LMS365 On-Premises 4.8 Administration Guide

Picture 1345054387Administration Guide

For Microsoft SharePoint Server

Version 4.8.1.x

 

CONTENTS

1GLOBAL OPTIONS6

1.1Global Features6

1.2Configuring an Anti-plagiarism System10

1.3Conference Feature Set Up13

2SITE ORGANIZATIONS MANAGEMENT25

2.1Organization Creation25

2.2Host Named Organization Creation28

2.3Organizations Hierarchy28

2.4Editing Organization28

2.5Organization Features28

2.6Deleting Organization30

3COURSE CREATION31

4COURSE ADMINISTRATORS/CREATORS GROUP37

5COURSE CATEGORIES MANAGEMENT38

5.1Managing Course Categories38

5.2Adding New Course Category39

5.3Editing Course Category39

5.4Deleting Course Category40

6CREATION OF SCALES, TIME TABLE AND CERTIFICATE TEMPLATES41

7SHARED DOCUMENTS FEATURE SETTINGS42

7.1Creating Document Shortcuts42

7.2Sharing Documents44

8GLOBAL QUESTION POOL FEATURE ACTIVATION46

9OFFICE HOURS HOST CREATION54

10SHAREPOINT LMS USER ROLES AND PERMISSIONS56

10.1SharePoint LMS Organization Level Administration57

10.2SharePoint LMS Course Level Administration61

11OFFICE 365 INTEGRATION WITH SHAREPOINT LMS66

11.1Account Requirements66

11.2Configuration66

11.3Integration69

11.3.1Office 365 Web Parts69

11.3.2Sharing Documents72

12SHAREPOINTLMS LOGGING81

  1. GLOBAL OPTIONS

    1. 1.1  Global Features

If you wish to provide your end-users help file in your native language, it is possible to override the help files at Central Administration > Application Management > SharePoint LMS > Global Features > Location of Help Files section:

 

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It is possible to configure URL prefix for creation of new courses, so that all new courses will be created using the specified managed path. To set it go to Central Administration > Application Management > SharePoint LMS > Global Features > Managed Path for Course Creation and enable the option selecting ‘Yes’ radio button. Then select from the dropdown lists prefixes to be assigned to all newly created courses:

 

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It is also possible to hide the course delete option from the organization’s course list to prevent users from deleting courses accidentally at Central Administration > Application Management > SharePoint LMS > Global Features > Hide course delete option (once courses deleted there is no way to restore course site collections except from the backup):

 

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If you allow overriding this option this means that an organization admin will have the choice whether he wants to hide it on the Organization level or not.

In the ‘Global Options’ section you may enable/disable course options (which means they will not be visible during course creation) and also allow to override such choice at the organization level:

 

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NOTE:

If you disable a feature on the organization level during “Organization edit” operation, it will not be deleted on a course level, and all the tool information (including tool web parts) will remain;

If you disable a feature on a course level, all the tool information (including tool web parts) will be deleted.

 

The other global options include:

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  • − Hide Site Contents for Learners – select whether Site Contents page will be available for learners;

  • − Hide "Navigate Up" menu in breadcrumbs – select whether “Navigate Up” menu will be available in breadcrumbs on courses pages;

  • − Reports Options - select whether all courses (incl. unpublished) will be available for generating reports in the global Reports on organization, and whether course teachers can generate reports for their own managed courses only.

  • − Additional Options – includes ‘Course Flow’ and ‘Course Wizard’ options which provide ability to make up course flows from separate courses and additional functionality during creating course from template on organization (like upload new template or advanced search among existing ones).

  • − LMS Database – specify database settings to allow SharePoint LMS to store information;

 

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  • − Profile Settings – select what profile fields you want to show in SharePoint LMS tools like Staff and Roster.

There is also the Other Configuration Settings section in Global features which is responsible for the following configuration options:

 

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  • − Recurring assignment’s opening dates limit – this setting is used when a recurring assignment is added to a learning module. The number defined here limits the number of entries for opening dates that a user will see in a learning module item’s form. The default value is 30 (the value must be from 1 to 365);

  • − Recurring task’s generation limit – this setting is used when a recurring assignment is configured to ‘Show tasks now’ to allow learners preview the task before the opening date. In this case tasks are only generated from current date plus the number of days defined here. The default value is 30 (the value must be from 1 to 365);

  • − Group members count – this number is checked when a group or all domain users are added to course Learner group. In case members’ count overflows this number a user is shown a warning and has to confirm it’s OK to add them to Learners. The default value is 100 (the value must be from 1 to 100000):

 

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  • − Office 365 Settings – enable or disable integration with Office 365. See section 11 for more details on Office 365 integration;

  • − Lync Integration settings – specify settings for the service which handles conference scheduling. See section 1.3 for more details on configuring conference feature.

 

    1. 1.2 Configuring an Anti-plagiarism System

After configuring the access to the anti-plagiarism tool, SharePoint LMS provides automatic plagiarism control of the uploaded documents from Assignments section or documents manually uploaded to SharePoint LMS.

In SharePoint LMS you have a choice of 2 anti-plagiarism systems: Ephoru and Urkund. You select a system while configuring the Global Features.

To choose a system, do the following:

  1. 1) Go to Central Administration > Application Management > SharePoint LMS > Global Features, and find the Setup plagiarism checking service section:

 

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  1. 2) Specify the settings:

  • − Allow override this option – define whether you want the Setup Plagiarism Checking Service section to be available in the Organization Features window in the Settings > Site Settings menu;

  • − Enable Plagiarism Control – Select Yes to enable the anti-plagiarism control option. After it is on, the new fields will appear;

  • − Service – select an anti-plagiarism system from the drop-down list and specify the settings relevant for the selected system;

  • − Key – type the key you’ve been provided.

