Version 3 - Last Updated: 18 Feb 2021

Field updates by bulk import

Adding ULNs by bulk import


If you have LP Administrator access, you can import ULNs for multiple learners using a bulk import file in xml or csv format. For example, you can use this to bulk upload attendance confirmations and Change of Circumstance notifications (CoCs).

If you are using a csv file, the report you want to import should be in the following format.

Header number

Header name

Example

Header 1

learnerSurname

Smith

Header 2

learnerForename

John

Header 3

learnerDateOfBirth

1984-05-10

Header 4

customerReferenceNumber

12345678912

Header 5

uniqueLearnerReferenceNumber

5412541444

Our best practice recommendation is that you export the learner information from the Learning Provider Portal, using the csv format. You can then update the exported file (for example remove additional columns) and save it to your own system. This will give you a file to work with that is in the correct format and has the necessary information.

When you open a csv file in Excel, Excel will try to remove zeroes from the start of numbers. 

One way to prevent this is to import the csv file in a specific way.

  1. Open a blank Excel sheet.
  2. Select all cells (CTRL+a) and format them as text (right click and select Format cells).
  3. Open your csv file in Notepad. An easy way to do this is to drag the file into an open Notepad window.
  4. Copy all the content of the csv file and paste it into the first cell in Excel. Notice that a Paste options icon appears somewhere on screen.
  5. Select the small arrow next to that icon, then select Use text import wizard. This will open a wizard.
  6. Make sure Delimited is selected, then select Next.
  7. Select Comma and deselect Space in the delimiters area. Then select Next.
  8. You will now need to define how to treat each column. We do not want Excel to change anything, so we'll define them all as text. Select the first column in the sheet, scroll sideways all the way to the right and shift+select the last column. In Column data format, select Text.
  9. Select Finish.

Follow the steps below to add ULNs in bulk.

  1. Hover over the Applicant Information Service tab to open the menu, then select Learner Information Home.

An image of the Learning Portal Homepage with the Application Information Service dropdown menu open showing the Learner Information Home menu option.

  1. On the Learner Information Home page, open the Import menu.

An image of the Learner Information Home page with the Import dropdown menu open and the Import ULN option highlighted with a red box.

  1. Select Import ULN. This will open the ULN Bulk Upload page.

An image of the File Upload popup open on the ULN Bulk Upload page in the LP Portal.

  1. Select Browse and follow the on-screen prompts to choose the ULN file you want to import.

  2. When you have selected the file, select Submit to upload it. The system will then confirm that the ULN file has been submitted for processing.

When you submit the file, the system will perform both file format and business rule validations. It will process each ULN as an individual record. File format validation will ensure that the format is the same as detailed in the schema. It will also check that you have filled all the mandatory fields.

The system will then show the validation results to confirm which records passed and which failed validation. See Viewing ULN bulk import results for more information.


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