I have 34 courses, many of which have >10k enrollees, and I need the courses to be ‘reset’ annually so that users can receive a new record of completion (archive & re-enroll). This needs to happen as soon as possible after Jan 1 each year. In prior years, I have using the archiving functionality to achieve this. However, as my enrollees grow (and will continue to grow), archiving is becoming unsustainable. For one, to archive that many enrollees take a very long time (sometimes up to 4 hours) and I can only process one at a time. This results in an unacceptably long down time for our users (34 courses * 4 hours/course = 136 hours to get through them all). Also, since I cannot batch archive >10k enrollees, I need to creatively use filters to find groups to archive at a time, which takes even longer. Does anyone have a solution to this? I am hesitant to use the Certifications functionality because I do not want users to be able to renew themselves, but perhaps that is my best bet? I also don’t know if I will run into the same performance issues with our volume of users. Is this just beyond the capabilities of Docebo? Thank you in advance for any creative solutions you may have to offer!
How best to archive many users on an annual basis
Best answer by lrnlab
If you have resources to build a script using the APIs, you can create an automated process to handle this using the archive API. Alternatively, if you have Docebo Connect, that would work as well. The Certification and retraining app is supposed to get an update sometime this year to allow to set a time frame as to when the renew button will appear for users that could help make this process more self-serve.
+10If you have resources to build a script using the APIs, you can create an automated process to handle this using the archive API. Alternatively, if you have Docebo Connect, that would work as well. The Certification and retraining app is supposed to get an update sometime this year to allow to set a time frame as to when the renew button will appear for users that could help make this process more self-serve.
Thank you for taking the time to respond. It looks like we’ll likely go the API route after we finalize some internal validation. I appreciate your help!
+10It will take some maintenance over time as you have to code the course codes individually unless you plan to archive all course which might be a little easier to code.
That makes sense, but feels worth the effort vs the many, many hours of doing it manually. Thanks for the heads-up.
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