LMS 365 | Course Creator & Catalog Add-in User Guide

  1. 1. The LMS365 | Course Creator & Catalog

The LMS365 | Course Creator & Catalog Add-in is used for creating courses and training plans, and managing them in the course catalog. It allows adding content packages, learning modules, assignments, and quizzes to course sites (using SCORM & AICC Player Add-in, Learning Module Builder Add-in, Assignments & Grade Book Add-in, and Quiz Builder Add-in), assigning certificates to learners for course/training plan completion and provides a catalog of courses and training plans for users to enroll.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. 2. Permission Levels

 

The LMS365 | Course Creator & Catalog uses the following minimum permission levels required to install and run the add-in:

 

  1. 1. SharePoint Administrator – to install the add-in;

  2. 2. Global Administrator – for tenant provisioning, setting up permissions for Azure AD and Exchange Online;

  3. 3. Manage – for add-in permission request (indicates the activities that an add-in is permitted to do within the requested scope). This add-in permission level corresponds to Full Control user permission level. If a user attempts to install an add-in that requests more permissions than the user has, an error message displays to the user informing him that he does not have sufficient permissions to grant the add-in its request;

  4. 4. Full Control – for people who can administer the add-in (Team Site Owners Group by default);

  5. 5. Read – for User to enroll and complete courses within the add-in.

 

Please see the table below for more detailed information on different roles’ permissions.

 

 

Site Collection Administrator

Owner

Teacher

Learner

Visitor

Team Site

Installation

V

X

X

 

X

License

X

V

X

 

X

Administration Back-end

X

V

V
Manages his courses/training plans
(must have 
Visitor permissions on Course Catalog site)

 

X

Add-in/Web Parts


(Course Catalog, Course Description and Information & My Training Dashboard)

(My Learning Modules, Assignments)

V

X

 

V

Course/Training Plan Site

Installation

V

X

X

(сan install add-ins only via Course Catalog, but cannot trust them)

X

X

License

X

X

V

X

X

Administration Back-end

X

X

V

X

X

Add-in/Web Parts


(Course Description and Information)

(Course Catalog, My Learning Modules, Assignments)


(Course Description and Information)

(Course Catalog, My Learning Modules, Assignments)

V

V


(Course Description and Information)

(Course Catalog, My Learning Modules, Assignments)

 

 

  1. 3. Adding Course Catalog Web Part

 

The LMS365 | Course Creator & Catalog Add-in comes with a Web Part. The Web Part will provide the UI for users to see the Course Catalog and they will be able to enroll into courses and training plans from their Team Site.

To add the Web Part you must edit the page:

Picture 1

 

Once in Edit Mode you click the Insert Tab followed by Web Part, select Course Catalog in LMS365 category and click “Add”:

Рисунок 839122759

 

The Web Part has now been inserted in the page and will state that there are “No available courses in the catalog”:

C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTML1865548.PNG

 

Click the Save icon in the Menu to save the page:

 

Picture 453

 

The page will now be saved.

  1. 4. Configuring Course Catalog

By default, Course Catalog displays a list of courses and training plans with 6 tabs: All Available, Pending Approval, Optional, Required, Completed, and Enrolled. All Available, Optional, Required and Enrolled tabs show courses and training plans regardless of their completion status. Completed tab shows only completed courses and training plans. Pending Approval tab shows courses and training plans with Pending Approval status. The list shows 20 courses/training plans per page:

Рисунок 839122752

 

This view can be configured in the Administration back-end. To change Course Catalog settings click Settings menu in the Administration back-end:

 

Picture 43

 

In the Course Catalog settings you can set:

  • Tab Configuration – allows configuring which tabs will be displayed in the course catalog (All Available, Optional, Required, Completed, Pending Approval, Enrolled):

Picture 409

 

  • Enrollment settings – enables displaying enrollment link in the Course Catalog:

Рисунок 839122754

 

  • Certificate settings – enables displaying certificates of completed courses and training plans:

Рисунок 839122755

 

You can navigate to Add-in Administration page of any course/training plan from the Course Catalog Administration page. To do this, click navigation link “SCORM & AICC Player”, “Learning Module Builder”, “Assignment & Gradebook” or “Quiz” on the Course Catalog Administration page:

 

Picture 27

 

A modal dialog will appear with the list of all courses/training plans where the selected Add-in is installed:

 

Picture 1345054640

 

After clicking the course or training plan name, you will navigate to the Add-in Administration page of the selected course or training plan correspondingly:

Picture 1345054641

 

NOTE:

It is possible to go to other courses/training plans using these navigation links ONLY from Course Catalog Administration page. If you click these navigation links on Administration page of any other add-in, a dialog with courses/training plans list will not open, you will just be redirected to the settings of the selected add-in on the same site.

  1. 5. Creating a Course

The LMS365 | Course Creator & Catalog allows you to create courses.

 

NOTE:

If you have problems with a Course creation, please contact your LMS Administrator (Access Denied message may signal about malconfiguration of the app).

NOTE:

You’ve got to have minimum Owner rights to create courses.

 

To create a course, do the following:

  1. 1. On the Course List page click Create New Course button Picture 483:

 

Picture 39

 

  1. 2. Select the type of the course you want to create:

 

Рисунок 2

 

    1. a. e-Learning – use this course type to build comprehensive online training from existing documents, quizzes, Content Packages and Learning Modules;

    2. b. Classroom & Blended Training – use this course type for creating classroom and blended trainings;

    3. c. Webinar – use this course type for creating webinar trainings.

  1. 3. Depending on the course type, course creation form has some differences, but most settings are the same for all course types:

 

Picture 457

Picture 40

 

Fill Course information (fields marked with an asterisk (*) are required):

  • − Course Name – type your course title;

  • − Course Description – type your course description;

  • − Course Category – select your course category or create a new one.

