REPORTER Help Documentation

Bulk Assignments (with optional registration)

Last Updated 3/22/19

The Bulk Assignment process allows Compliance Administrators to assign multiple users via import and provides the option to specify the instance(s) users should be registered for. Compliance Admins will first fill out an Excel template, which they can download from REPORTER, and then upload the spreadsheet to their requirement in order to assign and possibly enroll participants.

 

Running a Bulk Assignment

Bulk Assignment with an Online Instance connected to Moodle

Understanding the Bulk Assignment Import Report

Rules and Validation


Running a Bulk Assignment

  1. To run a bulk assignment, begin by selecting ‘Compliance Administration’ from the left side menu
  2. Then select the ‘Manage Assignments’ link
  3. You will be brought to a page showing all of the requirements you are a compliance admin of -- double click on the requirement you wish to assign user to
  4. Locate and select the ‘Bulk Assign/Register’ tab.
  5. Take note of the information listed in the box to the right - the here link will bring you to this document. You can download the template before you begin your assignment or you can begin by selecting the green Start Bulk Assign

  1. A window will open giving you the option to Download Template, download the template for your bulk assign

  1. Once you download the template, open it to enter your participants’ information. You will see 3 columns; for each row in the spreadsheet you must fill out one column to identify a user. You can identify all users using the same column, or use different information for different users.

    When your template is complete, at least 1 column on each row should have data, A, B, and C. Be sure to save your template once it is completed -
    it must be saved in xls, or “Excel 97-2003” format.

  1. Once your template is completed, you can upload it in REPORTER.  Return to the window in which you downloaded the template and select the Browse… button to search for and select the file you just saved on your computer.

  1. After you select your file, you then have the option of selecting instances to register the users in your spreadsheet. If you only want to bulk assign (and not register) you can skip to step 9. Otherwise, you will see a list of instances below where you selected your file. Switch the slider to yes on the course that contain the instance you want to assign

  1. Once you switch the slider to yes, you will see any published instances of the course available for registration. Click the Select Instance button on the instance(s) you want users to be registered for in addition to being assigned a requirement.

   

  1. Once the file has been selected, choose Import at the bottom of the window
  2. You will get a message confirm you wish to import, select Proceed 
  3. If your template is complete, the system will import each line and provide messaging on whether the assignment and/or registration was successful.
  1. The system will first check to verify you have entered all of the required information into the template. If any checks fail, you will receive an error and need to fix the data in your file.
  1. You can now navigate away from this page. You will receive an email when the load has been completed.

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Bulk Registration with an Online Instance connected to Moodle

It is always best practice to run a test registration for new online instances connected to Moodle. To run a test registration, just have someone register for the instance and verify they were successfully enrolled in the Moodle course. The same is true for bulk registrations.

If your instance is connected to a Moodle course, we recommend the following as best practices:

Sample of assign and register email for online classes:

       

     

Hello Participant Name,

The following registration information is for training you are required to complete. You have been assigned to complete the following required training by [due date].

[Requirement Name]

You are required to complete training for the following reason:

[Requirement assignment message]

For questions about this assignment, please contact [Compliance Contact Name] at [email].

You have been registered for the following as a part of this assignment:

  • [Instance Name]

[Instance registration confirmation notes]

For questions about this registration, please contact [Course Contact Name] at [email].

  • [Instance Name]

[Instance registration confirmation notes]

For questions about this registration, please contact [Course Contact Name] at [email].

You can review your course registration(s) and assignment at go.ncsu.edu/reporter/.

Thank you.

This message was sent from REPORTER. This email account is not monitored, please do not reply to this email.

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Understanding the Bulk Assignment Import Report

You will receive an email notification when your bulk registration file completes. At this point, you can view and download a report of all the users that were imported. You can utilize search fields at the top to filter the report and can click on column headers to sort the report.

The report will show one line per user and per assignment and registration. So if you assign 2 people and register them for 2 instances each, you will see 6 total rows -- 2 for the assignments and 4 for the instances.

You can export this report to further manipulate, sort, and use the data. You can sort by ‘Success: No’ to see which registrations were not processed and determine what to do with them.

If you hover your mouse over the ‘Message Type’ a window will open providing further details regarding why the user was not registered.

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Rules and Validation

In order to see the Bulk Registrations tab in your instance, the following must be true:


For questions or additional information you can view our support site at support.reporter.ncsu.edu or you can contact us at reporter_support@ncsu.edu.