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Enrollment Data Requirements

Use the information in the following tables to help you enter data in the downloaded Bulk Loader Source File templates. Each field is detailed in the following tables. Click the Text Editor number or Column letter hyperlinks to where each field is on the Edit Enrollment page.

Bulk Loader data files do not support characters with the grave accent.

Enrollment ID

Text Editor Column Excel Column Required Notes
1 A

Yes if no Enrollment name and Type in Col 2 & 3

No If Enrollment name and Type in Col 2 & 3

The unique ID number for the Enrollment. It acts as the primary identifier to locate and update a specific Enrollment that may share the same name other Enrollments.
Accepted Values The LearnCenter System generated Enrollment ID.
Example 104
The Enrollment ID is the primary identifier to find existing Enrollment. If included in the data file, the Enrollment Type and Name fields will not be used to find the existing Enrollment.

The Enrollment ID can be retrieved using BI Reporting and running the standard Enrollment Report. In the report, add the Enrollment ID. This is the system generated ID to add to the data file.
Use Caution. When using the Enrollment ID as the unique identifier, it is possible to update existing Enrollments in the current LearnCenter or any Sub-LearnCenter.

Enrollment Event Type

Text Editor Column Required Notes
2 B Yes Enrollment Event Type
Accepted Values

The Enrollment loader will create Enrollment types for ILT Session, Online Courses or Classes

  • ILT = Instructor Lead Training Session
  • Course = Online Course
  • Class = Class
  • Self Study = Self Study

Enrollment Event Name

Text Editor Column Required Notes
3 C Yes The Enrollment Event Name
Accepted Values

Any Value up to 1000 characters in length.

Event Start Date & Time

Text Editor Column Required Notes
4 D Yes Set the Enrollment Event Start Date and Time
Accepted Values
  • The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format
  • mm = Two digit month dd = Two digit Day yyyy = Four digit Year
  • hh = Two digit hour mm = Two digit minute AM or PM
  • The date will appear based on the system setting
  • Example: 01/02/2015 08:00 AM
  • Example: 09/17/2015 12:00 AM
    
ILT Session Enrolments will inherit the ILT Session Start Date and Time. For ILT Session Enrollments leave this field blank
Enrollment Event Start Date and Time is required for the Online Course and Class only.
See Requirements for Bulk Loader Source Files for information on formatting dates.
Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM

Event End Date & Time

Text Editor Column Required Notes
5 E Yes Set the Enrollment Event End Date and Time
Accepted Values
  • The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format
  • mm = Two digit month dd = Two digit Day yyyy = Four digit Year
  • hh = Two digit hour mm = Two digit minute AM or PM
  • The date will appear based on the system setting
  • Example: 01/02/2015 08:00 AM
  • Example: 09/17/2015 12:00 AM
ILT Session Enrolments will inherit the ILT Session Start Date and Time. For ILT Session Enrollments leave this field blank
Enrollment Event Start Date and Time is required for the Online Course and Class only.
See Requirements for Bulk Loader Source Files for information on formatting dates.
Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM

Enrollment Name

Text Editor Column Excel Column Required Notes
6 F Yes The Enrollment Name
Accepted Values Any Value up to 1000 characters in length
The Enrollment Name is the unique identifier to find existing enrollments

Enrollment Status

Text Editor Column Excel Column Required Notes
7 G Yes The ILT Event Status
Accepted Values
  • Active = Sets the ILT Event to Active
  • Inactive = Sets the ILT Event to Inactive
  • Example: Active
  • Example: Inactive

Enrollment Description

Text Editor Column Excel Column Required Notes
8 H No The ILT Event Description
Accepted Values Any Value up to 4000 characters in length

Include in LearnCenter Search

Text Editor Column Excel Column Required Notes
9 I No Set the Enrollment to be included in the Learn Advanced Search
Accepted Values
  • Yes = Sets the Enrollment to be included in LearnCenter Search
  • No = Sets the Enrollment to NOT be included in LearnCenter Search
  • Blank Column = Sets the Enrollment to NOT be included in LearnCenter Search
  • Example: Yes
  • Example: No

Open Date & Time

Text Editor Column Excel Column Required Notes
10 J Yes Set the Enrollment Open Date and Time
Accepted Values
  • The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format
  • mm = Two digit month dd = Two digit Day yyyy = Four digit Year
  • hh = Two digit hour mm = Two digit minute AM or PM
  • The date will appear based on the system setting
  • Example: 01/02/2015 08:00 AM
  • Example: 09/17/2015 12:00 AM
    
See Requirements for Bulk Loader Source Files for information on formatting dates.
Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM

Close Date & Time

Text Editor Column Excel Column Required Notes
11 K Yes Set the Enrollment Close Date and Time
Accepted Values
  • The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format
  • mm = Two digit month dd = Two digit Day yyyy = Four digit Year
  • hh = Two digit hour mm = Two digit minute AM or PM
  • The date will appear based on the system setting
  • Example: 01/02/2015 08:00 AM
  • Example: 12/17/2015 12:00 AM
See Requirements for Bulk Loader Source Files for information on formatting dates.  
Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM  

Visible Date & Time

Text Editor Column Excel Column Required Notes
12 L Yes Set the Enrollment Close Date and Time
Accepted Values
  • The Date and Time format must be posted in the mm/dd/yyyy hh:mm AM/PM in 15 minute intervals format
  • mm = Two digit month dd = Two digit Day yyyy = Four digit Year
  • hh = Two digit hour mm = Two digit minute AM or PM
  • The date will appear based on the system setting
  • Example: 01/02/2015 08:00 AM
  • Example: 09/17/2015 12:00 AM
See Requirements for Bulk Loader Source Files for information on formatting dates.
Custom Excel Field Type Format: mm/dd/yyyy hh:mm AM/PM

Use event's time zone settings

Text Editor Column Excel Column Required Notes
13 M No Set the Enrollment to use the ILT Session time Zone Settings
Accepted Values
  • A time zone posted in the LearnCenter format.
  • If no time zone is entered in the data file the session will be set to the system default.

The time zone will appear based on the system setting

NOTE: See Requirements for Bulk Loader Source Files for information on formatting dates.
  • Example: Yes
  • Example: No

Time Zone

Text Editor Column Excel Column Required Notes
14 N No Set to use the Enrollment Time Zone
Accepted Values
  • A time zone posted in the LearnCenter format.
  • If no time zone is entered in the data file the Enrollment will be set to the system default.
  • Only needed if the “Use event's time zone settings” is set to No
  • The time zone will appear based on the system setting
  Example: Eastern Standard Time
See Bulk Loader and Time Zone Requirements for information about Time Zone formats.

Observes Daylight Saving

Text Editor Column Excel Column Required Notes
15 O No Set the checkbox in the Enrollment to Observes Daylight Saving
Accepted Values
  • Yes = Sets the Enrollment to Observes Daylight Saving
  • No = Sets the Enrollment to NOT Observes Daylight Saving
  • Blank Column = Sets the ILT Session to NOT Observes Daylight Saving

Always show time zone

Text Editor Column Excel Column Required Notes
16 P No Set the checkbox in the Enrollment to show time zone
Accepted Values
  • Yes = Sets the Enrollment to Observes show time zone
  • No = Sets the Enrollment
  • Blank Column = Sets the ILT Session to NOT show time zone
  • Example: Yes
  • Example: No

Default Post Enrollment Status

Text Editor Column Excel Column Required Notes
17 Q No Set the Enrollment Default Post Enrollment Status
Accepted Values
  • The Application can set the Default Post Enrollment Status
  • If no Post enrollment status included the application will set the system default
  • The Default Post Enrollment Status
  • Completed or Incomplete
  • Passed or Failed
  • No Show
  • Not Attempted
  • Audit
  • Completion Pending Survey/Assessment
  • Not Approved
  • Example: Passed
  • Example: Completion Pending Survey/Assessment

Enrollment Minimum Seats

Text Editor Column Excel Column Required Notes
18 R Yes Set the Enrollment Minimum Seats
Accepted Values
  • Any whole number numeric value between 1 and 9999.
  • The default is 0.

Enrollment Maximum Seats

Text Editor Column Excel Column Required Notes
19 S Yes Set the Enrollment Maximum Seats
Accepted Values
  • Any whole number numeric value between 1 and 9999.
  • The application default is 20.
  • Example: 1
  • Example: 45
  • Example: 250
 

Waitlist

Text Editor Column Excel Column Required Notes
20 T No Set the Enrollment Default Post Enrollment Status
Accepted Values
  • The Application can set the Waitlist for the Enrollment
  • None = No waitlist
  • Unlimited = Unlimited number of users waitlisted
  • Numeric value = Specific number of users that can be waitlisted; the numeric value that can be excepted is between 1 and 99999
  • Blank Column = No waitlist
  • Example: None
  • Example: 500
  • Example: Unlimited

Options - Supervisor Approval

Text Editor Column Excel Column Required Notes
21 U No Set the Enrollment Requires Supervisor Approval check box
Accepted Values
  • Yes = Sets the Enrollment to require supervisor approval
  • No = Sets the Enrollment to NOT require supervisor approval
  • Blank Column = Sets the Enrollment to NOT require supervisor approval
  • Example: Yes
  • Example: No