To select an existing category put a cursor in the Course Category field. A drop-down list with all categories will be displayed.

NOTE:

In this list, only Categories from one course catalog are displayed. It means set of Categories will be unique on different Course Catalogs inside of Tenant.

Find the needed category and click it to select:

 

Picture 7

 

To create a new category type its name in the Course Category field and click Enter:

 

Picture 8

 

  • − Course ID – type your course ID;

  • − Course Duration – specify your course duration;

  • − Course Template – select template for your course from the drop-down list;

  • − Enrollment Flow – from the drop-down list select the enrollment flow type:

 

Picture 471

 

  • • Automatic Approval – approval is done by the system after user enrolls in the course (enrollment requests are automatically created with the Enrolled status);

  • • Line Manager Approval – enrollment request should be approved or rejected by the Line Manager (users who are specified as Line Managers in Azure AD);

  • • LMS Administrator Approval – enrollment request should be approved or rejected by the LMS Administrator (owner of the site where course catalog is installed);

When Line Manager Approval or LMS Administrator Approval enrollment flows for the course are selected, learner who enrolls in the course will see ‘Pending Approval’ status for this course in the Course Catalog web part:

 

Рисунок 839122756

 

He will be able to cancel enrollment before his request is approved or rejected by clicking Cancel button next to the name of the course. A cancellation message is required:

 

Picture 41

 

On the Enrollment requests page Line Manager or LMS Administrator will see cancelled requests with the cancellation messages:

 

Picture 1345054458

 

  • − Course Administrators – enter user names or AD group to add users to Course Administrators (by default user who creates the course is specified in this field and is added to the Course Administrators group);

  • − Learners – enter user names or AD group to add users Course Learners (by default, this field is empty);

  • − Visitors – enter user names or AD group to add users to Course Visitors. They will have 'Read Only' access to Course Site;

 

Select Course options:

  • − Show in Course Catalog – enable this option to display your course in Course Catalog;

  • − Set as Required Course – enable this option to set the course as required;

  • − Continuing Education Units – enable this option to grant Learners CEUs for passing this course. Enter the number of units in the field below:

 

Picture 470

 

  • − Published – enable this option to make the course available for enrolling (by default course is published). Enable this option to set Start and End dates for the course:

 

Picture 474

 

    • Start Date – select date and time the course begins and is published. By default Start Date is current date;

    • End Date – select date and time the course ends;

NOTE:

Only Published courses with Start Date less than or equal to the current date and End Date more than or equal to the current date (date and time are set according to the Regional Settings of the current site) are available in Course Catalog.

NOTE:

If a learner tries to access an unpublished course using direct link, he will see the following message:

 

Picture 28

 

 

Courses with ended publishing are shown in the Course Catalog with ‘Course Ended’ label and no action buttons:

Рисунок 839122757

 

Select Required Add-ins:

  • • Content Packages – enable this option to add a SCORM & AICC Player Add-in part to the course page:

 

Picture 29

 

NOTE:

It is possible to use this feature only after SideLoading feature activation. For details see the LMS365 | Course Creator & Catalog Add-in Installation Guide.

 

Then select content packages to be displayed in your course from the list of all content packages uploaded to the LMS365 | SCORM & AICC Player Add-in on your site:

 

Picture 30

 

Select option “Set Course Completion” to set course completed after completion of a content package. If this option is edited later status of already completed courses will not be changed.

 

NOTE:

In order to use this feature, you should have the LMS365 | SCORM & AICC Player Add-in installed on your tenant.

 

  • • Quiz – enable this option to add the LMS365 | Quiz Builder Add-in to the Course site:

 

Picture 31

 

NOTE:

In order to use this feature, you should have the LMS365 | Quiz Builder Add-in installed on your tenant.

 

Then select Quizzes to be displayed in your course from the list of all Quizzes created within the LMS365 | Quiz Builder Add-in on your site:

 

Picture 3

 

Select option “Set Course Completion” to set course completed after completion of a Quiz. If this option is edited later status of already completed courses will not be changed.

After a user selects Quizzes and presses Save button, selected Quizzes will appear under Select Quizzes link:

 

Picture 1345054442

 

It is possible to delete selected Quiz by clicking delete button Picture 1345054443.

 

NOTE:

User cannot create a new Quiz while creating a Course.

 

  • • Assignments & Grade Book – enable this option to add the LMS365 | Assignments & Grade Book Add-in to the Course site:

 

Picture 37

 

NOTE:

In order to use this feature, you should have the LMS365 | Assignments & Grade Book Add-in installed on your tenant.

 

  • • Learning Module Builder – enable this option to add the LMS365 | Learning Module Builder Add-in to the Course site:

 

Picture 34

 

NOTE:

In order to use this feature, you should have the LMS365 | Learning Module Builder Add-in installed on your tenant.

NOTE:

If SCORM & AICC Player, Assignments & Gradebook, Quiz Builder, and Learning Module Builder Add-ins have not been installed to your site before, you should trust them manually to complete correct add-in installation:

Go to the course page after course creation and click “Trust LMS365 | SCORM Player”, “Trust LMS365 | Assignments & Gradebook Add-in”, “Trust LMS365 | Learning Module Builder”, and “Trust LMS365 | Quiz Builder” links in the left menu:

 

Picture 16

 

And then confirm trust:

 

Picture 4

 

You will be redirected to the Add-in Administration Back-End. Now the Add-in Part is correctly added to your course site to make SCORM/AICC and Assignments content available for learners.

