Overview
If you previously used External Knowledge and would like to migrate records into Requirements, you can do so using a CSV export and re-import process. This allows you to reuse the existing data and, where applicable, retain existing evidence files.
Tip: Consider migrating External Knowledge records if you want to use features available in Requirements, such as ongoing recertification, self-service evidence uploads, or assessor review before approval.
Important: The CSV import process applies to one Requirement element in one topic at a time. For example, if you are migrating First Aid certificates and Forklift licences, you will need a separate Requirement element for each. To migrate multiple Requirement types, repeat this process using separate CSV files.
Steps to migrate External Knowledge Records to a Requirement element
Create a topic that includes a Requirement element for the type of External Knowledge you are importing.
Give the Requirement element a similar name to the External Knowledge that you're importing and confirm the mandatory fields and settings you want to include. Review our guide on the Requirement element for information on completing these steps.
Enrol into this topic those learners whose External Knowledge records are being migrated.
Go to Admin → Knowledge → External Knowledge.
Select the relevant records and download the CSV export.
Use the exported data to build your Requirements import CSV, reusing any fields that have a corresponding Requirement field.
If the external knowledge record includes an uploaded file, include the Evidence ID in your Requirements CSV.
Upload the Requirements CSV using the standard Requirements import process, as outlined in this article.
Migrating evidence attached to an External Knowledge record to a Requirement
Attached evidence files can move across when migrating External Knowledge into Requirements, provided the migration is completed using the Evidence ID during the CSV import.
How this works:
When you download External Knowledge records, the CSV export includes an Evidence ID field.
This Evidence ID is the database ID of the first file attached to each external knowledge record.
If you include this Evidence ID in your Requirements import CSV, the system will attach the existing file to the Requirement automatically.
What to be aware of:
Evidence ID can only be used when migrating from External Knowledge to Requirements.
If an external knowledge record has multiple files, only the first file is supported.
If no Evidence ID is included, the Requirement will still be created, but no file will be attached.
When included correctly, the evidence file will be visible to learners, admins, assessors, and managers within the Requirement.