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Archiving learning plan enrollments

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Introduction

Archiving learning plan enrollments helps you maintain accurate learning plan records,  ensuring that data remains accurate and up to date, making it easier to track current progress. 

Archiving also preserves historical records for compliance, auditing, and performance analysis without cluttering the active enrollment list.

When archiving enrollments, you have the option to re-enroll users in the same learning plan, restoring their access. This is ideal for periodic retraining, ensuring users stay current with evolving content, and tracking multiple completions. You can choose whether users complete all training materials or only the new content added since their last completion.

This article details how to archive enrollments and provides information on the archived data for learning plans. If you are interested in course enrollment archiving, refer to the article Archiving course enrollments instead.

Requirements and limitations

  • Power Users cannot archive learning plan enrollments, nor delete archived learning plan enrollments.
  • When the profiles of two or more users are merged, the archived enrollments are not part of the merged data.
  • Only first-level managers can view archived enrollment data, while it remains hidden from second-level and higher managers.
  • Learning plan enrollments for deactivated users cannot be archived.

Archiving a learning plan enrollment

To archive the enrollment of a user in a learning plan, access the Navigation menu > Content and delivery (folder icon) > Learning plans, click on the title of the learning plan, and move to the Enrollments tab.

Click on the ellipsis menu at the end of the row of the user for whom you wish to archive the enrollment and select Archive enrollment. 

In the pop-up that opens, choose whether to archive the active enrollment and re-enroll the user in the same learning plan, or to unenroll the user after archiving. If you choose to unenroll the user, learners will no longer have access to the learning plan once their enrollment is archived, but you can re-enroll them manually at any time.

Independent of whether the user will be re-enrolled or unenrolled from the learning plan after the enrollment is archived, the tracking of the training material taken by the user is kept. If you want to reset the tracking, select the Reset the tracking of the training materials in the courses included in the learning plan checkbox in the Archive enrollment pop-up. If this option is unchecked, and the user is re-enrolled in the learning plan, they will have to take only the training material they have not completed before their enrollment was archived. This option is useful when you want learners to take only the training material you recently added to the courses composing the learning plan.

Warning. When you select the Archive and unenroll option, if any of the courses composing the learning plan also belong to other plans, the platform will not proceed with archiving the enrollments or unenrolling users from those courses and plans.

Click on Archive enrollment to finalize your action. 

Archiving multiple learning plan enrollments

You can archive multiple learning plan enrollments by taking advantage of the same features described in the Archiving a learning plan enrollment chapter of this article on several enrollments. 

From the learning plan Enrollments tab, select the checkboxes at the beginning of the rows of the users for whom you wish to archive the enrollments, then click on the Choose action button in the bottom right corner of the table, and select Archive enrollments.

Starting from two enrollments, the archiving happens in the background, as a background job.

Please note. For performance reasons, the Archive enrollments option is disabled when you select all enrollments using the Select all option. However, you can still archive all enrollments by selecting them manually, either by checking each enrollment individually or by selecting them page by page using the checkbox before the first column in the enrollment table header. You can manually archive up to 15,000 enrollments; for larger volumes, use the APIs.

Outcome of archiving learning plan enrollments

  • When you archive a learning plan enrollment, the enrollments for all courses in the plan are archived as well. Check out the Outcome of archiving enrollments chapter of the knowledge base article Archiving course enrollments to learn more about what happens when course enrollments are archived.
  • Archiving learning plan enrollments does not archive the learning plan itself, its courses, or their training materials.
  • The learning plan enrollment archival triggers the notifications you have configured for courses, learning plans, and enrollments. Consider temporarily disabling them when archiving large numbers of enrollments. 

In addition:

  • Archived enrollments cannot be restored, as the data structure of archived enrollments is different from that of active enrollments. Please read carefully the Archived data chapter of this article to check which values are actually archived.
  • The data relating to archived enrollment is frozen at the time of the archive. If, for example, you change the learning plan title after archiving the enrollment, the title of the learning plan related to the archived enrollment will remain the one set at archive time. For this reason, if the archiving process requires a long time to be completed, do not make changes to the learning plan data, as they will affect the data of the archived enrollments.

Viewing archived learning plan enrollments

The enrollments shown in the learning plan Enrollments tab are active enrollments. Click on the Active enrollments dropdown at the top left corner of the list of enrollments and select Archived enrollments to see the learning plan archived enrollments. 

Click Filters to refine the search by using the available filters, such as the archive period, the person who archived the enrollment, or the user status.

Click on the ellipsis menu at the end of the row of any archived enrollment and select the Details option for more information on the archived enrollment. 

If a certificate was present at the time of archival, it will be saved and will be available for download.

Archived data

The following data is archived for every learning plan enrollment. The data marked with * are saved but not returned via API.

Archiving data

  • Date and time when the enrollment was archived in UTC format
  • The user who archived the learning plan enrollment

User data

  • Enrolled user
  • Preferred user language
  • User ID
  • Username
  • Email
  • First name
  • Last name
  • Timestamp of the last login *
  • User expiration date *
  • Whether the user has been suspended *
  • User level *

Learning plan data

  • ID
  • Title
  • Code
  • Unique ID
  • Status (Possible values are: 0=Enrolled, 1=In Progress, 2=Completed)
  • Language in ISO 639-1 format *
  • Creation date *
  • Publication date *
  • Last update (the last time the learning plan was updated) *
  • Days of validity *
  • Start date *
  • End date *
  • Course list (comma-separated list)
  • Credits (CEUs)
  • Certificate template ID *
  • Link to the certificate earned by the user
  • Date when the certification was assigned

Learning plan enrollment data

  • Enrollment date
  • The user who enrolled the learner in the learning plan
  • Enrollment last update *
  • Enrollment start of validity
  • Enrollment end of validity
  • Enrollment status
  • Enrollment completion date