 

  • • Certificate – enable this option to add Certificate Template to the created course:

 

Picture 458

 

Then select from the drop-down list certificate template that will be assigned to Learners after course completion. When Certificate option is enabled, the following one appears:

    • Certificate Expiry – enable this option to configure certificate expiration settings:

      • ▪ Relative Date – select this option to set the number of days after the course completion, after which the certificate expires:

 

Picture 475

 

      • ▪ Fixed Date – select this option to set the exact date and time on which the certificate expires:

 

Picture 487

 

  • − Course Web Address – type a relative address for your course;

  • − Course Catalog Image – select image for your course. You can use one of already uploaded files or upload a new one from your computer:

 

Picture 1345054436

 

    1. a. To create a new e-Learning course, complete the open Course creation form as described above. The difference for this course type is that you can set course due date and specify tags for it:

  • − Due Date – set the date on which all enrolled Learners must complete the course:

    • Relative Date – select this option to set the number of days after enrollment on which the due date comes:

 

Picture 488

 

    • Fixed Date – select this option to set the exact date and time on which the due date comes:

 

Picture 489

 

  • − Tags – enter keyword(s) to help identify and search your course;

    1. b. To create a new Classroom and Blended Training course or Webinar course, complete the open Course creation form as described above. The difference for these course types is that you can set course completion and specify the enrollment type:

 

Рисунок 1345054526

 

    • Course Completion – set minimum attendance percentage to set course completed. It can be as follows: registered 25% attendance, registered 50% attendance, registered 75% attendance or registered 100% attendance. Course is completed if Learner’s percentage of attendance is equal to or more than it was set in Course Completion and Learner has passed all necessary learning items correctly or Course Administrator has manually set completion in the Gradebook;

    • Enrollment Type – select whether enroll learner into all course sessions or into a single session. When ‘Enroll user into a single course session’ option is selected, learner will select one session when he enrolls into a course.

NOTE:

If course has several course sessions, an average percentage of attendance across all course sessions is counted for course completion (ended course sessions are not taken into account).

NOTE:

When Course Administrator has registered Learner’s attendance and course is completed by Learner, course will still be completed for Learner despite changed Course Completion settings.

NOTE:

When ‘Enroll user into a single course session’ option is selected, Learners field is not available on the Course Creation form (it is added to the Course Session Creation form).

NOTE:

Enrollment Type cannot be edited after saving the course.

 

  1. 4. When all necessary fields are filled in, click Create button to create your course. After that, you will be presented with the following screen from where you can return to Course Administration or create another course:

Рисунок 839122766

 

NOTE:

After creation of Classroom & Blended Training or Webinar course types, you will be presented with the following screen:

Рисунок 1345054439
 

See more about managing course sessions in subchapter 5.1 Creating Course Sessions.

 

Click Return to Course Administration link to see your course provisioning (click on spinner next to the course name):

 

Picture 1345054463

 

 You can use Provisioning filter button to find the needed courses:

 

Picture 1345054615

 

NOTE:

If some problems appear whilst course provisioning, you will see either an unhappy face sign or a warning sign (you can click them to see details).

 

 When course has been created, callout action menu appears.

 

NOTE:

By default the following groups are created on the course site:

  • • ‘Course Administrators’ group with Full Control permission level;

  • • ‘Learners’ group is created with READ permission level;

  • • ‘Visitors’ group is created with READ permission level.

When a user from ‘Visitors’ group opens course site, he will see the following message:

 

Picture 1345054437

 

When a user from ‘Visitors’ group has enrollment request pending approval and opens course site, he will see the following message:

 

Picture 1345054439

 

Course Catalog’s Owners group are owners for all groups created on the course site, and have Full Control permissions to course.

 

 

    1. 5.1 Creating Course Sessions

After the course has been created, click the callout menu next to its name, and then Manage Course Sessions link:

Рисунок 839122767

 

 

 

Click Create New Course Session button to create a course session:

Рисунок 839122768

 

 

 

Fill in the following fields for Classroom and Blended course type (fields marked with an asterisk (*) are required):

 

Рисунок 839122770

 

    • Start – select date and time classroom event starts;

    • End – select date and time classroom event ends;

    • Time Zone – select time zone for classroom event (by default it is set according to the regional settings of the current site);

    • Max. Attendees – set the number of maximum attendees of classroom event (this value must be positive integer);

    • Room – select the room for classroom event created in LMS365 Exchange Online (see subchapter 5.2 Creating and Configuring Rooms for Classroom & Blended Trainings). It is also possible to create a new room the same way as a new category (type its name in the Room field and click Enter). Room added in such a way exists only for the current course and is not created in LMS365 Exchange Online and does not have any information (location, max. attendees).

NOTE:

Start and End dates of classroom event are not validated against course publishing dates, so please assure you select these dates within publishing dates.

NOTE:

If you try to enroll number of Learners that exceeds the number of Max. Attendees, a validation message will appear:

 

Рисунок 839122776

 

NOTE:

If you try to enroll in a course in which ‘Enroll user into all course sessions’ option is selected and the minimum number of Max. Attendees is reached, you will see a tooltip that this course is full:

 

Рисунок 839122771

 

NOTE:

If you add AD group to Learners on Course Creation/Edit form, it will be counted as one Learner in regard to Max. Attendees.

Rooms in the Room Selector are displayed according to user permissions on a Room List:

 

Рисунок 839122777

 

      • ▪ Start – select date and time classroom event starts;

      • ▪ End – select date and time classroom event ends;

      • ▪ Time Zone – select time zone for classroom event (by default it is set according to the regional settings of the current site);

      • ▪ Warning sign – click this icon to see rooms on which you do not have set permissions:

NOTE:

Date and Time Zone specified in the Room Selector are automatically set to the Course Creation/Edit page.

If any of these values has been changed, a List of Rooms shown in the Room Selector is updated.

