Salesforce: Importing Historical Skilljar Data into Salesforce

  • Updated

Once you are connected and authenticated with Salesforce, you can backfill historical Skilljar data into your Salesforce instance by uploading CSVs for each Skilljar object using the Salesforce Data Import Wizard. 

The process involving the Salesforce Data Import Wizard must be completed by your own Salesforce administrator, and this can not be completed by a Skilljar team member. 

To learn more about Salesforce, please visit their website.

Important things to note

  • Because of the relationships between Skilljar objects (master and lookup fields), you'll need to import each object in a specific order. For example:

A Course Progress object points to a Student, Course, and Published Course object, so these object's CSVs will need to be uploaded before importing the Course Progress CSV. 

  • A few objects that have special instructions, noted with an * below. 
  • You can import the historical data without installing the Salesforce integration. This would allow you to import the data and review how it displays in Salesforce before enabling the integration. 
  • The backfill process should be used in the following situations:
    • If Skilljar completed a historical student data import on your behalf. 
    • If you did not set up the Salesforce integration at the time of your launch.
  • The historical import will not trigger "Link to Contacts"
  • The Skilljar technical team can assist with downloading the CSVs for each Skilljar object if needed. Please reach out to support@skilljar.com and include the specific CSVs you need to generate for the backfill. 

Download CSVs

You can download CSVs for each individual object from the Skilljar Dashboard. Here's where to download them

Please reach out to support@skilljar.com if you need help downloading these CSVs from the dashboard.  
 

Backfilling Individual Objects

If you are only looking to import some of the available objects, you'll want to download the CSV files for the object itself, as well as any dependent objects. Below is a list of the custom objects with their dependencies, and the order in which CSVs need to be imported.

(For example, if importing the Course Progress object you'll need to download Student, Course, Published Course, and Course Progress CSV files, then import them in the same order.)

Note: If this order is skipped or not entered in the correct order, you may receive an error.

  • Student 
    1. Student
  • Signup Field
    1. Student
    2. Signup Field
  • Course
    1. Course
  • Lesson
    1. Course
    2. Lesson
  • Published Course
    1. Course
    2. Published Course
  • Course Series
    1. Course Series
  • Course Series Published Course
    1. Course
    2. Published Course
    3. Course Series
    4. Course Series Published Course
  • Course Progress 
    1.  Student
    2.  Course
    3. Published Course
    4. Course Progress
  • Lesson Progress
    1. Student
    2. Course
    3. Lesson
    4. Course Progress
    5. Lesson Progress
  • Offer
    1. Course
    2. Published Course
    3. Course Series
    4. Offer
  • Domain Membership*  
    1. Student
    2. Course
    3. Published Course
    4. Offer
    5. Promocode Pool (Don’t map the Purchase field yet)
    6. Promocode
    7. Purchase
    8. Promocode Pool (Map the Purchase field now)
    9. Accesscode Pool
    10. Accesscode
    11. Domain Membership 
  • Accesscode Pool*
    1. Student
    2. Course
    3. Published Course
    4. Offer
    5. Promocode Pool (Don’t map the  Purchase
    6. Promocode
    7. Purchase
    8. Promocode Pool (Map the  Purchase field now)
    9. Accesscode Pool
  • Promocode Pool* 
    1. Student
    2. Course
    3. Published Course
    4. Offer
    5. Promocode Pool (Don’t map the Purchase field yet)
    6. Promocode
    7. Purchase
    8. Promocode Pool (Map the Purchase field now)
  • Accesscode*
    1. Student
    2. Course
    3. Published Course
    4. Offer
    5. Promocode Pool (Don’t map the Purchase field yet)
    6. Promocode
    7. Purchase
    8. Promocode Pool (Map the Purchase field now)
    9. Accesscode Pool
    10. Accesscode
  • Promocode*  
    1. Student
    2. Course
    3. Published Course
    4. Offer
    5. Promocode Pool (Don’t map the Purchase field yet)
    6. Promocode
    7. Purchase
    8. Promocode Pool (Map the Purchase field now)
  • Purchase*
    1. Student
    2. Course
    3. Published Course
    4. Course Series
    5. Offer
    6. Promocode Pool (Don’t map the Purchase field yet)
    7. Promocode
    8. Training Credit Code
    9. Purchase
    10. Promocode Pool (Map the Purchase field now)
  • Enrollment*
    1. Student
    2. Course
    3. Published Course
    4. Course Series
    5. Offer
    6. Promocode Pool (Don’t map the Purchase field yet)
    7. Promocode
    8. Training Credit Code
    9. Purchase
    10. Promocode Pool (Map the Purchase field now)
    11. Enrollment
  • Vilt Session  
    1. Course
    2. Lesson
    3. Vilt Session
  • Vilt Session Event
    1. Course
    2. Lesson
    3. Vilt Session
    4. Vilt Session Event
  • Vilt Session Registration
    1. Student
    2. Course
    3. Lesson
    4. Lesson Progress
    5. Vilt Session
    6. Vilt Session Registration
    7. Vilt Session Event
  • Group 
    1. Group Category
    2. Group
  • Group Category
    1. Group Category
  • Group Membership
    1. Student
    2. Group
    3. Group Membership
  • Tag 
    1. Tag
  • Published Course Tag
    1. Tag
    2. Course
    3. Published Course
    4. Published Course Tag
  • Course Label

