With PRaP import, you now have the ability to import participant details. This feature is useful for DWP prime contractors.
Administrators with the Manage users role will see an additional navigation option on the left navigation menu titled Import PRaP files.
Click Import PRaP files.
The PRaP Import screen is displayed.
You have the option to update a record that has already been created in the system by matching the PRaP detail by the National Insurance Number and/or Email Address of the existing record.
You can also create a new record. While creating a new record, you can choose to create it as a prospect or as an invited user.
You can select one or multiple selections on the check boxes on this screen. This means you can set the import to update existing records while at the same time create records if they do not exist.
Use Select File or drag and drop the file to upload. The file must be a zip file containing only CSV files.
Notes - PRaP import
- Prap files usually include an email address. But where an email is absent, a 'prospect' is created. Such a user cannot login unless the email address is provided and an invite is sent out manually.
- Prap files do contain First Name and Last Name. These are mandatory fields for a prospect/user to be added via API.
- Prap files do not contain a 'username'. A username is a mandatory field in the Aptem API. Where the email has been provided it will be used as the 'username'. The current system requires the username to be unique. So in prap files where there is no email, Aptem uses a random generated id (GUID) as a placeholder username.
- The PRaP data is available via OData & UGR for reporting purposes.
Tracker for monitoring PRaP file processing
Once the import is done, a CSV import tracker type will be automatically created. To view the tracker, navigate to the Trackers tile.
You can view the tracker - all the fields are read-only. When the files within a batch have been processed, the tracker status is updated and set to a "Resolved".
The Tracker description displays a summary of the files processed. It lists the number of users updated, the number of users created, and the number of files that could not be uploaded.
View learner information
Once the import process has been completed, you can navigate to the learner profile. You can now see an additional tab titled PRaP Details. Here, you can view the PRaP details provided by DWP.
On the learner name card, you can see the learner's avatar/initials, the learner's name and the name of the programme they are enrolled on.
The imported details are shown in 4 sections:
- Personal information
- Contact information
- Referral details
- Additional details