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Migration import

Via the Migration import wizard you can migrate event dates and participants from external systems to Avendoo®. This wizard is specialized for periodic migrations, which should run by the same scheme. Also this wizard generates training inventory entries, if the event date is in the past and it sets the status to “Carried out”. Event dates in the future get the status “Active”.

There are overbookings in the migration import possible. This means if there are more registrations via the CSV file than via the maximum number of participants allowed, the participants are registered nevertheless.

To migrate event dates and participants, choose Administration → Migration import. The  Migration import wizard opens.

Base objects

You create the base objects in the appropriate target client. Here are also certificates of the events are saved.

Notes

You need an event, an event date, a course and a course activation as base objects, optionally an event certificate or a course certificate. You can create user (learner) also as event speakers, but it is recommended that you use consistently authors or users. The base object has to have a manual location, because only these base objects can be migrated.

If there are existing several event dates of an event, the author has to set the option Allow registration for several dates in the base object event (under Communciation in the Event wizard).

The course and course certificate training inventory entries and the course certifications are saved with realistic data. You find an example under the file SaveDataMigrationImport

Base object event

This base objects is in the language German. It has to be maintained also in the english translation, if english columns are filled in the CSV.

The event date has the following information: time, coordinator, event speaker and manual room.

Base object course

Create a course as base object. This course has to contain your base event. You can add your base certificate to the event. In this connection you also can select certificates as media, but not as SVG media.

Further information about the certificate template you find here.

Base object course activation

If the status of the course activation is Closed, then the course activation is only visible in the catalog for those, who are registered to via migration data.

If the status of the course activation is Archived, then the course activation isn’t visible in the catalog.

The classification can’t be migrated.

Base certificate

The translations of the base certificate should be maintained. The validity can be managed via the CSV file.

You can provide a SVG file.

Import file

The list of the migration import should contain the following columns (mandatory fields are bold):

  • Event title (english); (=mandatory field depending on the selected original language)
  • Event title (national language); (=mandatory field depending on the selected original language)
  • Abbreviation of the language (national language)
  • Title event certificate (english)
  • Validity event certificate
  • Starting date
  • Starts at
  • End date
  • Ends at
  • Event speaker (user name ( of an author account))
  • Location
  • Location details (for example address)
  • Room
  • Language of event date
  • Participant (user name)

Download template

Note

The migration wizard can process only one information per cell in the import file.

Settings

CSV file

Please select a CSV file containing the data to be imported via the button Select.

Character code

Choose the character code. This normally should be ISO-8859-1. If you recognize, that special characters weren’t transferred correctly, change to UTF-8.

Delimiter

Choose a delimiter. Standard is Semicolon.

Note

If you edit for example Cyrillic text with Excel and export them as CSV (Unicode Text Format), then you have to select the delimiter tabulator and the coding UTF-16 in the migration wizard.

If you edit Western European characters, select CSV (delimiter separated) as file type. This is equivalent to the coding ISO8859-1 and the delimiter semicolon in the migration wizard.

Order

Date format

Choose the date format of the CSV file, which you want to import.

Original language

Select the favored original language for the objects to be migrated. Select national language, if the original language of the objects to be migrated should be Spanish for example.

Time format

Choose the time format of the CSV file, which you want to import.

Heading assignment

Here you define from which column of your CSV file the necessary information comes from. Your CSV file can contain different languages, for example for seminar-national_language. In that case you don’t have to choose in the column default values anything. You only choose, if your CSV file contains no information about the language and then a default value, always German for example should be chosen.

If there are no event speakers in the CSV file,  event_speaker is chosen as default.

If you choose No selection under CSV headings, the appropriate heading won’t be applied in the CSV file.

Note

If you don’t have the title of the certificate, you can select the title of the seminar instead.
You select only default, if the import file has no information about, for example: Dummy event speaker.
You can take over event_location as default value at event_address.

Preview

Summary of the preview

In this summary you see the number of correct and the number of incorrect lines. Also you get information about event date conflicts with the appropriate user names and about duration of the longest event date group.

Preview of the data to be imported

If you have incorrect lines, check the all errors and change for example the date and/or time format on the tab Order if applicable.

If you click on the button Load further data, you see further data to be imported.

Migration

Notes

The base objects have to be translated into the languages, which are listed in the CSV file.

Next you see the name of the person, who has done the import, as coordinator in the event date.

The migration import does no doublet tests, but if you use the external reference.

Events

Select a base object in the original language of the event by clicking the button Select a base object.

Courses

Select a base object in the original language by clicking the button Select a base object.

Course activations

Select a base object in the original language by clicking the button Select a base object.

Event dates

Select a base object in the original language by clicking the button Select a base object.

Certificate per event

Select a base object in the original language by clicking the button Select a base object.

Certificate per course

Select a base object in the original language by clicking the button Select a base object.

Troubleshooting

ErrorAction or possible causes
Time format errorAdjust the chosen time format to the time format of the CSV file.
Date format errorAdjust the chosen date format to the date format of the CSV file.
Event date errorThe end of the event date may not before the start of the event date.
The end of the event date and the start of the event date may not at the same date.
Language errorSeminar_national_language have to be set, if a *national_language title is set.
The language abbreviation have to be a language, which is possible in Avendoo®.
English may not be set as seminar_national_language. Therefore the *english columns have to used.
MandatoryOriginal language English: Seminar_title_english have to be set.
Original language National Language: seminar_title_national_language and seminar_national_language have to be set.
Integer errorIt shouldn’t be a decimal point value or the value shouldn’t be less than Zero.
User name errorThe stated user has to exist in the system.
Translation errorIf different translations regarding the same language and the same event or certificate (event and course certificates) exist, adjust the translation in the file.
Certificate errorIf the validity differs for a certificate, adjust the validity in the file. Even there are different certificates attached to an event, adjust this in the file.
Double lineThis line is marked red. You have to adjust the file by correcting or deleting the appropriate line.

If you have still questions, please contact our  Avendoo® support team.

Result of the migration

Processing time

If the event has been visited again, the processing time is calculated again, but not for the course. The processing time for the course is only calculated if the the course is uniquely completed.

The certificates show the process of the recertification.