NOTE:

A key to the anti-plagiarism system is provided depending on the service the user is subscribed to. The key is not included into the SharePoint LMS license agreement and has to be purchased through a third party company, i.e. Ephorus (after purchasing a license you will be sent a handin code, which, in turn, needs to be entered here in the Key section).

 

  • • Urkund – complete the Urkund e-mail address field as documents are uploaded to the service by being sent to a special Urkund e-mail. The request is sent via the site owner’s address; however, if it’s missing, the address specified in the Outgoing Email settings is used instead.

It is recommended to inform the service specialists about your email server IP or the domain which your documents will be submitted from.

Once the plagiarism checking process is finished, Urkund sends you the notification. Remember to check your Spam box as letters from Urkund may be marked as SPAM.

According to the license agreement results, reports are provided within 24 hours; however, normally it takes 4-8 hours:

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  • • Ephorus – specify the information on the database where the documents will be stored:

NOTE:

It’s also necessary to have Ephorus support set http://service.sharepointlms.com/Ephorus.asmx as the callback URL for your (customer's) handin code. Some features can’t be configured by user manually. It’s meant that you need to contact Ephorus support to activate or change some settings:

 

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  1. 3) Click OK to save the settings.

 

 

    1. 1.3 Conference Feature Set Up

The conference course tool allows scheduling and conducting online meetings. The scheme of communication between SharePoint LMS and Lync Server is shown below:

 

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NOTE:

Integration does not support LYNC in the cloud, just on premises server setup.

 

To configure integration of LYNC 2013 or LYNC 2010 with SharePoint LMS, do the following:

 

  1. 1. Configure LYNC 2013 or LYNC 2010, and generate SSL Certificate (communication with other applications and servers requires a certificate);

  2. 2. Download and install UCMA;

NOTE:

The web service that will need to be configured for integration is based on UCMA runtime. Use UCMA 4.0 if you’re integrating with LYNC 2013. Use UCMA 3.0 if you’re integrating with LYNC 2010 or both LYNC 2010/2013.

 

  1. 3. Deploy site with the Lync Service. The service should be available from SharePoint LMS. The implementation is based on web service that represents UCMA application and provides communication between LYNC Server and SharePointLMS

  • • Example: sup.elearningforce.com

The service is supplied separately from SharePoint LMS.

Current version of the service supposes working with http protocol with Windows authorization.

LYNC Service is a .zip archive with files:

 

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Go to IIS. -> Sites ->Add Web Site:

 

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  • Fill Site name;

  • • Example: LyncWebServices

  • Select physical path to folder with the Lync Service files;

  • Select application pool;

  • Click Ok.

 

NOTE:

Recommendations for the application pool account:

For a UCMA application to function properly, it should be run in the context of an account that is a member of the RTCComponentsUniversalServices group in Active Directory. The recommended approach is to add the computer account to this group, and then run the UCMA application as a Network Service. Alternatively, you can create a new Active Directory identity for the UCMA application, and add it to the RTCComponentsUniversalServices group.

 

  1. 4. Enable Windows Authentication mode:

 

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NOTE:

Other settings depend on customer’s wish.

 

  1. 5. Configure SPLMS settings to access the LYNC Service.

Go to Global features >LYNC Integration Settings and set authentication parameters for the Service.

  • • Example:

 

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  • LYNC web service root site url – enter path to the Service ( in our example it is sup.elearningforce.com);

  • Account – specify account that has access to the Service;

  • Password – type the account password.

 

  1. 6. In the web.config of the Service provide the friendly name of the certificate that should be used to communicate with the Lync server.

If the application is using mutual transport - layer security (TLS) it must have adequate permissions to access the certificate in the local computer certificate store that it will use to authenticate with LYNC Server. You can confirm this by right - clicking on the certificate in the Certificates management console and selecting All Tasks Manage Private Keys.

  • • Example:

 

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Web.config:

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  1. 7. Configure Service to work with LYNC server. Perform the following actions:

 

Create new Trusted Application pool:

Start the LYNC server Topology Builder -> LYNC server -> Trusted application servers->Actions->New Trusted application Pool.

  • Type the Pool FNDQ and click Next

  • • Example: sharepoint2013-int.elearningforce.com

 

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  • Type the Computer FNDQ and click Next

  • • Example: sup.elearningforce.com

 

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  • Check Associate next hop pool option -> Select you pool and click Finish

 

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Select Action -> Topology -> Publish.

 

Create new Trusted Application:

Start Lync Server PS

Enter command New-CsTrustedApplication and fill the information:

  • ApplicationId: forexample

  • TrustedApplicationPoolFqdn: sharepoint2013-int.elearningforce.com

  • Port: 15123

 

NOTE:

WARNING! The following changes must be made in order the operation to be completed.

 

Enable-CsTopology must still be run for all changes to take effect.

Get-CsTrustedApplication

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Create new Trusted Application end point:

Start Lync Server PS

Enter command New-CsTrustedApplicationEndPoint and fill the information:

  • TrustedApplicationPoolFqdn: sharepoint2013-int.elearningforce.com

  • ApplicationId: forexample

  • Get-CsTrustedApplicationEndPoint

 

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Specify these settings in the web.config:

 

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Additional settings of the web.config:

Title of the LYNC Front End:

 

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Title of the Trusted Application server:

 

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All users who will be using conferencing should have a SIP address. It has to be defined by LYNC administrator on the LYNC server in the Control Panel.

