FAQ: Importing Needs with Custom Fields

Q: How does importing needs with custom fields work?

When the task plan includes defined custom fields, the import file will contain columns corresponding to those fields.
If you have not yet configured the necessary custom fields (i.e., the fields that will be associated with each training need), you must do so in the task configuration, as shown in the image below:

 

At this location, you can set a default value for each custom field. This saves you significant time by avoiding manual entry of these field values for each training in the file.

The value you select here for each custom field will be the one used during the import. If you leave this field empty, the value in the file will also be empty, and you will need to fill it in manually. This manual entry can be useful in exceptional cases, for example, if a particular custom field requires different values for different users.
Of course, you can always modify the value of the custom field directly in the file before uploading it to the platform.

In the “Training Restriction” option, you can also define applicability restrictions for the custom field. For example, it may only apply to trainings meeting certain criteria.

Within the task, go to Import Needs: the custom fields you selected in previous steps will now appear under Additional Information, along with the default values you defined. If you download the template file now, it will include columns for the chosen custom fields and their default values.

Uploading and Submitting

  • Import the file via the Import Needs interface.

  • Choose the appropriate profile (e.g., “My Team Plan”, “My L&D Plan”) to define the import scope.

  • If the task plan has a budget estimate, a warning will appear if the budget is exceeded. If the budget is restrictive, the import will be disabled.

Special Cases

  • Anonymous Users: You can import needs for anonymous groups by specifying the group ID and the total number of needs.

  • Multiple Profiles: If a user has multiple roles, you will need to select which profile to use for the import.

  • Approval Status: You can pre-approve needs during import by checking the corresponding option.

⚠️ Important Notes

  • Only needs linked to existing training items in the catalog will be imported. Unknown items will be ignored.

  • Importing needs is disabled in task plans with a restrictive budget.