 

Picture 655

 

NOTE:

To see rooms created in LMS365 Exchange Online, you must configure rooms access account. See chapter 17. Managing Notifications for details.

If Exchange Online Settings are not set, you will see the following validation message:

 

Picture 656

 

      • ▪ Title – displays the title of the room (specified whilst its creation);

      • ▪ Location – displays room location (specified whilst its creation);

      • ▪ Is Free – if room is not occupied during the Start and End period, it is marked as “Yes”. If it is occupied during this period, it is marked as “No” and it is impossible to choose such a room.

NOTE:

When course is created and Publishing Start date comes, a new appointment with a reserved room is created in user’s Office 365 Outlook Calendar.

If a room has been changed whilst course editing, previous room reservation is cancelled and a new room is reserved (user will see an updated appointment in his Calendar).

If Course Administrators/Learners have been changed, classroom event attendees will be changed in Calendar too:

 

Picture 12

 

When attendees are changed, only those users, who are added or removed from classroom event, receive email notification. When other classroom event properties are changed, all attendees receive email notifications (only users who have already completed the course will not receive them).

 

For Webinar course type the only difference is Meeting URL which is used instead of Rooms reservation:

 

Рисунок 61

 

    • Meeting URL – specify URL address (a link) following which learner could join a webinar.

NOTE:

If you enter an invalid URL, a validation message will appear:

 

Рисунок 1345054499

 

NOTE:

If on the Course Creation form ‘Enroll user into a single course session’ option is selected, Learners field is added on the Course Session Creation form:

 

Рисунок 839122782

 

If you try to enroll number of Learners that exceeds the number of Max. Attendees, a validation message will appear:

 

Рисунок 1345054524

 

 

When all required fields are filled in, click Create button to create a course session.

After course session has been created, a callout menu (with Edit Course Session and Delete Course Session options) appears next to it:

 

Рисунок 839122783

 

    1. 5.2 Creating and Configuring Rooms for Classroom & Blended Training Courses

To be able to select rooms for classroom events while creating a Classroom & Blended Training course, you need to configure settings on two levels: Tenant level and Course Catalog level. Remember that before you could configure settings on the Course Catalog level, first you need to configure them on the Tenant level.

To configure settings on the Tenant level, do the following:

  1. 1. Make sure your Office 365 account is a Global Administrator. Connect to LMS 365 Exchange Online using SharePoint Online Management Shell;

    1. a. Run Management Shell as an administrator;

    2. b. Set the execution policy:

Set-ExecutionPolicy -Scope Process -ExecutionPolicy RemoteSigned
$UserCredential = Get-Credential

    1. c. In the appeared dialog box type your Office 365 credentials and click OK button:

 

Picture 648

 

NOTE:

The account you use will need permissions to LMS 365 Exchange Online. By default, only Global Administrators in Office 365 have Organization Management rights in Exchange Online.

 

  1. 2. Connect to Exchange Online and import all Exchange cmdlets into our session:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Import-PSSession $Session

  1. 3. Create a Room List Office 365:

$RoomAlias = Get-Mailbox -RecipientTypeDetails RoomMailbox -Filter {Office -eq 'All Rooms'} | select -ExpandProperty Alias
New-DistributionGroup -RoomList -Name 'All Rooms' -Members $RoomAlias

NOTE:

‘All Rooms’ value is an example; you can specify any value you want to name your Room List.

  1. 4. Create rooms in Office 365 Admin center:

    1. a. On the left-side menu click Resources tab, and then Rooms & equipment link:

 

Picture 650

 

    1. b. Click Add button and fill in fields in the open form (fields marked with an asterisk (*) are required):

 

Picture 651

 

Click Add button to create a room or Close button to discard the action.

 

  1. 5. Add existing Room Mailboxes (from the email field) to Room List Distribution Groups:

Add-DistributionGroupMember -Identity "All Rooms" -Member roommailboxname

In our example, this cmdlet will have the following view: Add-DistributionGroupMember -Identity "All Rooms" -Member room101@mytestqa8.onmicrosoft.com

 

Once you have configured settings on the Tenant level, you need to configure settings on the Course Catalog level. To do this, follow the steps:

  1. 1. Enable notification settings in Course Catalog: Settings > LMS Settings > Notifications > Exchange Online Settings (see chapter 17. Managing Notifications for details). It is required to configure Exchange Online Settings for each Course Catalog with the same account set in the next point or run the command from the next point for a new user according to Exchange Online Settings;

  2. 2. Add Calendar Permissions with Management Shell:

$(Get-Group "All Rooms").Members | % {
$member = $_
$mailBox = Get-Mailbox -Identity $member
 
Add-MailboxFolderPermission $mailBox":\Calendar" -User
 mailname@domain.com -AccessRights Reviewer
}

NOTE:

Use email from the step 1 instead of mailname@domain.com.

Now you will be able to select rooms from the Room List on which you have set permissions while creating/editing Classroom & Blended Training course.

  1. 6. Adding Course Description and Information Web Parts to the Course Site

By default, these two web parts are added to the course site pages of newly created courses:

 

Picture 1345054512

 

  • • Course Description – this web part displays your course description;

  • • Information – this web part displays course related information such as Category, Course Schedule (time is displayed according to user’s local time zone), Credits, Duration, etc.

NOTE:

If the course has several course sessions in which learner is enrolled, information about all of them will be shown on the Web Part:

 

Рисунок 1345054573

If the course has no active course sessions, the following message will be displayed instead of information:

 

Рисунок 1345054598

 

 

To add these web parts to the existing courses, do the following:

  1. 1. Edit the page:

 

Picture 461

 

  1. 2. Once in Edit Mode you click the Insert Tab followed by Web Part, select LMS365, and then the needed web part, and click Add button:

 

Picture 478

 

  1. 3. The Web Part has now been inserted in the page. Click the Save icon in the Menu to save the page:

 

Picture 1345054493

 

  1. 7. Editing Courses

NOTE:

Only users with Owner rights can edit courses.