To assign SIP addresses do the following:

  1. 1) Go to Users section and click Enable users:

 

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  1. 2) Click Add:

 

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  1. 3) Search and select users from AD:

 

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  1. 4) Assign users to a pool and select how users’ SIP address will be generated (for example, users’ email addresses):

 

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  1. 5) Click Enable.

  1. SITE ORGANIZATIONS MANAGEMENT

    1. 2.1 Organization Creation

To create the new Organization, do the following:

  1. 1) Go to Central Administration > Application Management, and find SharePoint LMS section:

 

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  1. 2)  Click the Create Organization link. The following form will appear:

 

 

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      • Title – type the organization title.

      • Description – type the description if needed.

      • URL – specify the UNIQUE location for the organization

      • Parent Organization – specify a parent organization if you need it for your organizations hierarchy:

 

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  1. a) Click No selection > Change Organization:

 

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  1. b) In the open dialog box, select the name of the earlier created organization. Its name will become highlighted;

  2. c) Click OK:

 

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      • Primary Site Collection Administrator – specify the main administrator for the new organization; use the Check Names (Picture 269 ) or Browse (Picture 270 ) buttons to find users;

      • Secondary Site Collection Administrator – if needed, specify another administrator;

      • Theme – select the theme for the site collection;

      • Language – specify the language for the web site collection;

      • Quota Template – indicate quota template to limit resources used for the collection;

 

  1. 3) Complete the form. (Option: You can use Managed paths to separate sites and courses of different organizations (schools, faculties, branches) to avoid problems with duplicate names);

  2. 4) Click OK.

 

NOTE:

Make sure you select the right language while creating organizations, it cannot be changed later.

NOTE:

Make sure you select the right web application while creating organizations; otherwise it will not appear in front end interface.

 

    1. 2.2 Host Named Organization Creation

Host Named Site Collection is a feature of SharePoint that allows individual site collections to have their own top-level URL. To create a Host Named Site for SharePoint LMS solution, use the following stsadm command:

stsadm -o createorganization -url "http://custom-host/lms" -title "Hostnamed Org" -owner example\administrator -hostHeaderWebApplication http://real-webapplication-url

 

After an organization is created, you can create host named courses by regular ways (through the UI).

NOTE:

Using a Host Named Site Collection has the following limitations:

  • • You cannot create several SharePoint LMS sites (organizations and courses) with the same Server Relative URL within one web application;

  • • If the organization is host named, you can create host named courses ONLY within the organization.

 

    1. 2.3 Organizations Hierarchy

To create a structured organization hierarchy, specify a higher level organization in the Parent Organization section of the organization creation form:

 

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    1. 2.4 Editing Organization

To edit an organization, click Edit Organization in Central Administration section, and select the organization you would like to change. The form will open:

 

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      • Organization – select the organization to be edited;

      • URL – location of the selected organization (cannot be edited);

      • Technical Administrators – select user(s) to grant permissions of Technical Administrator;

      • Title and Description – edit the title and description if needed;

      • Parent Organization – select a parent organization if you need it for your organizations hierarchy;

      • Primary Site Collection Administrator – specify the main administrator for the organization; use the Check Names (Picture 56 ) or Browse (Picture 57 ) buttons to find users;

      • Secondary Site Collection Administrator – if needed, specify another administrator;

      • Quota Template – indicate quota template to limit resources used for the collection.

NOTE:

We recommend adding single users but not groups to this field (since they will be granted Site Collection Administrator’s permissions to the organization’s courses, and SharePoint does not handle groups for Site Collection Administrators).

 

    1. 2.5 Organization Features

To specify the main organization features, do the following:

  1. 1) Go to Central Administration > Application Management > SharePoint LMS > Global Features:

  • − Setup plagiarism checking service - specify the anti-plagiarism system. For the additional information check the Chapter 1.2 Configuring an Anti-plagiarism System;

  • − Hide course deletion option – specify whether you want to hide this option on the Organization level or not;

  • − Global Options - specify menus to be shown in the left navigation bar on the Course level;

  • − Report Options:

    • • Show all courses (including unpublished) – specify whether all courses (including unpublished) will be available for generating reports in the global Reports section on the Organization level;

    • • Only show courses which are managed by the course teacher – specify whether course teachers can generate reports for their own managed courses only.

  • − Additional Options – specify whether to provide additional functionality during creating course from template on Organization level (like uploading new templates or advanced search among existing ones);

  • − Organizational Settings:

    • • Show “Courses” left navigation bar – select Yes to place the Courses link to the current Organization left navigation bar:

 

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    • • Hide anyway to create a new course besides from a template – select Yes to remove the Create Course button from the Courses Tools tab on the ribbon menu and from the Settings menu:

 

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  1. 2) Click OK to save the changes OR Cancel to discard them.

 

 

    1. 2.6 Deleting Organization

To delete organization, click Delete organization in SharePoint LMS Central Administration section, and select the organization you would like to delete:

 

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  1. COURSE CREATION

 

Application Pool Account Requirements:

To ensure the users do not meet errors during creating courses make sure the identity associated with the application pool running corresponds to the following minimum of required permissions:

  1. a. Databases:

  • • (standard application pool account rights) member of WSS_CONTENT_APPLICATION_POOLS on CA databases (farm configuration database & SharePoint_Admin content database) + db_owner on web application's content databases.
     

  • •  EXECUTE permission on Server farm configuration databases (SharePoint_Config).

 

  • •  db_owner on SharePoint LMS databases (tracking, plagiarism, and so on).

 

  1. b. Machine-level permissions: Member of WSS_ADMIN_WPG (necessary for write access to local storage of persistent objects in 'C:\ProgramData\Microsoft\SharePoint\Config' and so on)

  2. c. AD: User should have rights to search users in AD.

