Import Course Cost updates to existing Courses in bulk

Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left   This will open the relevant Course DataGrid   Select the Courses you wish to update from the DataGrid You can use filters and the search menu to narrow down the specific Courses you are wishing to update   Click ‘Export’ at the top of the DataGrid   This will open the ‘Export’ menu Here you can select which pages you Export, what format you want the file to be exported in, the columns you require and the file name Select which pages you wish to Export. In this instance we are going to use the ‘Selected Rows’   Select which format you want the file to download in. For this instance we are going to export it as a .csv so that it is already in a format that is acceptable for importing.   You now need to select the Columns you wish to Export You must include the following columns: ID, Cost We recommend also including some of the following columns to help you identify the Courses in your spreadsheet - Label, Start Date, Course Status, End Date, Course Template ID, Currency Code Click ‘Export’   This will download an Excel file within your internet browser in the top right corner which you can now open, you will also find the file within your ‘download file’ within your ‘File Explorer’ Your exported file should look something like this, this will now become your Import File

Within your exported file find the ‘Cost’ column and update the costs in-line for each of your Courses, set this to their new cost Within your exported file find the ‘Cost Type’ column and update this to use accessplanit’s cost type ID If the Cost Type is ‘Delegate’ change this to 1 If the Cost Type is ‘Session’ change this to 2 If the Cost Type is ‘Hour’ change this to 4 If the Cost Type is ‘Day’ change this to 8 If the Cost Type is ‘Delegate Day’ change this to 16 Your Cost & Cost Type columns should now be updated Except for the ID, Cost, and Cost Type, you can now delete all the other columns in your spreadsheet Save your file! Please Note If your organisation/business operates using other Languages, when saving a .csv file, ensure that the document is saved with ‘,' rather than ';’ as this can prevent the document from Importing

Open the ‘Administration’ menu from the Profile options at the top-right of your platform Scroll down the page until you find the ‘Import Profiles’ menu option The menu is in alphabetical order Click on the ‘Import Profiles’ option to be taken to the Import Profiles page Click the ‘New Profile’ button at the top right corner of the page to create a new Import Profile Provide a ‘Profile name’ for your Import Profile We advise providing your Profile with a unique name so that's its easily identifiable Select ‘Course Date’ as your import ‘Destination’, this lets the Platform know that you will be importing Delegate information The next step is to upload the .csv file that you created and saved earlier, click the selecting the ‘Choose file’ button and selecting the file from your saved location Leave the ‘Header Label Row’ set to '1', this tells your platform that the column headings of your import are in the first row Click the ‘Next ->’ option at the top right of your page to proceed to the column mapping step for your Import Profile In the column mappings step you will match each column in your import file (Source column) to a Course setting in your accessplanit platform (Destination column), this is where you define where the information in your import file will be imported to and displayed in your platform, some of this will be pre-populated for you! If you see ‘IGNORE' within the 'Destination Column’, you will need to select the correct column from the drop down option Leaving it as IGNORE will mean that the Platform will ignore this column in the file when running the Import When running any Import, your platform needs to know which column(s) can be used to uniquely identify each row, this is important as the importer supports both creating Courses and updating Courses, if each row is not uniquely identified by its key columns there is a risk that the new Course will be created and Courses that need updating wont be. For this import, your key column will be ‘ID’ as this is the unique identifier for each of your Courses (no two Courses share the same ID) Click the ‘Finish’ button at the top right of your page to create your Import Profile Click the ‘OK’ button to return to the ‘Import Profiles’ page Your Import Profile has now been created and you are ready to run an Import Job to process your data back into your platform. Please note The columns within your Import Profile MUST match the columns within your .csv file exactly in the same order otherwise your Import will not work.

Open the .csv file that you created for your import earlier and remove data so that you only have 3-4 lines of data remaining in the file Go to ‘File’ in the top left hand corner of your Excel Click ‘Save As’ to save this as a new import file Do not click ‘Save’ as this will overwrite your import file Rename this version of your import file so that you know if it is the test import file, for example 'Course Date - Cost Update Test File', and make sure that the format is still CSV (Comma Delimited) (*.csv) Click the ‘Save’ button to create your Test import file You are now ready to run your test import!

Click ‘Profile’ and then ‘Administration’ in the top right corner of the Platform Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order Click on the ‘Import Jobs’ option to be taken to the Import Jobs page Click ‘New job’ in the top right hand corner Select your Import Profile from the ‘Profile’ drop down menu From the File option, click on the ‘Choose File’ button and upload the Test file that you created in the previous step The ‘Initial State’ option is where you can choose to Import now, or put the Import on Hold if you would like to set the import off to run later Click the ‘Upload’ button to start the Import Job Once you have uploaded your file to start the Import Job, your page will show the Import job being processed a. ID - This is the ID number of the Import Job b. Profile - This is the name of the Profile used for the Import c. Filename - This is the name of the Import file uploaded d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished e. Due - This is when the Import is due to run f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate. g. Completed - This will be blank and will populate once the Import has completed h. Row Count - This shows how many rows are to be imported i. Processed - This will show the number of rows that have been imported and will change as the Import runs. Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column Once your import is complete, click the ‘Show Errors' button to see if there were any issues with the import Move on to the next step to check whether your test Import has been successful.

Open the ‘Class’ or ‘Web’ Courses DataGrid from your main navigation menu on the left This will open the Courses DataGrid with a list of all Courses Using the search bar, search for each of your Courses that you have just imported using the Course ID’s from your Import file One by one, right click on each Course and select ‘Edit’ from the context menu Check that the details of the Course have been updated as expected, for example: a. Checking the Cost and Cost Type are correct If you are satisfied that all the sample Courses have been updated correctly via the import, your testing is now complete!

Go back to the original .csv file that you created earlier within Excel and open the file with all your data showing and check you are happy with the file Within your accessplanit platform, open the ‘Administration’ menu from the Profile options at the top-right of your platform Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order Click on the ‘Import Jobs’ option to be taken to the Import Jobs page Click ‘New job’ in the top right hand corner Select your Profile from the drop down menu. This is the name of the Profile created in the step above. Select the ‘File’ you wish to upload, this is the original import file you created and saved earlier The ‘Initial State’ option is where you can choose to Import now, or put the Import on Hold if needed Click the ‘Upload’ button to start your Import Jobs Once you have uploaded your Import Job, it will show the Import Job uploading a. ID - This is the ID number of the Import Job b. Profile - This is the name of the Profile used for the Import c. Filename - This is the name of the Import file uploaded d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished e. Due - This is when the Import is due to run f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate. g. Completed - This will be blank and will populate once the Import has completed h. Row Count - This shows how many rows are to be imported i. Processed - This will show the number of rows that have been imported and will change as the Import runs. Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column There is a section at the end of the Import named ‘Actions’. Here you will find the option to ‘Show Errors’, ‘Restart’, ‘Stop’ and ‘Cancel’ your Import You can use the ‘Show Errors’ button to see if anything has stopped your Import from working correctly, if the Import Errors page is blank, this means the data in your import file hasn’t failed any validation checks Please note You can download the errors file to view more information about any failures from the ‘Import Errors’ page If you do not understand what any of the errors mean, please reach out to the support team and they will be able to provide further guidance and help you with your import Example of an Import with no errors: Example of an Import with Errors: The Import Errors page shows you which rows have failed. The ‘Stop’ and ‘Restart' buttons can be used while your Import Job is processing, to pause and restart your import, please note that it can take a few seconds for these to be actioned after you have clicked them We do not recommend using the 'Delete’ button for your Import Jobs unless absolutely necessary.