates if credits were awarded for course completion. See Certification settings for more information.
trainingCreditHours No If NO_CREDIT is entered in the creditsAwardedType column, this cell is ignored.
expireType Yes COMPLETION_DATE

FIXED_DATE

ONE_TIME		 Indicates how the certification expires. See Certification Settings for more information.
certificationDurationType No DAYS

MONTHS

QUARTERS

YEARS		 If FIXED_DATE or ONE_TIME is entered in the expireType column, this cell is ignored.
certificationDurationType
FixedDate 		No DAYS

MONTHS

QUARTERS

YEARS		 If COMPLETION_DATE or ONE_TIME is entered in the expireType column, this cell is ignored.
certificationPeriod No If FIXED_DATE or ONE_TIME is entered in the expireType column, this cell is ignored.
certificationPeriod
FixedDate 		No If COMPLETION_DATE or ONE_TIME is entered in the expireType column, this cell is ignored.
certificationExpiredDate No If COMPLETION_DATE or ONE_TIME is entered in the expireType column, this cell is ignored.

Import courses

After your curricula import is complete, you can proceed to importing courses:

  1. Open the Training Data Tool.
  2. Switch to the Export tab.
  3. Select Curriculum from the dropdown menu.
  4. Select Export CSV to download the list of Curricula IDs.
    The image shows the Training Data Tool with the Export tab selected. A yellow highlight emphasizes the Export tab and the section for selecting an entity to download, which includes a dropdown menu and an Export CSV button.
  5. Switch back to the Import tab, select Course from the Step 2 dropdown menu
  6. Select Download Template CSV.
  7. Update the template file with the course data you exported from your external system.
    • Use the Curricula IDs you downloaded from the Export tab.
    • See the course template guidelines below for file formatting instructions.
  8. After updating the template file, return to the Import tab in the Training Data Tool.
  9. In Step 3, select Course from the dropdown and select the template file you updated and saved.
  10. Resolve any errors that appear.
  11. When your CSV file is error-free, select Import.
  12. Open the Training Management page in the Training module and search the Courses tab to verify that your courses imported as expected.
    The image shows the Training Management page with the Courses tab selected. A yellow highlight emphasizes the search and filter section, which includes a search bar for course names and filter options for instructor, time/date, status, and curriculum. Below, a list of courses is displayed with details such as instructor, date/time, enrolled learners, and status.
  13. Proceed to the next step of importing learning records.

 

Course template guidelines

When updating the course template with external training data, note that each row represents one course. The table below explains each of the template columns and the values that can be entered in the column's cells.

Column Required Valid Values Description
referenceId Yes A unique identifier for the course.
courseFriendlyId No Leave this cell empty. When you import your courses, the system auto-generates a Friendly ID.
courseName Yes
location No   The location where the course was held. This can be a physical location or a link to a virtual location.
courseSchedule Yes MM-DD-YYYY HH:MM The date and time the course was held.
curriculumFriendlyId Yes   Enter the Friendly Curriculum ID of the curriculum that was taught in this course. This ID was generated by the system when you uploaded the curricula. Be sure to use the Friendly Curriculum ID and not the Reference ID.

A Curriculum ID can be associated with multiple courses.

The list of Friendly Curricula IDs can be obtained by exporting the curricula from the Export tab in the Training Data Tool.
instructorEmail No The email of the instructor who taught the course.

This email address must match the email address of a user in the Axon system.

Import training records

After your curricula and course imports are complete, you can proceed to importing training records, which are the association between a learner and a course:

  1. Open the Training Data Tool.
  2. Switch to the Export tab.
  3. Select Course from the dropdown menu.
  4. Select Export CSV to download the list of Course IDs.
  5. Switch back to the Import tab, select Training Record from the Step 2 dropdown menu
  6. Select Download Template CSV.
  7. Update the template file with the training record data you exported from your external system.
  8. After updating the template file, return to the Import tab in the Training Data Tool.
  9. In Step 3, select Course from the dropdown and select the template file you updated and saved.
  10. Resolve any errors that appear.
  11. When your CSV file is error-free, select Import.
  12. Open a user's training profile to verify that the training records imported as expected.

Training record template guidelines

When updating the training record template with external training data, note that each row represents the relationship between a single learner and a course. The table below explains each of the template columns and the values that can be entered in the column's cells.

Column Required Valid Values Description
referenceId Yes A unique identifier for the training record.
trainingRecordFriendlyId No Leave this cell empty. When you import your courses, the system auto-generates a Friendly ID.
courseFriendlyId Yes   Enter the Friendly Course ID of the course that this learner was enrolled in. This ID was generated by the system when you uploaded the courses. Be sure to use the Friendly Course ID and not the Reference ID.

A Course ID will be associated with multiple training records.

The list of Friendly Course IDs can be obtained by exporting the curricula from the Export tab in the Training Data Tool.
userEmail Yes The email of the user who was enrolled in the course.

This email address must match the email address of a user in the Axon system.
attendance No TRUE

FALSE		 Indicates if the user did or did not attend the course.
score No   If FALSE is entered in the attendance column, this cell is ignored.
result No PASS

FAIL		 Indicates the learner's result for the course. See Curriculum details for more information.
expiresAt No MM-DD-YYYY HH:MM The date and time the user's certification for this course expires. See Certification settings for more information.

Import errors

You may encounter errors when importing curricula, courses, and training records.

 

If you receive the following errors, close the import window and try to import the file again:

  • failed to auth service
  • error generating (***) external ID
  • error inserting (***) when calling to Records service
  • failed to build (***) edges
  • error getting (***) entities
  • error getting entity ID when calling to Records service
  • error getting training record form/forms

 

The following errors indicate that the data in the file you are uploading is incorrect. Open the file and verify that it matches the formatting requirements and contains valid values.

  • error validating (***) data
  • error invalid duplicate (***) ids
  • error invalid reference IDs

 

The following error indicates that you are attempting to update a curriculum/course/training record. Currently, the Training Data Tool does not allow you to update items.

  • operation not supported

 

If you encounter the following error, do not attempt to import again. Instead, contact your Axon representative for assistance.

  • error creating (***) tasks, but the (***) already created

*** curriculum / course / document (training record)