If identity associated with the application pool running Central Administration web application differs from the one running SharePoint LMS web application make sure it also meets the minimum of required permissions.

To create a new course, do the following:

  1. 1. On your Organization home page, go to Courses and on the toolbar, click Create Course (OR go to Settings >Create Course):

 

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  1. 2. Complete the following form according to the fields requirements:

 

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  • − Course Title and Description – type the name and description for the course.

  • − Category – specify the course category.

  • − Web Site Address – specify the location for the course. The URL of organizations and the courses in organizations MUST not coincide:

NOTE:

When creating courses with the same names in different organizations, make sure they have different URLs. You can alternatively use managed paths to avoid this problem.

 

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  • − Additional Metadata – specify some additional metadata, type the course nickname in the corresponding field. To specify the time the course is active until, fill in the Active Until field;

  • − Course Teachers – specify teachers for the course;

  • − Course Learners – specify learners for the course;

  • − Course Options – check the course options you want to be present in the course:

 

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NOTE:

Disabling feature on the organization level will not delete it on the course level, i.e. tool information (including tool Web Parts) will remain.

NOTE:

Disabling a tool on the course level will hide the containing data. To make the data visible, enable the tool once again. When a tool is disabled, user still can access it via a direct link.

Teachers are allowed to hide Learners and Groups, Grade Book and Documents tools (not possible in version 2.0) as well as other tools. Learners are allowed to hide the Documents and Grade Book tools (not possible in version 2.0) as well as other tools.

The Learning Module tool is visible if either all or some of its items (a SCORM or a Learning Module) are enabled. If some item is disabled, the link will not be available on the Create page either.

 

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  • − Publishing – specify whether you want to publish the course. If Yes, specify Start Date and End Date;

  • − Scale Template – select the grade for the course Grade Book;

  • − Time Table Template – indicate timetable for the course if any;

  • − Course Menu Style – select menu style for the course: you can select between Vertical and Horizontal menu:

 

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NOTE:

To Change the Menu Style of the existed course, go to Settings > Site Settings > Course Menu in the Look and Feel section.

 

  • − Look and Feel – select whether course must inherit organization look & feel, apply custom SharePoint LMS site theme or leave it default;

  • − Language – specify the language for the web site collection;

  • − Quota Template – indicate quota template to limit resources used for the collection;

  • − Grade Book Settingselect Learning Object types to be added to the Grade Book automatically.

 

  1. COURSE ADMINISTRATORS/CREATORS GROUP

To define the Course Creators Group for an Organization or a Sub Organization and allow users to create courses, do the following:

  1. 1) Go to the front page of your Organization or Sub Organization.

  2. 2) Click Define "Creators" group:

 

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  1. 3) Complete the open form:

 

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  1. 4) Click OK.

  2. 5) Add the wanted users to this group for the selected Organization:

 

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  1. COURSE CATEGORIES MANAGEMENT

    1. 5.1 Managing Course Categories

To manage course categories, do the following:

  1. 1) On the SharePoint LMS course front page, click the Courses link.

  2. 2) Select Categories from the Settings menu:

 

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The Categories page will appear:

 

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    1. 5.2 Adding New Course Category

To create a new course category, do the following:

  1. 1) Open the Categories page;

  2. 2) Click Items tab in the ribbon > New Item > Category:

 

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  1. 3) In the Title field, type the name for the category;

  2. 4) Click Save to add the new category.

 

    1. 5.3 Editing Course Category

To edit an existing category, do the following:

  1. 1) Open the Categories page;

  2. 2) Change the current view to All Items;

  3. 3) Click the name of the category you want to edit;

  4. 4) Click Edit Item in the upper-left of the page;

  5. 5) Make the necessary changes to the item; for the details, see Chapter 5.2 “Adding New Course Category”;

  6. 6) Click Save to save the changes.

 

    1. 5.4 Deleting Course Category

To delete a category, do the following:

  1. 1) On the Organization level, go to Settings > Categories;

  2. 2) In the List tab, change current view from Tree View to All Items:

 

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  1. 3) Select the check box next to the name of the required category;

  2. 4) In the Items tab of the ribbon menu, click Delete Item:

 

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  1. 5) Confirm the deletion.

  1. CREATION OF SCALES, TIME TABLE AND CERTIFICATE TEMPLATES

 

Each Organization and Sub Organization can contain Scale, Time Table and Certificate templates:

 

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Before starting the creation of courses, we suggest you creating the needed templates. During the course creation, you can select among these templates and reuse them directly in the courses. To do that, at SharePoint LMS front page go to Settings > Site Settings.

 

For more information about creation Scale, Time Table and Certificate Templates, please refer to the SharePoint LMS Teacher’s Manual.

 

  1. SHARED DOCUMENTS FEATURE SETTINGS

 

The feature allows sharing course library documents between other courses and organizations. The feature should be enabled for the site collection which documents need to be shared. The feature activation is not required for site collections where links to documents are located.

 

To activate the feature, do the following:

  1. 1) Go to Settings > Site Settings > Site Actions > Manage site features;

  2. 2) Click Activate by the SharePoint LMS Shared Documents Feature. Once the feature is activated, you may share documents:

 

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    1. 7.1 Creating Document Shortcuts

To create a shortcut between courses managed by the same teacher, do the following:

  1. 1) Open your Course section;

  2. 2) In the Documents tab, click Create shortcuts in Share & Track section:

 

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  1. 3) Select the check boxes by the documents you want to share with other courses.

