Purpose Statement

The Import CTO tool allows administrators to upload Categories, Topics, and Courses in a single file rather than importing each item separately. This streamlined process also creates the associations between Categories, Topics, and Courses automatically, reducing setup time and minimizing data entry errors.

Background Information

Traditionally, Categories, Topics, and Courses are created individually within their respective setup sections. The Import CTC tool simplifies this process by allowing all related training structure data to be uploaded at once using a CSV or Excel file.

This is especially useful for:

• Initial system setup

• Migrating data from another training platform

• Bulk updates to training structures

• Maintaining standardized objective associations
   

Required Permissions

To use the Import CTC tool, users typically need:

• System Administrator permissions

• Training Setup or Data Import permissions
   

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Step-by-Step Guide

Step 1: Access the Import CTC Tool

1. Navigate to the Training Module, then to Setup.  

2. Select Import CTO.  

• When taken to the Import tool your selection will default to Import CTO

       3. Select Next to continue.

Step 2: Upload or Prepare Your File

1. If you already have a file:

   • Drag and drop the CSV or Excel file into the upload area
     OR

   • Select Browse File to open your device’s file finder.

2. If you do not have a file prepared:

   • Download the Sample Spreadsheet provided.

   • Use the template to populate your data.

The sample spreadsheet allows you to include:

• Categories

• Topics

• Courses

• Course Description

• Standards associations:

  • Code

  • Set

  • Title

Step 3: Confirm Import Type

1. Verify the Import Type is set to Add New Rows.

2. Select Next to proceed.

Step 4: Map Fields

1. Fields detected in your uploaded file will display for mapping.

2. Match each column to the corresponding First Due field.

3. Review mappings carefully to ensure accuracy.

4. Select Next to complete the upload process.

If you have used the Sample Spreadsheet to populate the data, the fields are formatted to match exactly to the First Due Fields

Step 5: Review Import Results

1. The final screen confirms whether the import was successful or unsuccessful.

2. Any errors or warnings will be displayed for review.

Once complete:

• Categories

• Topics

• Objectives and their associations will be created automatically in First Due.

Objectives created in this manner will appear as linked objectives rather than as associated objectives. Select the Pencil icon to verify them. 

Step 6: Deleting Imported Data (If Needed)

If imported data needs to be removed and associations exist, items must be deleted in the following order:

1. Courses

2. Topics

3. Categories

This order is required to maintain data integrity and avoid dependency conflicts.

Best Practices

• Use the sample spreadsheet to ensure correct formatting.

• Double-check field mappings before finalizing the import.

• Include standards information during import to reduce manual linking later.

• Perform imports during low-usage periods when making large updates.

Troubleshooting & FAQs

Q: What file formats are supported for Import CTC?
A: CSV and Excel file formats are supported.

Q: Can I import Categories, Topics, and Courses separately using this tool?
A: No. Import CTC is designed to import all three together with their associations.

Q: Why can’t I delete a Category I just imported?
A: Categories with associated Topics and Courses must be deleted in order— Courses first, then Topics, then Categories.

Q: What happens if my import fails?
A: The results screen will indicate errors so corrections can be made before retrying the import.