Import Roles

The Role Import feature allows Roles and/or larger Role Groups to be quickly created within your LMS system.

Why are Roles used?  

Roles are used to effectively and easily assign Learning Content, referred to within the LMS as Learning Elements.

Specific types of Learning Elements can be associated with specific types of Roles. 

Learners are subsequently assigned to these specific Roles which then allows them access to the specific Learning Elements associated with these Roles.

Role Groups are larger groups which hold numbers of varying but yet associated types of Roles. 

If you want to create a full Role hierarchy or add multiple Roles at once, you have the efficient option of using the Role Import feature.

Please follow steps below to quickly Import Roles and/or larger Role Groups into your Accord LMS.

Should you desire to create individual Roles instead;

  • Ensure the proper Active Team is selected; should there be more than one Active Team.
  • Click on the LMS Admin tab.
  • Click on the Roles tab.
  • Click on Add New Role.

What is Needed to Import Roles?

The Role Import process begins by setting up any Roles or Role Groups desired for import in a (.csv) file which can then be readily uploaded into your Accord LMS portal.

A sample (.csv) file, which can be edited through Microsoft Excel or similar software, may be downloaded from; https://www.accordlms.com/resources/documentation.

Important Comments Regarding (.csv) Files Used for Import

To prepare for Importing Roles and/or Role Groups; columns A-F across the (.cvs) file need to be in the following format;

  • GroupName/RoleName/ActivationDate/StartDate/DueDate/ExpirationDate
  • Any Dates are optional.

Duplicate Role Names will not Import. 

Errors will result if the same Role Name already exists within the LMS or if duplicated within the (.csv) file being imported.

The Roles Tab

Just below is an image displaying what a new Accord LMS portal may look like while in the LMS Admin Roles tab, which initially may typically contain only a small number of pre-established Roles.

Prepare for Role Import

Once you have any Roles and/or Role Groups desired for import properly setup and saved on a .csv file;

  • Ensure the proper Active Team is selected; should there be more than one Active Team.
  • Wave over the LMS Admin tab. 
  • Click on the Configuration tab.
  • Once in the Configuration panel, click on Import Data.

Once the Legacy Import Data panel opens, click on Role Import header to open section if necessary.

Note: Please use the proper (.csv) import format; Folder Import, Learning Element Import, Team Import or Role Import, otherwise files will fail to import.

  • Next to Select CSV File, click Choose File
  • Once you have selected the chosen Role (.csv) file from your computer system, click Import.

After Import, a record will display showing how many Roles were successfully created within the LMS during the import process.

Error Reports: The LMS will provide an error report if any rows from the (.csv) file were unable to import. 

Such error reports will itemize the specific line in the (.csv) file which failed to import as well as a general reason behind failure.

In the image below you will see the new Roles and/or Role Groups created within the LMS portal during the Import Role process. 

In this particular example there were 3 new Roles imported and 1 larger Role Group imported.

One Role was created in the Boston-North Office which does not display in the illustration below but would display should the Boston-North Office be selected from the dropdown menu.