Import other Resources (simplified)

There are two files to download to support your import, there is a reference spreadsheet which you can look at to understand the import options, and there is an Import Template which you will edit and fill with your import data. Please download our reference Import Profile here to view all of the options for your Import File: All mandatory fields are shown in Red All optional fields are shown in Grey This file is a reference file only Please download our blank Import Template here (this is the file you will add your import data into):

Using the 'EXAMPLE Resource Import Template’ file as a reference, add your Resource data to your 'BLANK Resource Import Template’ file The table below outlines each column that you can include in your Import File: Column Description Format Rules ResourceTypeID Mandatory The Resource Type ID This can be found by going to Profile>Administration>Resource Types and then adding in the ID column within the Resource Type DataGrid Text and/or Number This MUST match to an existing Resource Type ID in your platform For adding a new column to your DataGrid, please follow our dedicated page ResourceType Mandatory This is the Resource Type Label as it appears in the platform For example: equipment Text Label Mandatory The name of your Resource Here you can list the names of the Resources you are going to Import Text CompanyID Mandatory This is the Account ID of the Training Provider the Resource will fall under. You can find this by going to the Accounts DataGrid and adding a filter for Training Providers Text and/or Number This MUST match an existing ID within the Platform Please see our dedicated page on how to create filters The filter you would require is Industries ID > Is In > Training Provider Company Name Mandatory This is Name of the Training Provider you want your Resource to be associated with Text Enabled Mandatory This determines whether the Resource will be available or not Number This must be a numerical Value 0 = Disabled 1 = Enabled Quantity Mandatory This is the number of how many of your Resource is available Number If your organisation/business operates using Languages where the following special characters are present - Č, Š, Ž and Ć - and you wish to use the importer to upload content containing these characters to the platform - you will need to contact the accessplanit Support Team.

Once you have all the information you require within your Import File, you can then save it as a .csv file Within Excel, click the ‘File’ option in the top left-hand corner Click ‘Save as’ Using the drop-down box under the file name, select CSV (comma delimited) (*.csv) and name your file (for example ‘New Resource Import’) Click the ‘Save' button to complete the Save Your Import File has now been saved, ready for importing. 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 easily identifiable Select ‘Candidate’ 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 ‘Choose file’ button and select 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 File 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 Resource setting in your accessplanit platform (Destination column), this will define where the information in your Import File will be imported to and displayed in your platform, much 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 an 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 Resources and updating Resources, if each row is not uniquely identified by its key columns there is a risk that the existing Resources will be overwritten with the details of new Courses are required. Use the ‘Key column' field to select 'Yes’ for your unique identifiers. Key Columns for Resources Key Column(s) are used to identify Resources so that your platform to differentiate between one Resource and another Resource. For example, if you have two Resources with the same name ‘TV’, your platform needs to know the difference between the two, in this case, you could set your key columns to Label and CompanyID, because this combination will be different for the two resources. Click the ‘Finish’ button at the top right of your page to complete your Import Profile Click the ‘OK’ button to return to the ‘Import Profiles’ page Your Import Profile has now been created 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.

Go back to the original .csv file that you created earlier within Excel, 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. In this case, it is ‘Resources - New Resource Import’ 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 been 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