How to use Bulk Import feature.

Our epaPRO Bulk Import feature will allow you to perform a number of actions such as Create or Update a volume of data using a simple templated .csv file.:-

• Create apprentices

• Create employers,

• Change of Circumstances

• Conflict of Interests

• Start New Programmes

• Assign Standards to Provider Sub-Users

• Assign Apprentices to Provider Sub-Users

The options can be found either under the Apprentice, Provider or Employer heading in epaPRO. Or via “Issue Management” with the relevant buttons under Change of Circumstance or Conflict of Interest.

Use the fields to select which action you are trying to perform e.g. import apprentices and also for which provider.

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Creating apprentices for a Provider

On the right hand side of the page you will see you have 3 buttons to assist you with the process:

• Example CSV’s

• Documentation

• Finders

Example CSV’s

As the name suggests you will be able to download a sample of the templated csv to see the format and columns you need for your bulk import. When you use this feature, you can select which type of CSV’s you download, whether it be to “Create” or “Update” an employer or apprentice etc.

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Downloading any one of these .csv files will allow you to see the format that you need to use to do a bulk import.

Documentation

Using this button, you can download a PDF file showing the fields needed for the import process, including which are required fields, as well as explanations :-

specialism_id

 Must be assigned to the provider

 Required if the standard has specialism

Finders

The finders option is a really useful feature as it will allow you to see the required codes for the items listed, this allows you to check any of the data you are importing to ensure it contains the correct codes, such as Specialism_ID’s.

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Using the Update option

If you are using the “Update” option rather than “Create” option in the Bulk Import, then the .csv file you use will only need to contain the columns and data of the fields that are changing.

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Update Apprentice option

For an Apprentice bulk update, you need to retain the apprentice identifiers e.g., id and unique_learner_number in the import, then you will need to include any of the fields you are amending.

Example:- I want to amend a group of apprentice's Employer and change them from Employer A to Employer B.

Your .csv file would look something like this example, the id and unique_learner_number being the static elements to the import. With the new employer_id and external_employer_id (if you have one) replacing the originals. All the rest of the columns have been removed from the .csv file.

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Example of Update Apprentice - to change the Employer.

Running the Import

Once you have your created .csv file with all of the necessary data - having cross checked the IDs using the finder and also the sample .csv files, you can select the file you wish to use and import it using the “Upload” button, bottom right of the screen.

Before you do the final import it will show you a check page that will highlight any errors or issues with the file, allowing you to correct these before you finally import them.

You can filter this using the Errors/Passed/Edited and Show All buttons; those on the example below in red would need to be checked and corrected, before you tried to use the “Import” button.

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Hovering over those in red will show you a warning message, indicating what the issue is caused by, for example:

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This allows you to double check the data on the imported file and correct it before retrying to Import it.