  2. 4) Click Next:

 

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  1. 5) Click the Documents link of the course you want to share documents with. The link will become bold:

 

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The links to these documents will appear in the specified course document library.

 

  1. 6) Click OK to save shortcut.

 

NOTE:

Once a shortcut is created, users will see a link to a document or folder. This does not mean they will have the access to the item. Make sure users have the corresponding permissions to view the item.

 

    1. 7.2 Sharing Documents

To enable the sharing documents between all organizations, courses or SharePoint libraries, do the following:

  1. 1) Go to Documents > Actions > Pin/Unpin this list.

  2. 2) Select the Pin/Unpin this list check box to enable the option (or clear it to disable the option):

 

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Once the check box is selected, the course documents are available to users from different courses and organizations.

 

NOTE:

  • • The option can be accessed by a farm administrator only.

  • • Documents may be viewed and linked by any SharePoint LMS user.

 

To access the documents from a different course or organization, do the following:

  1. 1) Enter a necessary course;

  2. 2) Go to Documents > New Document > Link to a document;

  3. 3) Create a link to the document. (For more information, see Chapter 7.1 “Creating Document Shortcuts”):

 

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  1. GLOBAL QUESTION POOL FEATURE ACTIVATION

 

The system allows importing question pool questions from different courses and organizations.

To enable questions import, you should activate the Question Pool feature.

NOTE:

The feature is activated by default.

 

If the feature was deactivated, to activate it, do the following:

  1. 1) Go to Settings > Site Settings > Site Actions > Manage site features:

 

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  1. 2) Click the Activate button next to the SharePoint LMS Question Pool Feature:

 

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  1. 3) Once the feature is activated, create at least one common question pool.

 

To create a question pool, do the following:

  1. 1) Go to Settings > More option > Tracking > Question Pool:

 

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  1. 2) Click Create. The dialog box will appear:

 

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  1. 3) Fill in the fields as required:

  • − Name and Description – type the name and brief description for the Question Pool you are creating;

  • − Navigation – specify whether you want the resource link to appear in the Quick Launch.

 

  1. 4) Click OK to confirm creation.

 

Once a Question Pool is created you may add questions to it. To enable users from other courses and organizations to use the Question Pool questions, you should grant the corresponding permissions to them:

 

  1. 1) Go to Site Contents and enter the Question Pool list;

  2. 2) Go to list’s Settings;

  3. 3) Enter Permissions and Management > Permissions for this list;

  4. 4) Click Grant Permissions to enable certain users or groups to use questions from the Question Pool:

 

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  1. 5) In the open form, fill in the fields as required:

 

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  • − Select users - select users or groups who you want to grant permissions to. Use a semicolon for enumerating users and groups. You can use the Check names and Browse buttons to specify users and groups;

  • − Select a Permission level– specify the level of permissions you want the user/group to have.

 

  1. 6) Click OK to confirm changes.

 

 

To import the questions, do the following:

  1. 1) Click the Quizzes icon in the left tools menu;

  2. 2) Click the down arrow by the quiz name, and then select Settings from the list:

 

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  1. 3) In the Quiz Questions window, click Import questions;

  2. 4) Click the down arrow, and then select Change question pool:

 

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  1. 5) In the open dialog box, select a Question Pool you want to import questions from, and then click OK:

 

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  1. 6) Fill in the fields as required:

 

Picture 11

 

  • − Select Question pool – select other question pool, if necessary;

  • − Import questions – select the check boxes by the questions or folders you want to import;

  • − Imports Question Options:

  • • select the Randomize Questions check box for the questions to be randomized;

  • • select the Do not fetch for each attempt check box to keep the same set of questions for each attempt from the ones you import. If the box is not checked only one entry containing a reference to the Question Pool questions will be added to the questions list;

  • • in the Limit field you can specify the number of questions that will be rotated for each attempt from the ones you import. This makes possible to pull random questions from the pool with each new attempt.

 

  1. 7) Click OK to confirm the changes.

 

 

 

  1. OFFICE HOURS HOST CREATION

 

  1. 1) Go to Central administration > Application management;

  2. 2) Click the Office Hours Host link in the SharePoint LMS tab:

 

Picture 12

 

  1. 3) Fill in the fields as required:

  • − Title and Description – enter the host title and description, if necessary;

  • − Web site address – specify the host path;

  • − Primary Site Collection Administrator – specify the general administrator of the site;

  • − Secondary Site Collection Administrator – specify another administrator;

  • − Language – select a language:

 

Picture 17

 

  1. 4) Click OK to save the settings.

 

For more information about the host, see the Office Hours section of the Teacher Manual.

 

  1. 10 SHAREPOINT LMS USER ROLES AND PERMISSIONS

 

The SharePoint LMS security model is based on Microsoft Office SharePoint Server security but is simplified in terms of items, lists and libraries permission management.

 

The SharePoint LMS parts mentioned below correspond to the following SharePoint parts:

SharePoint LMS = SharePoint web application

SharePoint LMS Organization = SharePoint Site Collection

SharePoint LMS Course = SharePoint Site Collection

SharePoint LMS Course Tools = SharePoint Lists and Libraries

SharePoint LMS Course Tools Items = SharePoint List and Library Items

 

By default, the SharePoint LMS security model includes User Roles on the following levels:

 

SharePoint administration level

Farm administrator: such users can create/change/delete the organization levels and configure the SharePoint LMS Global Features. Farm administrators are responsible for operations dealing with SharePoint LMS back up and SharePoint LMS licensing

Farm administrators can change and add any Site Collection (Organization/Course) Administrator.

 

SharePoint LMS Organization level

Organization Administrator / Organization Site Collection Administrator: such users can modify/create/delete anything within their organization level.

