Common Course Record Import Scenarios

Owned by Joel DeGrands
Last updated: May 03, 2022 by Scott Hoppe
2 min read

Matching users

Records can be imported both for users with and without accounts in EthosCE. Records are matched to users by email address or other system ID.

Learner’s profile exists in EthosCE: 

If a file of records is imported with the “assign records immediately” option enabled and a user with a matching email address is found, the records will immediately be processed resulting in either an enrollment or completion. If the “assign records immediately” option is not enabled, records will only be matched when each learner logs in. 

Learner’s profile does not exist in EthosCE: 

Credit records will be placed in a holding table until a learner creates a profile with a matching e-mail address. The e-mail address must match the e-mail address that was within the imported CSV. Once a learner registers with this e-mail address, the credit will appear in their transcript. 

Regardless of when the processing happens, if a record is imported and no matching user account is found, the records will be placed into a holding table until a learner with a matching email address (or other ID) creates an account. At the time the learner creates the account, the imported record pertaining to the matched learner would then be assigned to the learner.

Matching courses 

Matching courses is only necessary when using the global importer.

Course exists in EthosCE: 

If the external ID in the import CSV matches the external course ID set in a course, the record will import into the course properly. 

Course does not exist in EthosCE: 

If the external ID in the import CSV does NOT match the external course ID set in a course, an imported course shell will be created in EthosCE. This imported course shell can be found in the Manage Content area of the site as an ‘imported course’.

Course objects cannot be added to an imported course shell.

If this import was accidental, the imported course can be removed from the system. The existing course can be updated with the external course ID, and the import can be re-run.

Importing attendance

Enrollment records require only an email address or other matching ID and a value in the "attended" field.