Knowledgebase: For Administrators
Copy / Migrate users to a duplicate portal
Posted by Jessica D'Apice on 26 June 2017 03:50 PM

If you have a list of users in one portal that you would like to move to another portal, you can use reports from the original portal and the batch data import functions in the new portal to put user profile and historical data into the new portal.

The processes detailed in this article will migrate the following user data:

  • Profile information
  • Transcript data
  • Certificate data

Keep in mind that the processes detailed in this article DO NOT migrate the following user data:

  • Purchase data (purchase data is held with your payment gateway)
  • Incomplete enrollments
  • Group enrollments
  • Groups that the user was in
  • Permissions settings
  • Private Catalog Access
  • Report subscriptions and subscription logs (for users with reporting permissions)

If you need this data migrated into your new portal, contact ICS Support at http://support.icslearninggroup.com. Due to the fact that this kind of data migration requires pulling data from the database, and that data management falls outside of the technical support contract agreement, data migration is billable at a rate of $125 per hour. Give us the name of the portal from which we will be copying user data, and the name of the portal to which we will be importing user data, and we will give you an estimate on the time it will take to perform the migration. We will ONLY bill you once we have received your written approval for the estimate we give, and only once we have completed the work.

NOTE: You cannot migrate the data using the processes detailed below AND have us perform the data migration of the missing data for you. Since we are pulling the data from the database in a mass data pull, it’s all or nothing. We’ll be bringing over all of the user data anyway.

If you do not need the data listed above, and ONLY need profile information, transcript data, and certificate data, you can migrate your users yourself by following the steps below.

 

***

BEFORE YOU DUPLICATE A PORTAL, give all of your certificates codes. The certificate data import ties all data to the certificate code, as it only imports the recipient username, certificate code, and certificate award date, nothing else. If there is no code in any of the certificates in the new portal, the certificate data will not be put in the user’s profile.

***

 

PART A: In the ORIGINAL PORTAL, run reports on the old portal to gather user and historical data.

Step 1: Run a User Demographics report.

  1. From the top black menu bar, click “Reports.”
  2. Under Datasets, in the User Demographics box at the bottom of the page, click “Create New Report.”
  3. Under Fields, select every box next to every field. Do not add any filters (unless you ONLY want certain users migrated from your original portal to your new portal; in that case, filter in such a way to get only the data from the users that you wish to migrate).
    1. Middle name cannot be pulled in reports.
    2. Give the users all a
  4. Click “Run Report,” and in the pop-up window, click the Excel icon.
  5. Save the report as a spreadsheet.

Step 2: Run a Course Transcripts report.

  1. From the top black menu bar, click “Reports.”
  2. Under Datasets, in the Course Transcripts box, click “Create New Report.”
  3. Under Fields, select every box next to every field. Filter by “Course Status” equals “completed” (if you want only certain user data migrated from your original portal to your new portal, include the same filter that you put on the User Demographics report, to filter for data from the users that you wish to migrate).
  4. Click “Run Report,” and in the pop-up window, click the Excel icon.
  5. Save the report as a spreadsheet.

Step 3: Run a Certificates report.

  1. From the top black menu bar, click “Reports.”
  2. Under Datasets, in the Certificates box, click “Create New Report.”
  3. Under Fields, select every box next to every field. Do not add any filters (unless you ONLY want certain user data migrated from your original portal to your new portal; in that case, filter in such a way to get only the data from the users that you wish to migrate).
  4. Click “Run Report,” and in the pop-up window, click the Excel icon.
  5. Save the report as a spreadsheet.

PART B: In the NEW PORTAL, set up your portal.

  1. Create an Email Notification that triggers upon “User Created” and sends to the User, and that contains the placeholder for the user’s username (##user_login##), and states that their username is their password.
  2. Create any groups that you want your users to be in.
  3. Create any enrollments in the groups that you want your users to get enrolled in when they are added to the groups.
  4. Create any grouping rules that you would like to be applied when your users are imported into the system so that your users are automatically added to the groups you created.

PART C: In the NEW PORTAL, import the data from the reports.

Step 1: Perform a New User Batch import.

