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Dataload: Training Records

Intended Audience: Propel Consultants and Partners and experienced Salesforce Administrators who are comfortable working with large data sets and importing directly into Salesforce custom objects.

Note to Users: If you need to import data from a spreadsheet or CAD system please see the article Import Item Data. The Propel import tool is designed for Propel users and provides an easy way to import data for most use-cases.

Scope: This document describes how to load data into Propel for large sets of data, and particularly for dataloads containing multiple revisions of Items, BOMs and AML, where each revision must be released. Typical data sets include data from legacy PLM and ERP systems.

Tools: This article discusses loading data using standard Salesforce import tools: the Import Wizard and Data Loader. Prior knowledge of these tools is assumed. See our article on Bulk Updates for details about how to use the Data Loader.

Required Privileges: You must have Salesforce System Administrator privileges to use the tools referenced in this article.

Disclaimer: Propel Support is not responsible for data integrity errors or data loss resulting from importing data directly into Salesforce custom objects. It is assumed that the reader of this article is experienced with Salesforce objects and schema and has prior experience performing data migrations.

Technical Support: The Propel Support organization cannot assist with data migration efforts. You may choose to contract with Propel Implementation Services for paid assistance with these activities.

Environment: It it strongly recommended that you perform dataload activities in a Sandbox environment first.

 

Background

Propel Training Records Users

Before you can load historical training records you must create a Salesforce user account for each person who ever had a training record assigned. These can be Chatter Free users. For example, if you are dataloading historical training records for people who have left the company you need a user account to attach those records to. These user accounts can be Chatter Free users, i.e., they don't cost money. You do not need to assign a Propel license or Propel permission sets to these users. Keep in mind that any user for current or future training records who will need to mark their own training assignment as “Complete” will need at least a Propel Read Only license. See the article Dataload: User Accounts for instructions.

Propel Objects Used for Training Records

Propel training records are a combination of these four custom objects:

Training Plan
Training Item
Trainee
Training Assignment

 

A. Training Plan

1. When you are loading historical training records from a legacy PLM or training records system, create ONE training plan and connect it to all items (typically documents) that have training records associated with them. For example, if your legacy PLM system is Omnify:

Training Plan Name:       TP-00001 (number is auto-assigned)
Description:                   Omnify Training Documents
Status:                          Active

It’s unlikely you’ll need to populate any other fields. It's easiest to create the Training Plan manually in Propel, since you only need to create one.

 

B. Training Items 

1. Create an import file with these columns:

Training Plan     (Name of Training Plan, such as TP-00001)
Item                 (Item Number)
Order                (fill in with sequential integers)

 

2. Import with the Salesforce Import Wizard. Object: Training Item. Choose these options:

 

3. Map as follows:

4. Complete the import.

 

C. Trainees

1. Create an import file with these columns:

Training Plan     (Example: TP-00001)
User                 (Firstname Lastname, do not map)
User ID             (Merge in values from Salesforce User report)

 

2. In the Salesforce Import Wizard choose object type Trainee. Use these options:

 

Map as follows:

 

 

D. Training Assignments

Salesforce Report: Trainees 

Before you can import Training Assignments you will need to run a report of the Trainees that you created earlier. To do this:

1. Create a new custom Report Type called “Trainee”. (Primary object=Trainee, no other objects)

2. Run a report with these columns:

Name
User: Full Name
Training Plan: Name

3. Export the results.

 

 

Salesforce Report: Item Revisions

1. You also need to run a report of all Item Revisions. Include these columns:

Item Revision: Name     
Item Revision: ID

2. Export the results.

 

 

Create Import File

1. Create an import file with these columns:

Training Plan             Merge in values from Salesforce report, or if you have created only one
                               legacy Training Plan then enter the number, such as TP-00001.

Item Revision ID       Merge in values from Salesforce report.

Trainee                     Name of Trainee record, such as TR-00005. Merge in values from
                               Salesforce report.

User ID                    Salesforce ID of user. Merge from report (you probably merged this
                               earlier when you created Trainee records).

Due Date                  Datatype “Date”. Excel format: YYYY-MM-DD

Completed Date        Datatype “DateTime”. Format: 2017-08-03T00:00:00Z 
                               Excel format: yyyy-mm-dd"T00:00:00Z"

Status                      Default Propel values are Open, Complete, Superseded, Obsolete.
                               Do NOT adjust picklist values; the Propel application depends
                               on these exact words. Convert any legacy data values into
                               one of these default values. For dataload purposes, if the legacy
                               data is status “Complete”, load all revisions as Complete.
                               You may be tempted to load previous revisions as “Superseded,”
                               but this is not recommended. “Superseded” in this context means,
                               “We originally wanted you to train on Revision C, but we found a
                               mistake in Revision C and created Revision D. We no longer need you to
                               train on Revision C.”

Notes                       Optional; custom field if legacy data requires it

 

 

Import the Data

1. In the Salesforce Import Wizard choose the object Training Assignments. Use these options:

 

2. Map as follows:

 

3. Complete the import.

 

 

E. "Training Required" Flag

For legacy dataloads you should set the Item Revision “Training Required” flag for all the items that have historically required training.

1. Before you import make sure you have given yourself the permission set Propel Override Business Rules.

2. Make an import file with these fields:

Item Revision ID            You should have this value from when you imported Training Items

Training Required           TRUE/FALSE; this is a managed package field on the
                                    Item Revision object.

 

3. Import using the Import Wizard. Choose these options:

 

4. Use this mapping:

 

 

5. Complete the import.

 

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