Troubleshooting Batch Uploads and Data Imports
Posted by Levi Wallach on 30 January 2012 08:23 PM

Updated by Jessica D'Apice on 30 March 2018

Importing users or user activity data is a straightforward process but can sometimes be hindered by minor issues with the formatting of your import file.

  1. Is the file that you are trying to upload a tab-delimited text file? If not, go back to the original spreadsheet, and save it as a tab-delimited text file (on Windows) or a Windows Formatted Text file (on Mac).
  2. Does your document contain more than 10,000 lines of data? If so, break up the document into multiple uploads. The limit on data imports is 10,000 lines.
  3. Does your document contain column headers? If so, delete all column headers. They will be read as data that you are trying to upload, and they will cause the upload to fail.
  4. Is the information in the document following the rules of each field (for example, in user imports, passwords cannot be “password” or “123456”, and usernames cannot contain “admin”)? If not, go back to the document and check that each column’s data is correctly formatted. A good practice BEFORE you begin putting information into the spreadsheet is to select the ENTIRE sheet, right click, select “Format…” select “Text”, and then click “Ok” so that the program that you use to create the spreadsheet does not auto-format any data for you.
  5. Are the dates in your document in ISO Datetime format (yyyy-mm-dd hh:mm:ss) with a 24-hour clock? If not, correct all dates in your document. If you are putting your data in a spreadsheet first, be sure the cells in date/time columns are formatted for text. Otherwise, they will automatically change the format of dates and times in the document.
  6. Are usernames spelled correctly? If not, user batch uploads might create new users, or fail if there are any missing required fields. Activity and certificate data imports will not be able to tie the data to an existing user in the system and will fail. Make sure all usernames already extant in the system are spelled correctly in your document.
  7. Are there any extra tabs in your text file? Go back to the spreadsheet and check to make sure that there are no extra tabs/empty space before or after any of the data in the cells.
  8. Are there any quotation marks (“) in your text file? If so, click “Edit” then “Replace” or “Find and replace”, put a quotation mark in the Find box, and put nothing in the Replace box, then hit enter. This will delete all quotation marks from the document.
  9. Is there any empty space after the last “END” in the text file? If so, open the text file, and delete all empty space after the last “END” in the text file until the cursor sits right at the end of the last END.


Specific notes regarding User Batch Imports:

  1. Upload new users and update existing users in SEPARATE UPLOADS.
  2. If you are uploading NEW users, you must have ALL required fields filled out.
  3. If you are UPDATING existing users in the system, you do NOT need to fill out the PASSWORD field.
  4. If you are updating existing users in the system, make sure that the usernames are spelled correctly. If they are spelled incorrectly, the system will think that you are trying to upload a new user, and will throw an error.


Specific notes regarding Activity Data Imports:

  1. If you are looking to update an existing enrollment on a user's account, you cannot do so for completions of...
    1. a course without a course code
    2. a singular lesson in a course with more than one lesson
    3. a course without including the course's lesson information in the upload document
    4. If you do an activity data import for any of the scenarios above, the upload will simply put the course on the user's transcript marked as Completed, and the incomplete enrollment will remain incomplete on the user's account. The uploaded completion will be considered a separate attempt from any progress in the enrolled attempt by the system.
  2. If a course has more than one lesson, and you specify completion data for a single lesson from the course, you MUST include completion data from ALL of the lessons in that course. Either that, or leave all lesson data out of the import so the entire course gets marked on the transcript as Completed.
  3. You cannot include more than one completion of the same course by the same user in the same import. Use separate import documents for each of that user’s completions of that course.
  4. If you have included a course code, the code must exist for a course in the system. Otherwise, the upload will fail. If the course code does not exist for a course in the system, you can just give the name of the course in the upload document, and the other data relevant to the completion data. The completion will appear only in the user's Transcript.
  5. If the course exists in the system and there is a certificate tied to a course, the user will only earn the certificate if the certificate existed and was tied to the course at the date and time for which you are recording that they completed the course. In addition, the user’s certificate will be noted as “Awarded by” the administrator who performed the activity upload, and the award date will be listed as the date and time of the activity upload, NOT the date and time that the user completed the course.


Specific notes regarding Certificate Data Imports:

  1. ALL fields in a certificate data import are required. If the certificate code in the document does not match a certificate code in the system, the import will fail.
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