  1. From the Administrator menu, under Users & Groups, click “Users.”
  2. Click “New User Batch.”
  3. In Excel or a similar program, create a new spreadsheet.
  4. Using the table on the Batch Upload page as a guide, fill in the new spreadsheet with the data from the User Demographics report that you pulled. For example, copy the “First Name” column from the User Demographics report, and paste it into Column A in the new spreadsheet. Copy the “Last Name” column from the User Demographics report, and paste it into Column C in the new spreadsheet. And so on. Put END in every cell of Column AS.
    1. Middle name cannot be pulled in reports, so you will not be able to import it in the user batch, unless you input each user’s middle name manually.
    2. In Column F (Password), paste the Username column from the User Demographics report.
    3. Do not simply select all of Column AS and fill down with END. This will create blank rows with only END in them, and this will cause the data import to throw an error. Instead, put END in the Column AS of the first row, scroll down to the last row with data, and while holding Shift, click the cell in Column AS in that last row, then press Control + D (on Mac, it is Command + D).
  5. Delete the first row of headers from the new spreadsheet.
  6. Save the new spreadsheet as a spreadsheet for your records.
  7. Save the new spreadsheet as a tab-delimited text file. If you are on a Mac, save it as a Windows Formatted Text file.
  8. Open the text file, and make sure that all of the required fields are filled, and that there are no lines after the last “END,” no quotation marks in any of the fields, and no duplicate usernames.
  9. Click the Upload Batch File button, and upload the tab-delimited text file. Your users will be created with all of their profile data.

Step 2: Perform a User Activity Data import.

  1. From the Administrator menu, under Users & Groups, click “Import Activity Data.”
  2. In Excel or a similar program, create a new spreadsheet.
  3. Using the table on the Import Activity Data page as a guide, fill in the new spreadsheet with the data from the Course Transcripts report that you pulled. For example, copy the “Username” column from the Course Transcripts report, and paste it into Column A in the new spreadsheet. Copy the “Course Code” column from the Course Transcripts report, and paste it into Column B in the new spreadsheet. And so on. Put END in every cell of Column K.
    1. If a course code in your import document matches a course code in the system, the data in the system for the course tied to that course code will override data in the import document.
    2. Do not simply select all of Column K and fill down with END. This will create blank rows with only END in them, and this will cause the data import to throw an error. Instead, put END in the Column K of the first row, scroll down to the last row with data, and while holding Shift, click the cell in Column K in that last row, then press Control + D (on Mac, it is Command + D).
  4. Delete the first row of headers from the new spreadsheet.
  5. Save the new spreadsheet as a spreadsheet for your records.
  6. Save the new spreadsheet as a tab-delimited text file. If you are on a Mac, save it as a Windows Formatted Text file.
  7. Open the text file, and make sure that all of the required fields are filled, all of the usernames are correct and already exist in the system, there are no lines after the last “END,” and there are no quotation marks in any of the fields.
  8. Click the Upload Activity Data button, and upload the tab-delimited text file. Your users’ historical data can now be found in the Transcript section of their profile, Reports will pull this data, and the leaderboards will now reflect the number of course completions and course credits, if any.

Step 3: Perform a Certificate Data import.

  1. From the Administrator menu, under Users & Groups, click “Import Certificate Data.”
  2. In Excel or a similar program, create a new spreadsheet.
  3. Using the table on the Import Certificate Data page as a guide, fill in the new spreadsheet with the data from the Certificates report that you pulled. For example, copy the “Username” column from the Certificates report, and paste it into Column A in the new spreadsheet. Copy the “Certificate Code” column from the Certificates report, and paste it into Column B in the new spreadsheet. Copy the “Certificate Award Date” column from the Certificates report, and paste it into Column C in the new spreadsheet. Put END in every cell in Column D.
    1. Do not simply select all of Column D and fill down with END. This will create blank rows with only END in them, and this will cause the data import to throw an error. Instead, put END in the Column D of the first row, scroll down to the last row with data, and while holding Shift, click the cell in Column D in that last row, then press Control + D (on Mac, it is Command + D).
  4. Delete the first row of headers from the new spreadsheet.
  5. Save the new spreadsheet as a spreadsheet for your records.
  6. Save the new spreadsheet as a tab-delimited text file. If you are on a Mac, save it as a Windows Formatted Text file.
  7. Open the text file, and make sure that all of the required fields are filled, all of the usernames are correct and already exist in the system, there are no lines after the last “END,” and there are no quotation marks in any of the fields.
  8. Click the Upload Certificate Data button, and upload the tab-delimited text file. Your users’ certificate data can now be found in the Certificates section of their profile, Reports will pull this data, and the leaderboards will now reflect the number of certificates and certificate credits, if any.
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