Uploading a Batch Completion File

If you have a large number of completions that require manual entry into TrainTraq, such as those for classroom courses, you can save time by uploading a batch completion file to TrainTraq.

To upload a batch completion file:

1. You can either A) click on the Tools tab then select Completion Upload or B) hover over the Tools tab and click on Completion Upload. The Batch Completions page displays.
2. Download the Excel spreadsheet template by clicking the template.xlsx (NOTE: xlsx format only) link and saving the file to an appropriate location.

   

3. Open the spreadsheet and resave the document with a name specific to the completions you wish to upload. For example: BatchCompletions_SmallGroupCommunications_10.15.2009.xlsx
4. Enter the completion information into the spreadsheet by completing the EmployeeUIN, CourseNumber, CompletionDate, Score, and Notes fields (as applicable) for each completion to be uploaded. NOTE: The Score and Notes fields in the spreadsheet are optional.
5. Once all the appropriate information has been entered, save your Excel spreadsheet.
6. Click the Choose File button in the Upload section of the Batch Completions page in TrainTraq. A Select File pop-up window displays.
7. Locate the Excel spreadsheet of completions you wish to upload, click to select the file, and then click the Open button in the pop-up window. The file is loaded to the system and the Upload Preview section is populated with the entries in the spreadsheet.
8. Once you have reviewed the data, click the Add Data to Transcript button. A pop-up window displays to verify your request to add the completions to the appropriate transcripts.
9. Click the Yes button in the verification pop-up window. An alert message displays at the top of the page indicating that the completions uploaded successfully.

   

10. The Upload History for You section updates and provides the following information:

1. 1. Upload ID
   2. Upload Date/Time
   3. Uploaded By (provides the name and UIN of who uploaded the batch completion)
   4. # Transcript Rows Affected (the number of employee transcripts affected by the batch employee upload)

NOTE: Completion Uploads may be withdrawn within one week of the upload. Using the red Undo button will delete ALL completions in the upload. A verification pop up window will display to confirm your request to undo the batch completion upload. To remove a single employee completion, use the Transcripts option under the Employee Tab.

Batch Upload Errors

If a batch is uploaded with errors, such as an invalid UIN, an incorrect course number, or a date in the future, a red alert will appear at the top of the page. This alert will instruct you to correct all errors in the spreadsheet and then re-upload it.

In the Upload Preview section, entry rows with an error will be highlighted in pink. The specific field(s) with errors will appear in a darker shade than the other fields in that row. To see a description of the error, hover your mouse pointer over the icon on the left.

Fix any errors in your spreadsheet and re-upload the batch until the Upload Preview section shows no errors.

Additional Notes

1. You can include multiple courses and multiple different dates in the batch.
2. The content of the Notes field is displayed on employees’ transcripts. Be concise.
3. Your name and UIN will be recorded.
4. A completion email will not be sent.
5. You can upload tasks as well as courses in a batch. The difference is that tasks don’t have a course number or title. Be sure to include a brief description of the task in the Notes field. Your note will appear as the Course/Task Name on the employee’s transcript.
6. A batch can consist of just one row. It does not need to be multiple records at once.
7. You can upload a completion for any A&M System employee via a batch upload. You are not limited to the Workstations or Adlocs to which you have access.