This guide provides instructions on how to update learning assignment using the Training Update Tool
Use Case
Compliance Training A is being retired and course will not be reversioned. Training B will be replacing it in order to maintain compliance within the system; however, it is a different learning object. The dates of completion need to be retained for regulatory purposes and to maintain user satisfaction.
Initial Learning Assignment
If Training B is not on the user’s transcripts, follow the instructions in this section; otherwise, proceed to the Training Update Tool Process Section
- Create a learning assignment by navigating ADMIN > LEARNING ASSIGNMENT TOOL > select CREATE ASSIGNMENT option
- In the Setup section, create the assignment using the following settings
- Standard (process one-time only)
- Enter a descriptive Assignment Title
- Select Training B in the Training Selection
- NEXT
- In the Options section, select the following options
- Assigned, Approved, and Registered
- No Emails - This is important to avoid confusing end users
- NEXT
- In the Schedule section, select one of the following options
- As soon as Assignment is submitted
- As soon as the training is assigned
- No due date
- NEXT
5. In the Users section
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- Select the users by selecting the Select Users option OR uploading a .csv file in the Upload Users section. The file should contain Username, User ID or Email Address.
- Select on GENERATE INITIAL USER LIST and confirm list of users.
- NEXT
6. SUBMIT the assignment
Training Update Tool Process
REPORTS > REPORTING 2.0
- Create and run a Reporting 2.0 report to pull the user and completion dates for Training A
A. Columns
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- User ID
- User Full Name
- Training Title (Training A)
- Transcript Completed Date
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B. Filters
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- OU Information (Position, Location if needed)
- User Status is Active
- Training Title with Training A title
- Transcript Status set to Completed
- Training Latest Version? Set to “is” “Yes”
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2. Create a spreadsheet with the following columns and no headers. This contains the users and completions from the report run in previous step. Save it as a .csv file.
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- Column A - UserIDs, Usernames or Email Addresses
- Column B - Score (0-100) if required, otherwise leave blank
- Column C - Status (Y = mark complete, N = status unchanged)
- Column D - Date of completion for old training (Training A). This column requires the format of the date to be mm/dd/yyyy; otherwise, it will cause an error to occur. If Action Date is not provided, today's date will be logged.
- Example .CSV
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3. Training Update Tool
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- Navigate to the Training Update Tool: ADMIN > TOOLS > LEARNING > TRAINING TOOLS > TRAINING UPDATE TOOL
- Create a new training update job by selecting TRAINING UPDATE
- Search for the Training B and use the plus sign to add it, then select NEXT.
- Upload the .CSV file using the CHOOSE FILE option, then add it using the ADD option. If errors exist, a VIEW ERRORS link and a popup window with detailed error information will appear. If this appears, correct the errors and reupload the file. If no errors, select the NEXT option.
- Confirm the details and select SUBMIT.
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Learning Assignment Tool Process
ADMIN > LEARNING ASSIGNMENT TOOL
- Locate current assignment and deactivate it.
- Select Learning Assignment Title
- Toggle off ACTIVE option in upper right
- Copy learning assignment and replace training with new one (Training B).
- Make any other modifications as necessary.
- SUBMIT