Options - Supervisor registered in LearnCenter

Text Editor Column Excel Column Required Notes
22 V No Set the Enrollment Requires Supervisor to be registered in the LearnCenter to give approval
Accepted Values
  • Yes = Sets the Enrollment to require supervisor to be registered in the LearnCenter
  • No = Sets the Enrollment to NOT require supervisor to be registered in the LearnCenter
  • Blank Column = Sets the Enrollment to NOT require supervisor to be registered in the LearnCenter
  • Example: Yes
  • Example: No

Options - Automatically approve all users

Text Editor Column Excel Column Required Notes
23 W No Set the Enrollment automatically approve all users
Accepted Values
  • Yes = Sets the Enrollment to automatically approve users
  • No = Sets the Enrollment to NOT automatically approve users
  • Blank Column = Sets the Enrollment to NOT automatically approve users
  • Example: Yes
  • Example: No

Options - Automatically drop removed users for this enrollment

Text Editor Column Excel Column Required Notes
24 X No Set the Enrollment to allow users to drop enrollment
Accepted Values
  • Yes = Sets the Enrollment to automatically drop Removed Users for this Enrollment
  • No = Sets the Enrollment to prevent Removed Users from being automatically dropped from the Enrollment
  • Blank Column = Uses the default setting for this field.
  • Example: Yes
  • Example: No

Options - Allow users to drop this enrollment

Text Editor Column Excel Column Required Notes
25 Y No Set the Enrollment to allow users to drop enrollment
Accepted Values
  • Yes = Sets the Enrollment to Allow users to drop this enrollment
  • No = Sets the Enrollment to NOT Allow users to drop this enrollment
  • Blank Column = Sets the Enrollment to NOT Allow users to drop this enrollment
  • Example: Yes
  • Example: No

Options - Override group permission for allowing users to drop this enrollment

Text Editor Column Excel Column Required Notes
26 Z No Set the Enrollment to Override group permission for allowing users to drop this enrollment
Accepted Values
  • Yes = Sets the Enrollment to Override group permission for allowing users to drop this enrollment
  • No = Sets the Enrollment to NOT Override group permission for allowing users to drop this enrollment
  • Blank Column = Sets the Enrollment to NOT Override group permission for allowing users to drop this enrollment
  • Example: Yes
  • Example: No

Options - Allow Enrollment Administrators to enroll

Text Editor Column Excel Column Required Notes
25 AA No Set the Enrollment to Allow Enrollment Administrators to enroll
Accepted Values
  • Yes = Sets the Enrollment to Allow Enrollment Administrators to enroll
  • No = Sets the Enrollment to NOT Allow Enrollment Administrators to enroll
  • Blank Column = Sets the Enrollment to NOT Allow Enrollment Administrators to enroll
  • Example: Yes
  • Example: No

Options - Allow users to view this enrollment in their calendar

Text Editor Column Excel Column Required Notes
28 AB No Set the Enrollment to Allow users to view this enrollment in their calendar
Accepted Values
  • Yes = Sets the Enrollment to Allow users to view this enrollment in their calendar
  • No = Sets the Enrollment to NOT Allow users to view this enrollment in their calendar
  • Blank Column = Sets the Enrollment to NOT Allow users to view this enrollment in their calendar
  • Example: Yes
  • Example: No

Options - Override group permission for allowing users to view this enrollment in their calendar

Text Editor Column Excel Column Required Notes
29 AC No Set the Enrollment to Override group permission for allowing users to view this enrollment in their calendar
Accepted Values
  • Yes = Sets the Enrollment to Override group permission for allowing users to view this enrollment in their calendar
  • No = Sets the Enrollment to NOT Override group permission for allowing users to view this enrollment in their calendar
  • Blank Column = Sets the Enrollment to NOT Override group permission for allowing users to view this enrollment in their calendar
  • Example: Yes
  • Example: No

Author

Text Editor Column Excel Column Required Notes
30 AD No Set the Enrollment Author
Accepted Values Any value up to 50 characters
Example: Don Bircher

Series Name

Text Editor Column Excel Column Required Notes
31 AE No Set the Enrollment Series Name
Accepted Values Any value up to 50 characters
Example: Graphic Design Series

Series Number

Text Editor Column Excel Column Required Notes
32 AF No Set the Enrollment Series Number
Accepted Values Any value up to 50 characters
Example: Series 101

Course Level

Text Editor Column Excel Column Required Notes
33 AG No Set the Enrollment Course Level
Accepted Values Any value up to 50 characters
Example: Course 1

Credits

Text Editor Column Excel Column Required Notes
34 AH No Set the ILT Session Credits
Accepted Values Numeric value from 0 to 9999999
Example: 10

Duration

Text Editor Column Excel Column Required Notes
35 AI No Set the Enrollment Duration
Accepted Values Numeric value from 0 to 99999999
Example: 10

Publisher

Text Editor Column Excel Column Required Notes
36 AJ No Set the ILT Session Publisher
Accepted Values Any value up to 50 characters
Example: Published by ABC Company