 

To edit a course, do the following:

  1. 1. On the Course List page click the callout menu next to the Course you want to edit, and then Edit Course button:

 

Picture 1345054435

 

  1. 2.  On the opened page edit settings of the course:

Picture 6

 

Learners field is used only for adding new users or AD groups to the course. To see already enrolled learners, click Manage Enrolled Users link under the Learners field. The following form will be opened:

 

Picture 17

 

In Learner Administration dialog you can view, filter and delete enrolled learners. To delete learner/group from the course, select the checkbox next to his/its name, and then click Delete Selected Learners/Groups button. A confirmation message will appear:

 

Picture 35

 

Click OK button to delete user/group from the course or Cancel button to discard the action.

NOTE:

If Learner or AD group was added through SP group, they are not visible on this form (only if ‘Enroll users to a single course session’ option is selected for the course).

NOTE:

If you add new users/groups to the course, they will be displayed in the Learner Administration only after saving the course.

NOTE:

If users/groups were deleted from course site, they are not displayed in the Learner Administration.

 

  1. 3. To stop editing and discard all changes select “Return to Course Administration”. You will be redirected to the Course Administration page.

  2. 4. To save changes click Save button in the bottom of the page. After that, you will be presented with the following screen:

 

 

Рисунок 1345054521

 

  1. 5. Click Return to Course Administration link to see your course provisioning:

 

Picture 1345054576

 

You can use Provisioning filter button to find the needed courses:

 

Picture 1345054616

 

NOTE:

If some problems appear whilst course provisioning, you will see either an unhappy face sign or a warning sign (you can click them to see details).

NOTE:

If you edit Classroom & Blended Training and Webinar course types (course sessions) and attendees or room information is changed, a new appointment is created in user’s Calendar (an old one is deleted).

 

  1. 8. Creating Training Plan

Training Plan functionality allows creating and managing maps of training courses for the selected learners to give them a total overview of which learning map must be completed by them.

 

NOTE:

If you have problems with a Training Plan creation, please contact your LMS Administrator (Access Denied message may signal about malconfiguration of the app).

 

To create a new training plan, do the following:

  1. 1. Go to the Administration back-end and click Training Plan List tile:

 

Picture 1345054440

 

  1. 2. On the Training Plan List page click Create New Training Plan button:

 

Picture 1345054441

 

  1. 3. Fill in the open form:

 

Picture 479

Picture 484

 

Fill Training Plan information (fields marked with an asterisk (*) are required):

  • − Training Plan Name – type your training plan title;

  • − Training Plan Description – type your training plan description;

  • − Category – select your training plan category or create a new one.

To select an existing category put a cursor in the Category field. A drop-down list with all categories will be displayed.

NOTE:

In this list, only Categories from one course catalog are displayed. It means set of Categories will be unique on different Course Catalogs inside of Tenant.

Find the needed category and click it to select:

 

Picture 1345054502

 

To create a new category type its name in the Category field and click Enter:

 

Picture 1345054504

 

  • − Training Plan ID – type your training plan ID;

  • − Training Plan Duration – specify your training plan duration;

  • − Training Plan Template – select template for your training plan from the drop-down list;

  • − Enrollment Flow – from the drop-down list select the enrollment flow type:

 

Picture 497

 

  • • Automatic Approval – approval is done by the system after user enrolls in the training plan (enrollment requests are automatically created with the Enrolled status);

  • • Line Manager Approval – enrollment request should be approved or rejected by the Line Manager (users who are specified as Line Managers in Azure AD);

  • • LMS Administrator Approval – enrollment request should be approved or rejected by the LMS Administrator (owner of the site where course catalog is installed);

When Line Manager Approval or LMS Administrator Approval enrollment flows for the training plan are selected, learner who enrolls in the training plan will see ‘Pending Approval’ status for this training plan in the Course Catalog web part:

 

Picture 1345054651

 

He will be able to cancel enrollment before his request is approved or rejected by clicking Cancel button next to the name of the training plan. A cancellation message is required:

 

Picture 1345054652

 

On the Enrollment requests page Line Manager or LMS Administrator will see cancelled requests with the cancellation messages:

 

Picture 1345054653

 

NOTE:

Enrollment Flow set in the course(s) included in the training plan is ignored by the system, when user enrolls in the training plan.

 

  • − Training Plan Administrators – enter user names or AD group to add users to Training Plan Administrators (by default user who creates the course is specified in this field and is added to the Training Plan Administrators group). Remember that users specified in this field are not added to the Course Administrators group of the courses included in the training plan;

  • − Learners – enter user names or AD group to add users Training Plan Learners (by default, this field is empty);

  • − Visitors – enter user names or AD group to add users to Training Plan Visitors. They will have 'Read Only' access to Training Plan Site;

 

Select Training Plan options:

  • − Show in Course Catalog – enable this option to display your training plan in the Course Catalog;

  • − Set as Required Training Plan – enable this option to set the training plan as required;

  • − Continuing Education Units – enable this option to grant Learners CEUs for passing this training plan. Enter the number of units in the field below:

 

Picture 32

 

  • − Published – enable this option to make the training plan available for enrolling (by default training plan is published). Enable this option to set Start and End dates for the training plan:

 

Picture 33

 

    • Start Date – select date and time the training plan begins and is published. By default Start Date is current date;

    • End Date – select date and time the training plan ends;

NOTE:

Only Published training plans with Start Date less than or equal to the current date and End Date more than or equal to the current date (date and time are set according to the Regional Settings of the current site) are available in Course Catalog.

