How To: Batch import user certificates – Civica Learning

Introduction

Civica Learning allows you to automatically award a certification to a learner, when they complete or pass an item of content or attend an event. Global administrators or certification administrators can also award certifications manually, via the Administration Portal, where the learner completes a learning activity with an external supplier.

In some cases, where perhaps a number of learners complete an external certification at the same time, or you need to migrate information between systems, you will need to award a batch of externally achieved certifications. The Civica Learning platform supports this with the Import user certificates feature, which allows you use a CSV file to import a batch of certifications in a single operation.

To batch import user certificates

Log in to your Administration portal as a Global administrator or a Certifications administrator.
On the NAVIGATION pane, click Certifications.
In the ACTIONS section, click Import user certificates. The Import certificates dialog box appears, as shown here.
In the Import certificates dialog box, click the download the template file link. The template CSV file contains the necessary set of column headings for the import file.
When the file has downloaded, open the file in Excel, and enter the details for each certificate on a new row.

INFO: Excel is the preferred software to edit the CSV file, although other software is available.
On the File menu, click Save.
If the Microsoft Excel dialog box appears, asking Do you want to keep using that format?, click Yes.

IMPORTANT: It is very important that you maintain the file format as CSV and do not inadvertently create a native Excel file (.xls or .xlsx).
Close the CSV file.
In the Import certificates dialog box, either drag-and-drop your CSV file containing the certificates you wish to import onto the dialog box or click Browse to select the file.

INFO: To verify the CSV file contains valid data, select the Verify import file only check box. This will ensure that the input file is validated and an email containing processing errors is sent to you, but no changes are made to the Civica user store. This is a good way to ensure that the file is in the right format and contains valid data, without running the risk of inadvertently updating records with invalid data.
Click Upload. Import processing now starts and you are sent an email which contains a link to view the processing status of individual record.
Once the upload is complete, click Close.
Open the email, click the report link, and then correct any identified issues in the CSV file.
In the Administration portal, in the ACTIONS section, click Import certificates.
In the Import certificates dialog box, click Browse.
In the Choose File to Upload dialog box, navigate to the CSV file location, click the file, and then click Open.
In the Import certificates dialog box, optionally select the Suppress certificate notifications option, if you do not want to send emails to learners as the imported certificates are awarded.
In the Import certificates dialog box, click Upload. Import processing now starts and you are sent an email which contains a link to view the processing status of certificate records.
Once the upload is complete, click Close.