Cost Per User

Text Editor Column Excel Column Required Notes
37 AK No Set the EnrollmentCost Per User
Accepted Values Numeric value from 0 to 999999
Example: 100

Course Number

Text Editor Column Excel Column Required Notes
38 AL No Set the Enrollment Course Number
Accepted Values Any value up to 50 characters

Example: The Course number is 101

Example: 101

Custom Fields

Text Editor Column Excel Column Required Notes
39 AM No Set the Enrollment Custom Fields
Accepted Values
  • The Application can load data into as many custom fields as exist in the LearnCenter for ILT Sessions
  • For format if the data in the column: <custom field name>=<custom field data>
  • Each custom field mapping is separated by a semicolon ;
  • The custom fields must exist in the LearnCenter
  • The custom Fields for the ILT Session must be unique.
  • If multiple custom fields (For the ILT Session) with the exact same name exist, the application cannot determine which field to map the data to and will skip the field.
  • Example: Enrollment Custom Field 01=Custom Data Set 01
  • Example: Enrollment Custom Field 01=Custom Data Set 01;Enrollment Custom Field 02=Custom Data Set 02;Enrollment Custom Field 03=Custom Data Set 03

Custom Field must exist and have unique names.

If more than one Enrollment custom field is found with the same name this will be an error condition and outputted to the results file

Administrators

Text Editor Column Excel Column Required Notes
40 AN No Set the Enrollment Administrators
Accepted Values
  • The Application can load data into as many Administrators required Enrollment
  • For format if the data in the column: <administrator username>;< administrator username >
  • Each Administrator mapping is separated by a semicolon ;
  • The Enrollment Administrators are found by the application by their username
  • Example: DBIRCHER
  • Example: DBIRCHER;MGOLDBERG

Categories

Text Editor Column Excel Column Required Notes
41 AO No Set the Enrollment Categories
Accepted Values
  • The Application can load data into as many Categories root and sub-categories as exist in the LearnCenter for ILT Sessions
  • For format if the data in the column: < category name>;< category name>
  • Each Categories mapping is separated by a semicolon ;
  • The Categories must exist in the LearnCenter
  • The Categories names for the ILT Session must be unique.
  • If multiple Categories (For the ILT Session) with the exact same name exist, the application cannot determine which field to map the data to and will skip the field.
  • Example: Root Categories 01
  • Example: Root Categories 01;Root Categories 02;Root Categories 03
  • Example: Root Categories 01;Root Categories 02; Sub Categories 03;Sub Categories 04

Categories must exist and have unique names.

If more than one Category is found with the same name this will be an error condition and outputted to the results file.

Attachments

Text Editor Column Excel Column Required Notes
42 AP No Set the attachments for the Enrollment
Accepted Values
  • The Application can attachment the attachments to the enrollment
  • For format if the data in the column: < file name>;< WhenToShow >
  • The file name needs to include the file extension
  • Each Attachment mapping is separated by a semicolon ; then When to Show
  • The Application can set the Attachment to Show:
  • Before = Show only Before the user is Enrolled
  • After = Show only after the user is Enrolled
  • Both = Show Before and After the User is Enrolled
  • The Attachment must exist in the Recourse manager
  • The Application has no limit on the number of attachments for each Enrollment
  • Example: Attachment1.ppt=Both
  • Example: Attachment1.ppt =Before;Attachment2.docx =After
  • Example: Attachment1.ppt= Before;Attachment2.docx=After;Attachment3.xlsx=Both

Prerequisites

Text Editor Column Excel Column Required Notes
43 AQ No Set the Enrollment Prerequisites
Accepted Values
  • The Application can load data into as many Prerequisites as required
  • There can be multiple Prerequisites for a Session
  • There are operators between them for and / or Conditions
  • Prerequisites can be optional or mandatory
  • For format if the data in the column: <item type>=<item name>;<mandatory / optional>;operator
  • Each Prerequisites mapping is separated by a semicolon ;
  • The Training Items for the Prerequisites must exist in the LearnCenter
  • Item Type supported for Prerequisites mapping:
  • Assignment
  • Class
  • Course
  • Enrollment
  • ILT Session
  • Example: Course=Active Listening;Mandatory
  • Example: Course=Active Listening;Mandatory;and;Assignment=Create ILT Loader PPT;Optional
  • Example: Course=Active Listening; Optional;or;Assignment=Code of Conduct;Mandatory;and;Assignment=Create ILT Loader PPT;Optional
  • Example: Course=15A COURSE 1;Optional;OR;Class=Becoming a Manager;Mandatory;AND;Course=15A COURSE 5;Mandatory
The content for the Prerequisites must exist for them to be mapped to the Enrollment

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