NOTE:

When a training plan is set to Published (with specified Start/End dates), all included in it courses are check on availability for the training plan duration. If there is a conflict (after user saves training plan), a validation will appear:

 

Picture 1345054522

 

 

  • − Due Date – set the date on which all enrolled Learners must complete the training plan:

    • Relative Date – select this option to set the number of days after enrollment on which the due date comes:

 

Picture 1345054494

 

    • Fixed Date – select this option to set the exact date and time on which the due date comes:

 

Picture 1345054495

 

Select Training Courses to be included in the training plan:

 

Picture 1345054508

 

  • • Select Training Courses – click this link to select courses, which will be added to the training plan:

 

Picture 1345054511

 

Select courses to add to the training plan and set courses required for training plan completion, and then click Save button. After that, selected courses will appear in Training Courses to be included section. In this section, it is possible:

  • to set courses required for training plan completion;

  • to set prerequisites, which means that learner will be required to complete all preceding course(s) before he could access the locked courses (click on the Lock column next to the course name or use Lock icon on the top of the column to set prerequisites for all courses except the first one);

  • to change the order of courses (use drag-and-drop functionality for this);

  • to delete selected courses by clicking delete button Picture 1345054465.

NOTE:

If learner tries to access the locked course using direct link or via Course Catalog, he will see the following message:

 

Picture 1345054593

 

NOTE:

If learner enrolls in a training plan in which a course that he has previously completed is locked, this course will be unlocked for learner.

 

NOTE:

User cannot create a new course while creating a training plan.

 

  • • Certificate – enable this option to add Certificate Template to the created training plan:

 

Picture 15

 

Then select from the drop-down list certificate template that will be assigned to Learners after training plan completion. When Certificate option is enabled, the following one appears:

    • Certificate Expiry – enable this option to configure certificate expiration settings:

      • ▪ Relative Date – select this option to set the number of days after the training plan completion, after which the certificate expires:

 

Picture 491

 

      • ▪ Fixed Date – select this option to set the exact date and time on which the certificate expires:

 

Picture 505

 

  • − Tags – enter keyword(s) to help identify and search your training plan;

  • − Training Plan Web Address – type a relative address for your training plan;

  • − Course Catalog Image – select image for your training plan to be displayed in the Course Catalog. You can use one of already uploaded files or upload a new one from your computer:

 

Picture 1345054492

 

  1. 4. When all necessary fields are filled in, click Create button to create your training plan. After that, you will see the following screen from where you can return to Training Plan Administration or create another training plan:

 

Рисунок 1345054575

 

Click Return to Training Plan Administration link to see your training plan provisioning (click on spinner next to the training plan name):

 

Picture 1345054466

 

You can use Provisioning filter button to find the needed training plans:

 

Picture 1345054617

 

NOTE:

If some problems appear whilst training plan provisioning, you will see either an unhappy face sign or a warning sign (you can click them to see details).

 

When training plan has been created, callout action menu appears.

After training plan creation, it will appear in the Course Catalog along with the courses included into it (it is intended for users who want to enroll in a particular course and not in a training plan):

 

Picture 1345054569

 

To see courses included in the training plan, click Expand button on the training plan image (you will see only information about them; courses’ titles are not clickable):

 

Picture 1345054584

When Learner clicks Enroll button next to the training plan name, he is automatically enrolled in the training plan and courses included in this training plan (if Automatic Approval type of the enrollment flow is selected; otherwise, an enrollment request is created and learner will see pending approval status on the Course Catalog web part). Now learner will be able to unenroll from the training plan by clicking Unenroll button or go to the training plan site by clicking Go To Training Plan button:

 

Picture 1345054585

 

  1. 9.  Training Plan Web Parts

Training Plan is created as a new site with 3 available by default web parts:

 

Picture 1345054656

 

  • • Training Plan Description – this web part displays your training plan description;

  • • Information – this web part displays training plan related information such as Title, Type, Duration, Category, Training Plan ID, CEUs, Credits, etc.;

  • • Courses – this web part displays courses that are included in this training plan and their statuses:

    • Not Started status – means that Learner has not started none of the courses included in a training plan;

    • In Progress status – means that Learner has started at least one course included in a training plan;

    • Completed status – means that Learner has completed all courses required for training plan completion.

 

Locked courses are shown on this web part as well:

 

C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTML4342d06b.PNG

 

You cannot access the locked course (Pad Lock icon is not clickable) until the previous one has been completed.

 

NOTE:

Please remember that the system does not have additional logic for the stand-alone add-ins installed on the training plan site. Therefore, we do not recommend you installing add-ins on this site and setting completion by particular learning item.

 

  1. 10. Editing Training Plan

NOTE:

Only users with Owner rights can edit training plans.

 

To edit a training plan, do the following:

  1. 1. On the Training Plan List page click the callout menu next to the training plan you want to edit, and then Edit Training Plan button:

 

Picture 1345054444

 

  1. 2.  On the opened page edit settings of the training plan:

Picture 52

 

Learners field is used only for adding new users or AD groups to the training plan. To see already enrolled learners, click Manage Enrolled Users link under the Learners field. The following form will be opened:

 

Picture 44

 

In Learner Administration dialog you can view, filter and delete enrolled learners. To delete learner/group from the training plan, select the checkbox next to his/its name, and then click Delete Selected Learners/Groups button. A confirmation message will appear:

 

Picture 50

 

Click OK button to delete user/group from the course or Cancel button to discard the action.

NOTE:

If you add new users/groups to the training plan, they will be displayed in the Learner Administration only after saving the course.

NOTE:

If users/groups were deleted from training plan site, they are not displayed in the Learner Administration.