Course Creators are able to create new courses within a chosen SharePoint LMS organization.

Technical Administrators – users have all the same permissions in all organization’s courses like a teacher in his course but not have a teacher role.

Course Flow Administrators – such users can create Course Flows and add all course items to it (even if they have no permissions for the course), edit and delete course flows created by him. Course Flow Administrators group is created after Course Flow feature is activated for organization (should be activated in CA > Application Management > SharePoint LMS > Global features > Additional Options and Settings > Organization features > Additional Options).

Visitors (All authenticated users by default) can browse through the SharePoint LMS but don’t have access to Courses tools or the possibility to add/change/delete data.

 

SharePoint LMS Course level

Teachers / Course Site Collection Administrators – users have unlimited access to a specific course and can add/delete/modify anything within the course by default.

Teachers Assistants – users have similar permissions as Teacher but cannot delete course.

Learners (Learner Permission Level) have limited access to the tools.

Faculty – users in charge of faculty administration, such as secretaries etc. Users have limited access to tools.

Visitors (All authenticated users by default) are allowed to browse through the SharePoint LMS but don’t have access to Courses tools or ability to add/change/delete data.

 

    1. 10.1  SharePoint LMS Organization Level Administration

Organization Administrators are set up during the SharePoint LMS installation. For the details, see Chapter 2 “Site Organizations Management”.

 

To change the Organization Administrators, do the following:

  1. 1) On the organization page, go to Settings > Site settings;

  2. 2) Find the Site Collection Administrators section in the Users and Permissions section:

 

Picture 29

 

  1. 3) Select user(s) using the Browse icon (WF_shape_319);

  2. 4) Click OK to save changes.

 

Farm Administrators can also add/delete Organization Administrators via SharePoint Central Administration using native SharePoint permission management.

 

There are two types of users who can create Courses within a specific Organization site collection. The first type is Organization Administrators, the other one is the Course Creators group members.

 

To setup Course Creators group, do the following:

  1. 1) On the Organization front page, click the Define the “Creators” group link:

 

Picture 32

 

  1. 2) In the open window, select Use and existing group to add/delete users within the group or Create a new group to add other groups:

 

Picture 34

 

  1. 3) Click OK.

 

See below the permissions for the Creators group:

 Tool

Course Creators Users Group

Organization scale templates list

Read

Organization time table templates list

Read

Create course ability

Full

Course Export

No

 

To setup Technical administrators, go to Central Administration -> Application Management -> Organizations > Edit Organization > Technical Administrators and pick users to grant permissions:

 

Picture 60

 

NOTE:

Only organization’s Site collection administrator is able to add user to "Technical administrators".

 

Technical Administrators have the same rights in every course of the organization as Teachers have in their courses, but have no specific permissions in the Organization. It is reflected in the information displayed for TA in custom web parts on Organization level and on Course level:

 

Web part on Organization level

Information displayed

Grades web part

only own grades displayed

Assignments custom web part

no information displayed

Drop Box web part

no information displayed

Announcements web part

no information displayed

Calendar web part

no information displayed

Calendar web part

no information displayed

Mailbox web part

no information displayed

Courses web part

the courses where TA is added are not displayed in sections “Courses you are managing”, “Courses you are assisting“, “Courses where you have Faculty role”

Web part on Course level

Information displayed

Assignments web part

available assignments from the course are displayed

Announcements web part

all available announcements from the course are displayed

Drop Box web part

new Drop Box items that were assigned to you, nobody or to a group to which you have Read permissions (but you are not the author of these items) are displayed

Calendar web part

all current and upcoming calendar events from the course are displayed

Composite Calendar web part

Conference, Announcements, Assignments and Calendar events from the courses are displayed

Grades web part

only own grades are displayed

Mailbox web part

E-mails sent and received by TA are displayed

Courses web part

the courses where TA is added are not displayed in sections “Courses you are managing”, “Courses you are assisting“, “Courses where you have Faculty role”

 

Visitors (All the authenticated users by default - in case it was set on the installation step) can browse through the SharePoint LMS, but do not have an access to the Course tools or possibility to add/change/delete data.

 

To change Visitors, do the following:

  1. 1) Go to Settings > Site Settings > Site permissions in the Users and Permissions tab:

 

Picture 62

 

  1. 2) Apply the Read permission for users and groups who will access Organization site collection as Visitors.

 

    1. 10.2  SharePoint LMS Course Level Administration

The first Teacher/Course Site Collection Administrator is set up during the Course creation.

 

To add/delete Course Teachers, do the following:

  1. 1) Enter the course.

  2. 2) Go to Settings > Course Teachers:

 

Picture 1345054377

 

  1. 3) Fill in the form specifying which SharePoint users are Teachers within your SharePoint Course. If adding several users, separate their names by semicolon.

  2. 4) Click OK to save changes.

 

Teacher Assistants, Learners and the Faculty staff have a limited access comparing with Teachers.

