Copying an Existing Schedule of Events
Last updated
Last updated
Elentra allows you to copy an existing schedule of events and roll it forward to be added as a new schedule in the same or a different course. This can save significant amounts of time as you can also copy forward event resources, curriculum tags, etc.
If you copy forward recurring events that do or do not have the parent-child id feature enabled these links will also be maintained in the copied events.
Navigate to Admin>Manage Events.
Click 'Manage My Drafts'.
Click 'Create New Draft'.
Provide a logical draft name and an optional description.
Click on the greyed-out words Copy Forward Existing Learning Events.
Complete the required information noting the following: Copying Learning Resources: Decide which resources should be included in the new draft events. Courses Included: Select the course where the scheduled events are and the course to which your new scheduled events will belong. In most cases, this will be same course. Note that you can add multiple destination courses if required (to delete an unwanted destination course click 'Remove' beside the course name). Copy Start and Finish: These dates define the start and end dates of the existing events in your source course and should match when the course happened (usually people select the most recent version of the course). New Start Date: Select the date on which you'd like the copied events to start. Elentra will respect the spacing and timing of all events to be copied.
After you've made your selections, click 'Create Draft'.
If there are no changes you wish to make to the schedule, you can publish the draft now.
Click the checkbox beside draft you wish to publish and click 'Publish Draft'.
You may be asked to review the draft. Note that if you have included resources to copy forward, you can decide on this screen whether to set all resources to draft mode when the newly scheduled events are published. After you've made your choice click 'Confirm'.
Within about an hour the scheduled events will be live in your system. If you wish to change information about the events, see further instructions below.
Please review the content in the Creating and Managing a Schedule section about column headings before you edit your existing events.
After you've copied the events, use the export and import tools to make adjustments to the scheduled events including their times, teachers, audience, etc. You can export a CSV of the existing schedule, make adjustments, and upload the CSV. When you export the events you'll be prompted to select which fields to include in the export; consider the fields you may need to edit or review to help you decide what to include in the exported file. (A list of these fields and what they include can be found on the Creating and Managing a Schedule help page.)
After you've exported a file you can edit it in your preferred spreadsheet tool. Tips for adjusting the schedule include using the find and replace function if there are consistent changes across the schedule (e.g. all audience group 2020-1 will become 2021-1, or one tutor is replacing another across multiple events). When you upload your revised CSV, the system will register the changes in the CSV and apply them to the draft schedule.
If you choose to import a csv, click 'Import CSV'. You will be prompted to match the column headings from your CSV with the available import fields. The system will try to match this for you as much as possible but you may need to manually move some. To do so, drag and drop the appropriate field name with the column heading from your file.
When the events are as you wish them, click 'Publish Draft' and within about an hour the scheduled events will be live in your system.