 

  1. 3. To stop editing and discard all changes select “Return to Course Administration”. You will be redirected to the Training Plan Administration page.

  2. 4. To save changes click Save button in the bottom of the page. After that, you will be presented with the following screen:

 

Рисунок 1345054594

 

  1. 5. Click Return to Training Plan Administration link to see your training plan provisioning (click on spinner next to the training plan name):

 

Picture 1345054574

 You can use Provisioning filter button to find the needed training plans:

 

Picture 1345054613

 

NOTE:

If some problems appear whilst training plan provisioning, you will see either an unhappy face sign or a warning sign (you can click them to see details).

 

  1. 11. Managing Course and Training Plan Templates

Course or Training Plan Template predefines the content and style of the Course or Training Plan home page.

By default, home page contains the following elements:

  • • Site Logo and Welcome Message;

  • • Web parts of the add-ins that were added to the course (e.g. My Learning Modules or My Quizzes) or Courses web part (for the Training Plan);

  • • “Get started with your site” web part with some tools tiles;

  • • Newsfeed web part;

  • • Documents web part;

  • • Course or Training Plan Description (for newly created sites);

  • • Course or Training Plan Information (for newly created sites).

 

NOTE:

There are several limitations for creation of Course/Training Plan Templates:

1) You cannot save site as template if site contains any third party add-ins installed from store or add-in catalog;

2) You have to create course templates from team sites only.

 

To create a new Course/Training Plan Template, follow these steps:

  1. 1. Create a new Team Site in your site collection;

  2. 2. Modify your Team Site home page (for example, add some web parts, change the look, etc.);

  3. 3. Save the new Team Site as template in Settings > Site settings > Site Actions > Save as Template;

 

NOTE:

In SharePoint Online, some features on team sites may hide this action. In this case, you can go there directly by copying URL to browser address bar and using standard page _layouts/savetmpl.aspx.

 

  1. 4. Fill in the open form:

Picture 1345054479

 

  • − File Name – type the name for the template file;

  • − Name and Description – type name and description for the template;

  • − Include Content – select this option to include the contents of all lists and document libraries of the site to the template.

 

  1. 5. New courses or training plans created using this template will have the same Home page:

 

Picture 1345054497

 

NOTE:

When course/training plan is created from template, unique SharePoint groups are created for the course/training plan site (not connected to the site of the template).

 

  1. 12. Managing Course List page

The Course List page includes the following information:

 

Picture 1345054450

 

  • • Course Name column – displays courses’ names created in the Course Catalog;

  • • Callout menu – callout menu actions permit to view course, edit or delete it, as well as to see learner details and approve enrollments.

For Classroom & Blended Training and Webinar course types, it is also possible to register attendance, print attendance sign-in sheet, and manage course sessions:

 

Рисунок 839122778

 

NOTE:

‘View Learner’s Details’, ‘Approve Enrollments’, ‘Register Attendance’ and ‘Print Attendance Sign-in Sheet’ actions are not available for Classroom & Blended and Webinar course types until at least one course session is created for them.

 

    • To view a course – click on course’s name or View Course button Picture 1345054501;

    • To edit a course – click Edit Course button Picture 1345054525, on the opened page edit settings of the course and click Save to save changes or Return to the Course Administration to discard changes;

    • To delete a course – click Delete Course button Picture 1345054527 and confirm the deletion:

NOTE:

While viewing the course you can go to the Course Catalog Site clicking LMS365 link:

 

Picture 1345054472

 

 

Picture 668

 

    • To see Learner Details – click View Learner Details button Picture 1345054533. The following information will appear for e-Learning course type:

 

Picture 670

 

  1. 1. Learner’s Name column – displays Learner’s name;

    1. a. Callout menu (available only for completed courses) – callout menu actions permit to view learner’s certificate or to delete course completion and learner’s certificate(s);

      1. i. To view learner’s certificate(s) – click View Certificate button Picture 671. If Learner has more than one certificate, the list of all his certificates will be displayed:

 

Picture 1345054560

 

  • − Status column – displays certificate’s status (Valid, Expiring, Expired);

  • − Issued column – displays certificate issued date;

  • − Expiry column – displays certificate expiry date;

  • − Actions column – allows viewing the certificate;

      1. ii. To delete course completion and learner’s certificate(s) – click Delete Certificate button Picture 1345054561. After clicking Delete button, a confirmation message will appear:

 

Picture 1345054562

 

Click OK button to delete the progress of the Learner or Cancel button to discard this action.

After you have deleted the progress of the Learner, Course status will be updated:

 

Picture 1345054563

 

NOTE:

Course status will be updated when:

  1. 1. Learner repasses one of the objects required for course completion;

  2. 2. Teacher updates completion option;

  3. 3. One of the objects required for course completion has been deleted.

 

  1. 2. Email column – displays Learner’s e-mail;

  2. 3. Department column – displays the department where Learner works (information is taken from User List);

  3. 4. Status column – displays Learner’s completion status:

    1. a. Not Started status – means that Learner has not started the course;

    2. b. In Progress status – means that Learner has started the course, but has not completed it;

    3. c. Completed status – means that Learner has completed the course.

  4. 5. Overdue Status column – displays course overdue status. It can be as follows:

    1. a. Empty – if the course is not completed and the Due Date has not come yet;

    2. b. On Time – if the course has been completed before the Due Date;

    3. c. Overdue – if the course has not been completed up to the Due Date or has been completed after the Due Date;

  5. 6. Due Date column – displays the course due date;

  6. 7. Date & Time Completed column – displays on what date and time Learner has completed the course;

  7. 8. Certificate Expiry Date column – displays the date on which the course certificate expires;

  8. 9. Certificate Expired column – displays if the certificate has expired or not.