For more information about groups permissions, see the table:

Tool

Faculty Users Group

Teacher Assistants Users Group

Learners Users Group

Courses Web Part (on the organization level) if the Read access rights are granted by default

See courses (both published and unpublished)where they have the Faculty role
 

See courses (both published and unpublished)they assist Teachers with

Can see courses they are enrolled to (published only)

Courses list (on organization level) if the Read access rights are granted by default

Can see their courses(published and unpublished)

Can see their courses (published and unpublished)

Can see courses where they are enrolled to (published only)

Tools menu

Same as Teacher

Same as Teacher (except for the Report tool)

Tools are available and active for learners

Announcements

Full

Full

Read

Calendar

Full

Full

Read

Documents

Full

Full

Read

Learning Module

Full

Full

Read

SCORM

Full

Full

Read

Links

Full

Full

Read

Quizzes

Full

Full

Read

DropBox

Full

Can’t see items assigned to other users

Learner

Discussion Board

Full

Full

Read

Discussion Board. The User Information option

If users are administrators, they can see information about all users. Otherwise they can see the information only about themselves

If users are administrators, they can see information about all users. Otherwise they can see the information only about themselves

Can see the information only about themselves

Chat

Full

Full

Learner

Conference

Can’t see items assigned to other users

Can’t see items assigned to other users

Read

Mailbox

can add new items;

can't edit, delete items;

can't see items assigned to other users

can add new items;

can't edit, delete items;

can't see items assigned to other users

Learner

Assignments Calendar

Full

Can create, view, edit assignments

Have no access

Assignments Tasks

By default Reader permission on this list. Can’t view Assignments Tasks except tasks assigned directly to them as learners

By default Reader permission on this list (see note on granting privileges to review and grade tasks). Can’t view Assignments Tasks except tasks assigned directly to them as learners

Have access to their assignment tasks only. Permissions depend on task status.

Attendance

Full

Same as Learner

Read

Grade Book

Can update learners’ results, configure corresponding settings;
Can add columns (quizzes, learning modules, assignments)

Can update learners’ results, configure corresponding settings;
Can
 add columns (quizzes, learning modules, assignments)

 

Read

Learner sees only his/her own grades

Tracking

Full

Full

No

Seating Chart

Read

Read

Read

Wiki Page Library

Full

Full

Read

Course Home Page

Full

Full

Read

Certificate templates

Full

Full

No

Scale settings

Full

Full

No

Course options

Full

Full

No

Course publishing

Full

Can publish/unpublish course

No

Course certificate configuration

No

No

No

Course categories management

Full

Can edit

No

List Publishing Scheduler

Full

Full

No

Learning Module templates

Full

Full

No

Look and Feel settings

Full

Full

No

Galleries settings

Full except for Workflows

Full except for Workflows

No

Site Administration Settings

 

 

 

Permissions management

Full

No

No

Subsites (e.g. team sites, Meeting Workspace sites and Document Workspace sites) creation

Full

No

No

Group creation

Full

No

No

Alerts management

Full

No

No

Websites management (incl. content)

Full

No

No

View report on web site usage

Full

No

No

Adding users to course

(Learners & Groups Tool)

Only in groups where they are owners (same as Assistant)

Assistants can add users only to groups where they are group owners. There are two ways to manage learners:

  • • Teacher can set Assistants group as Group Owner for default Learners group.

  • • Teacher can create a new group with the Learner permission level and set Assistants group as group owner.

Teachers can add/delete users in groups where Assistants are owners.

No

Delete users from a site collection

No

No

No

Staff -> Modify Display Settings Action

Full

Full

No

Staff ->Reorderaction

Full

Full

No

Roster -> Modify Display Settings Action

Full

Full

No

Roster ->Reorderaction

Full

Full

No

 

NOTE:

To give Assistants ability to edit and add grade Assignments tasks you need to do following:

go to course Site Settings > Site permissions-> click on Show me these items link in the warning message “Some content on this site has different permissions from what you see here.” Click on Manage permissions link right after Assignments->fill checkbox Assistants and click Edit Permissions. By default Assistants group has Reader permissions. Remove Reader and add Assistant permission, click OK.

 

 

Learners and Teacher Assistants are managed via Learners and Groups Course tool. Please refer to the appropriate documentation section.

Course Visitors is a default course group containing users who can view the information about a Course located on the Course front page. To change Visitors group members, enter the Learners and Groups tool and click the Visitors link. Add /remove group members using group menu.

 

  1. 11 OFFICE 365 INTEGRATION WITH SHAREPOINT LMS

    1. 11.1 Account Requirements

The account that’s used in Global Features configuration should be a site collection admin of the O365 portal.

In order that exchange web parts work properly the following conditions should be met:

  • • Microsoft.Exchange.WebServices.dll assembly is installed to server GAC (use the following reference to make that happen)

  • • The account specified in CA must have the Application Impersonation role in Office 365. This can be checked in the O365 portal > Outlook > Permissions > Permissions tab > Application Impersonation > Add user to this role;

  • • User should have an e-mail address, which will be his exchange online email.

NOTE:

Our integration with O365 implies that it will be possible to get information from the Exchange online web parts and SharePoint online documents straight from the online site into your local SharePoint portal.


If you need to provide SSO meaning that an Office 365 user can login to LMS application using his Office 365 account you would need to have a working AD FS infrastructure connected to an Office 365 subscription. Please refer to the following online documentation for how to plan and setup AD FS 2.0 for single sign-on:

http://technet.microsoft.com/en-us/video/setting-up-single-sign-on-with-office-365-using-adfs-2-0.aspx

http://technet.microsoft.com/en-us/library/adfs2-step-by-step-guides(v=ws.10).aspx

 

    1. 11.2 Configuration

In order to have Office 365 content transmitted to your local SharePoint server a connection should be established between Office 365 Portal and SharePoint Portal. To do that, follow the steps described below:

    1. a. Go to your local SharePoint Server 2013 Central Administration site;

    2. b. Go to Application Management section;

    3. c. Go to LMS>Global features section;

    4. d. Select a proper web application

    5. e. At the bottom of the page, in the Office 365 Settings section, fill in the required information:

 

Picture 101

 

  1. 1. URL of portal – is the URL of your SharePoint team site at Office 365 portal

  2. 2. Advanced settings – this setting is necessary in order for utilizing the feature to insert documents/files managed in SharePoint Online document libraries. Enter the credentials of the site collection administrator of the SharePoint team site at Office 365 portal.

