If you have projects from outside of Riipen that you want to use as part of an experience within Riipen, imports can often be the best strategy for a migration of those projects into your experience and being able to manage all of your projects from inside your experience.
Main benefits of project imports to experiences:
Manage all of your projects in one spot
Ensure all of your learners get access to equal project benefits
Ease of managing learners in a single spot
General
Outcomes
When importing a projects into an experience, several outcomes will occur:
If the company associated with the project does not exist on Riipen:
The company is created
The company is issued a portal pass for your experience's portal
The project is created on behalf of the company
The project is not displayed anywhere else other than as a matched project to your experience.
The project is matched to your experience
A match request is generated in an accepted state
If the email address you provided is associated with an existing user, that user is made an admin of the project and company.
If the email address you provided is not associated with an existing user, an account is provisioned under that email, and the user is made an admin of the project and company.
If the company associated with the project already exists on Riipen,
The company is issued a portal pass for your experience's portal
The project is created on behalf of the company
The project is not displayed anywhere else other than as a matched project to your experience.
The project is matched to your experience
A match request is generated in an accepted state
If the email address you provided is associated with an existing user, that user is made an admin of the project and a "guest" of the company if they were not already a member.
If the email address you provided is not associated with an existing user, an account is provisioned under that email, and the user is made an admin of the project and a guest member of the company.
In all cases, projects created via import will indicate that the user and company were both added to the project via import. If the user logs in they are able to accept their affiliation with the project, in order to remove this label.
Import template
When importing projects into your experience, Riipen will accept a comma separated value (CSV) file. You can download the template file attached to this article to get you started.
Required fields:
Company name
Type: String
Description: The name of the company who the project is for. This field is case sensitive.
Email
Type: String
Description: This email address of the employer who will be running the project on behalf of the company. This field is case insensitive.
Project name
Type: String
Description: The name of the project to be imported.
Project details
Type: Rich text
Description: A description of the project's objectives and goals providing a summary of the problem and solution expected.
Start date *
Type: Date
Description: The start date of the project (yyyy-mm-dd).
End date *
Type: Date
Description: The end date of the project (yyyy-mm-dd).
Notification
Type: Boolean
Description: Enter 'True' to send a notification to the user associated with the import, or 'False' to import the project silently. The user will still be notified if they are sent a message or invitation later.
Match hours
Type: Number
Description: Enter a value in between the experience's minimum and maximum hours values, to indicate the amount of time per learner that the project should require.
* Only required if dates are set per project in the experience.
Optional fields:
Project deliverables
Type: Rich text
Description: A description of the tasks learners will need to complete while working on the project.
Requester notes
Type: Rich text
Description: A message to the employer if the company already exists on Riipen.
Categories
Type: Array of String
Description: A commas separated list of categories to apply to the project. Must be from the available list of categories on RIipen.
Mentorship offered
Type: Boolean
Description: Enter 'True' to indicate mentorship type is offered, or leave blank to indicate 'False.' View mentorship types.
Match max teams
Type: Number
Description: Enter a value to indicate how many teams of learners the project is able to accept. Leave blank to have no limit.
Note: The column header for optional fields must still be included in your import file, even if you leave the individual cells in that column blank.
How To
Prepare an import file
To import projects into your experience, follow these steps:
Download the import template attached to this document. Your next step will largely be dependent on where you are wanting to import your data from. This may be from a spreadsheet or a survey tool for example.
Export your data from your external system if applicable.
Input the data into the provided template to match its format.
For a full technical breakdown of import file formatting, see this article.
Run an import
The following steps can be completed by administrator of any experience.
Navigate to your experience
Click the "Settings" tab
Select the "Imports" tab.
Click the "New" button
In the presented form, select:
Type - Experience projects
Source file - Upload your import file you have previously generated
Click "Submit"
Your import file will now begin to be pre-processed. Riipen will check each record in your file for potential errors including formatting issues or missing data. You will be able to see the progress of this pre-processing on your screen now.
Once pre-processing is complete you will be shown each record of your import file and it's pre-import status which shows you how the data was interpreted by Riipen. This is a good time to check over all your data to make sure it looks correct and you haven't made any mistakes in your original import file.
Once you are happy with your import records, you can then run your import by pressing the "Run" button.
Once your import has finished running, Riipen will email you to let you know with a link back to your import so you can view the final status.
View / monitor an import
While your import is running, or at any time, you will be able to see it's progress along with each individual record and its accompanying import status which is either Success or Error. While the import is running you can safely navigate away from this page and return to it at any point to check the import status.
To return to and view an import:
Navigate to your experience
Click the "Settings" tab
Select the "Imports" tab.
Click the import you would like to monitor
Error handling
See this article for full details on how to handle import errors.