Migrating enrolment records to separate copies of a topic

A topic may be ‘copied’ in two ways. For topics created within your organisation, copying from the topic's settings creates a direct duplicate. For imported library topics, copying them into your portal creates a new editable version, since the original library topic cannot be changed.

When would I migrate enrolment records to a copied topic?

When a copy is made of a topic you've been using, enrolment records are not copied across. If you were previously using this topic and have decided to use a new copy, you need a way to move over your enrolment history.

Scenario: An organisation has been using an imported library topic with its learners but now wants to make edits - for example, adjusting assessment questions or adding wording. Since imported topics can’t be edited, the organisation copies the topic from the library. The challenge is that the new copy contains none of their enrolment history, such as prior completions.

What types of enrolment data can be moved to a new topic?

There is a range of data that can be applied in bulk to a topic, but for the purposes of this scenario, we're mainly dealing with records of people who have already completed their learning, or who have been given a due date to finish it.

Examples include:

Topic enrolment
Due date
Completion date
Certified date
Recertify
Skill attained
Topic enrolment

In the steps below, we'll run through how to migrate these records.

Step 1: Confirm that a copy of your topic exists

Before you can migrate records from an imported topic to an editable topic, you will need to have a copy. You may already have a copy if you're reading this guide.

The steps for copying a topic of your own can be found here.
If you're using an imported library topic, you'll need to search for that topic in Admin → Knowledge → Library and click 'Copy'.

Tip: Name the copy distinctively so it stands out from the original one. Also, new topics are always created as drafts - so after making your copy, you'll need to filter the list to include drafts in the Topics tab of Admin → Knowledge to find it.

Step 2: Obtain a list of people to migrate

For simplicities sake, it is best to make specific updates at a time. For example, migrate your completion records across, then your current enrolments.

Note: This example focuses on updating completion records.

The data we need in this example relates those who completed the original topic. Specifically, we need a list of (a) these people's identifiers, such as email addresses, and (b) the date on which they completed the topic.

Start by navigating to Admin → Knowledge → Topic, and select the topic. Then click on the Enrolments tab, and click the Progress filter.

Filter the list of enrolments to show those with the 'Completed' progress status.

You will now see a list of those who completed this topic.

If you want to migrate all historical records, rather than those of your current users, you will also need to change the current filters to include both inactive and active users. To do this, click the People filter, then change Activated to 'Any'.

Then click the download button to save a CSV copy of the enrolment list.

Click 'View downloads'.

This will direct you to a list of your report downloads. From here, click the 'Download' button. The file will download to your PC. Once complete, open the CSV file. This CSV will be the file that eventually gets uploaded to the copied topic.

Open the CSV, it will look like the screenshot below.

From the exported CSV, keep only the Email (column AC) and Completed date (column M) columns and remove the rest so the file contains just these two. Keep your CSV file somewhere as you will use it later.

Step 3: Obtain source topic completion code

You will need to obtain the COMPLETED enrolment code from the copy of the topic. Click here for more information on how to do this.

Paste this code into your CSV: the code should sit in each row of the spreadsheet. Name the column header, too.

Note: We recommend starting with a small tester CSV containing just two or three records, rather than the full list. To do this, copy a few rows from your main CSV into a new CSV. If anything goes wrong, it’s easier to make corrections.

Step 4: Temporarily disable notifications in copy of topic

If notifications are enabled in the copy of your topic, migrating records would cause emails to send out to all users, which may cause confusion.

Before importing your CSV, check that all notifications are disabled. Once you have finished moving records over, you can turn them back on.

Step 5: Upload CSV

Now that you've got your CSV file with user emails, completion dates, and the unique topic completion code, you're ready to migrate these records to the copied topic. Click here for more information on bulk uploads.

Note: When following this step, use the Enrolments option.

Once that's done, confirm that the enrolments section of your copied topic shows the imported enrolment history.

Step 6: Review settings

Now that your copied topic is ready, review any configurations such as settings, notifications, access, etc, the same as with any other new topic.

Note: You may also want to archive your original topic to ensure you still have historical records, if needed, but no further enrolment activity or notifications will be triggered.