    1. f. Press OK to save the Changes;

Afterwards you need to activate the ELEARNINGFORCE – LMS: Integration with Office 365 site-scoped feature. To do it, follow the steps described below,

    1. a. Log in to your local SharePoint site from the web application for which integration has been configured (this can be SHAREPOINT LMS organization or course or other);

    2. b. Go to Settings >Site Settings:

 

Picture 1345054378

 

    1. c. Go to Site Collection Administration>Site collection features:

 

Picture 44

 

    1. d. Activate the ELEARNINGFORCE – LMS: Integration with Office 365 feature:

 

Picture 20

 

    1. 11.3 Integration

Once integration is configured you can get information from the Exchange online web parts and SharePoint online documents straight from the online site into your local SharePoint portal.

      1. 11.3.1  Office 365 Web Parts

In order to add Office 365 web parts that will transmit data from your Office 365 Portal follow the described steps,

  1. a. Log in to your local SharePoint site from the web application for which integration has been configured (this can be SHAREPOINT LMS organization or course or other);

  2. b. On the ribbon menu click Edit button:

 

Picture 13

 

  1. c. On the Editing Tools menu click Insert. Choose Web Part:

 

Picture 275

 

  1. d. From the Categories menu, choose Office 365, then choose and add the needed web part (click Add button on the right):

 

Picture 16

 

  1. e. Click the Save & Close button on the ribbon (Picture 287);

  2. f. The chosen web part will now appear on the Course home page:

 

Picture 95

 

Data transmission will be processed with the help of the next web parts:

 

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML16be279.PNG

 

  • − My Calendar – displays information from the Office 365 Outlook Exchange Calendar;

  • − My Contacts – displays information from the Office 365 Outlook Exchange Contacts;

  • − My Inbox – displays information from the Office 365 Outlook Exchange Inbox;

  • − My Tasks – displays information from the Office 365 Outlook Exchange Tasks;

  • − List View – a list view web part that can show information from any list of the Office 365 SharePoint team site. You can specify the list and list view in the web part’s properties:

 

Picture 96

 

NOTE:

The List View web-part displays the data under impersonation not under current user. It means that Learner will see all list documents, not only shared with him. But he won't be able to open them.

 

      1. 11.3.2  Sharing Documents

NOTE:

When you use documents from your Office 365 portal, you don’t have to download them constantly and then upload them to your local SP Server. You can now simply create a link to the needed Office document from your SP Server.

        1. 11.3.2.1 Adding Shared Documents

To provide links to shared documents, follow the steps described below:

  1. a. On the Course level, go to the Documents section;

  2. b. On the ribbon menu, choose Documents from the Library Tools:

 

  1. c. Click New Document>Link to a Document:

 

Picture 97

 

  1. d. In the open form, on the Document URL form click the Browse button (Picture 98):

 

Picture 262

 

  1. e. In the open form, check the SharePoint Online radio button:

 

Picture 263

 

  1. f. In the open form choose the document you want to be linked. Click OK. Then again OK:

 

Picture 99

 

  1. g. In the edition form fill in all required fields and click the Save button:

 

Picture 27

 

  1. h. You will be redirected to the Documents section with the newly added linked document:

 

Picture 1345054379

 

        1. 11.3.2.2 Uploading Documents from Office 365

You may not only provide links to shared documents, but also upload documents straight from the Office 365 portal. To do it, follow the steps described below:

  1. a. On the Course level, go to the Documents section;

  2. b. On the ribbon menu, choose Files tab:

  3. c. Click Upload Document from Office 365:

 

Picture 28

 

  1. d. In the open form choose the document you want to upload. Click OK:

 

Picture 256

 

 

  1. e. In the edition form fill in all required fields and click the Save button:

 

Picture 271

 

  1. f. You will be redirected to the Documents section with the newly uploaded document:

 

Picture 350

 

        1. 11.3.2.3 Adding Shared Documents to a Learning Module

You can also add shared documents to a Learning Path. To do it, follow the steps described below,

  1. a. On the Course level, go to the Learning Module section;

  2. b. Choose the needed Learning Module and enter the Settings section;

  3. c. Click Add Item:

 

Picture 1345054371

 

  1. d. In the Item Type section choose Document; in the Items Settings section click the No Selection > Select document:

 

Picture 105

 

  1. e. In the open form, check the SharePoint Online radio button:

 

Picture 106

 

  1. f. In the open form choose the document you want to be added to the current Learning Module. Click OK. Then again OK:

 

Picture 107

 

  1. g. The link to the newly added document will appear in the Add Item form:

 

Picture 282

 

  1. h. Click OK to save the changes. You will be redirected to the current Learning Module Settings section with the newly added linked document:

 

Picture 1345054381

 

  1. 12 SHAREPOINTLMS LOGGING

SharePointLMS generates specific logs only during installation/upgrade process. These logs are created and stored in the installation files’ folder. Else, there are no specific log files. All logs are captured in the windows event viewer and SharePoint ULS logs on the server side.

Logs related to SharePointLMS are generated in ULS log files under the category ‘EFI’ which is a category of the elearningforce.sharepoint.common.wsp solution. Additionally there’s a farm feature SharePointLMS Logging that allows configuring what kind of warning will be captured. To activate it go to Central Administration>System Settings> Manage Farm Features and activate the mentioned feature:

 

Picture 24

 

When it’s activated, the following categories are registered for SharePointLMS available for Diagnostic Logging:

 

Picture 25

 

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