    1. Course
    2. Course Name
  • Path
    1. Path
  • Published Path

    1. Path
    2. Published Path
  • Path Progress

    1. Path
    2. Path Progress
  • Path Item

    1. Course
    2. Path
    3. Path Item
  • Path Item Progress

    1. Student
    2. Course
    3. Published Course
    4. Course Progress
    5. Path
    6. Path Item
    7. Path Progress
  • Published Path Enrollment

    1. Student
    2. Course
    3. Published Course
    4. Course Series
    5. Offer
    6. Promocode Pool (Don’t map the Purchase field yet)
    7. Promocode
    8. Training Credit Code
    9. Purchase
    10. Promocode Pool (Map the Purchase field now)
    11. Path
    12. Published Path
    13. Path Progress
    14. Published Path Enrollment
  • Plan

    1. Plan
  • Plan Enrollment 

    1. Student
    2. Course
    3. Published Course
    4. Course Series
    5. Offer
    6. Promocode Pool (Don’t map the Purchase field yet)
    7. Promocode
    8. Training Credit Code
    9. Purchase
    10. Promocode Pool (Map the Purchase field now)
    11. Plan
    12. Plan Enrollment
  • Plan Tag

    1. Plan
    2. Tag
    3. Plan Tag
  • Vilt Session Tag

    1. Lesson
    2. Vilt Session
    3. Tag
    4. Vilt Session Tag

Backfilling All Objects

If you would like to perform a full backfill for all objects, this is the order in which you need to import each CSV:

  1. Student 
  2. Signup Field
  3. Course
  4. Lesson
  5. Published Course
  6. Course Series
  7. Course Series Published Course
  8. Course Progress
  9. Lesson Progress
  10. Offer
  11. Domain Membership 
  12. Access code Pool
  13. Promo code Pool* (Don’t map the Purchase field yet)
  14. Access code
  15. Promo code
  16. Promo code Pool* (Map the Purchase field now)
  17. Training Credit Code
  18. Training Credit Code Offer
  19. Purchase
  20. Enrollment
  21. Vilt Session  
  22. Vilt Session Event
  23. Vilt Session Registration
  24. Group Category
  25. Group 
  26. Group Membership
  27. Training Credit Code Group
  28. Tag 
  29. Published Course Tag
  30. Course Label
  31. Path
  32. Published Path
  33. Path Progress
  34. Path Item
  35. Path Item Progress
  36. Published Path Enrollment 
  37. Plan
  38. Plan Enrollment 
  39. Plan Tag
  40. VILT Session Tag

Steps to complete the backfill

The format in which you upload the files into Salesforce is crucial. Please reference the below steps to avoid errors while importing the files.  

  1. Download the CSV from Skilljar. 

  2. Open this CSV in numbers and export this file as a CSV, make sure that utf-8 is used. You can check this by opening the CSV files in Excel (or numbers on Mac) as shown in the below screenshots.  pasted_image_0.pngpasted_image_0__1_.png

  3. Open the Salesforce Data Import Wizard. When uploading the objects, specify the following settings:
    1. Select ‘Add new and update existing records’.
    2. Match by: ‘Skilljar Id (External ID)’.
    3. For matching related Skilljar objects (such as Student and Course) select: ‘Skilljar Id (External ID)’.
    4. Choose the file and specify the Character Code to be ‘Unicode (UTF8)’.


If you have any questions with this process, please reach out to support@skilljar.com for assistance. Please contact Support.

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