 

NOTE:

Course status will be updated when:

  1. 1. Learner repasses one of the objects required for course completion;

  2. 2. Teacher updates completion option;

  3. 3. One of the objects required for course completion has been deleted.

 

To export Learner Details information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

 

Picture 1345054541

 

For Classroom & Blended Training and Webinar course types the following information is shown on Learner Details page:

 

Рисунок 839122779

 

NOTE:

Use the drop-down filtering (next to the Export to Excel button) to see Learners’ details for different course sessions.

  1. 1. Learner’s Name column – displays Learner’s name;

    1. a. Callout menu (available only for completed courses) – callout menu actions permit to view learner’s certificate or to delete course completion and learner’s certificate(s);

      1. i. To view learner’s certificate(s) – click View Certificate button Picture 1345054578. If Learner has more than one certificate, the list of all his certificates will be displayed:

 

Picture 1345054579

 

  • − Status column – displays certificate’s status (Valid, Expiring, Expired);

  • − Issued column – displays certificate issued date;

  • − Expiry column – displays certificate expiry date;

  • − Actions column – allows viewing the certificate;

      1. ii. To delete course completion and learner’s certificate(s) – click Delete Certificate button Picture 1345054580. After clicking Delete button, a confirmation message will appear:

 

Picture 1345054547

 

Click OK button to delete the progress of the Learner or Cancel button to discard this action.

After you have deleted the progress of the Learner, Course status will be updated:

 

Рисунок 839122780

 

  1. 2. Email column – displays Learner’s e-mail;

  2. 3. Department column – displays the department where Learner works (information is taken from User List);

  3. 4. Status column – displays Learner’s completion status:

    1. a. Not Started status – means that attendance isn’t registered or is registered as Absent/Absent (informed) and there is no progress in the learning items;

    2. b. In Progress status – means that attendance is registered (excluding Absent/Absent (informed) or there is a progress in any learning item;

    3. c. Completed status – means that Course Completion status is set manually in the Gradebook or attendance percentage and learning items progress correspond to course completion settings;

  4. 5. Attendance column – if it is registered, displays Learner’s attendance. It can be as follows, 100% attendance, 75% attendance, 50% attendance, 25% attendance, Absent (informed), and Absent;

  5. 6. Date & Time Completed column – displays on what date and time Learner has completed the course;

  6. 7. Certificate column – to view Learner’s certificates, click View button Picture 1345054543. If Learner has more than one certificate, the list of all his certificates will be displayed:

 

Picture 1345054544

 

  • − Status column – displays certificate’s status (Valid, Expiring, Expired);

  • − Issued column – displays certificate issued date;

  • − Expiry column – displays certificate expiry date;

  • − Actions column – allows to view the certificate;

  1. 8. Certificate Expiry Date column – displays the date on which the course certificate expires;

  2. 9. Certificate Expired column – displays if the certificate has expired or not.

 

To export Learner Details information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

 

Picture 1345054549

    • To Approve Enrollments – click Approve Enrollments button Picture 1345054550. When there are pending approval requests for the course, a warning sign will appear next to its name:

 

Picture 1345054551

 

When you click Approve Enrollments button, the following information will appear:

 

Picture 1345054552

 

NOTE:

For Classroom & Blended Training and Webinar course type, the same information is shown on this page, but there is a possibility to switch between course session’s information using the drop-down filtering:

 

Рисунок 1345054531

 

 

  1. 1. Learner’s name column – displays Learner’s name;

  2. 2. Email column – displays Learner’s email;

  3. 3. Department column – displays the department where Learner works (information is taken from User List);

  4. 4. Line Manager column – displays users who are specified as Line Managers in Azure AD;

  5. 5. Enrollment Status column – displays the status of the enrollment request:

    1. a. Pending Approval – means that Learner has enrolled in the course with the Line Manager Approval or LMS Administrator Approval enrollment flows and his enrollment request is pending approval;

    2. b. Cancelled – means that Learner has cancelled his enrollment request before it was approved or rejected or Learner has unenrolled from the course. Point at the cancellation message icon to see the reason of the cancellation:

 

Picture 1345054553

 

    1. c. Rejected – means that Line Manager or LMS Administrator has rejected Learner’s enrollment request. Point at reject message icon to see the reason of the rejection:

 

Picture 1345054554

 

    1. d. Enrolled – means that Learner has been enrolled in the course.

  1. 6. Modified by column – displays the user who has modified the enrollment request last;

  2. 7. Modified At column – displays date and time when the enrollment request has been modified last (according to the regional settings of the current site).

 

Enrollment requests with Pending Approval statuses can be approved or rejected:

  • • To approve the enrollment request, select the checkbox(es) next to the needed request(s) and click Approve all Selected Learners button:

 

Picture 1345054555

 

The enrollment status will be changed to Enrolled and Learner(s) will be enrolled in the course.

NOTE:

If you try to approve enrollment request in the full Classroom & Blended Training and Webinar course, you will see the following tooltip:

 

Picture 1345054556

 

  • • To reject the enrollment request, select the checkbox(es) next to the needed request(s) and click Reject all Selected Learners button:

 

Picture 1345054557

 

The Reject Message box will appear. Enter the rejection reason and click Reject button to reject the enrollment request or Close button to discard the action:

 

Picture 1345054558

 

The enrollment status will be changed to Rejected.

 

To export Enrollment Requests information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

 

Picture 1345054559

 

If there are pending approval requests, on Course List page will appear filter button:

 

Picture 1345054453

 

Click this button to see courses with requests pending approval:

 

Picture 385

 

    • To Manage Course Sessions – click Manage Course Sessions button Рисунок 1345054537 (only for Classroom & Blended Training and Webinar course types). You will be presented with the page where you will be able to create a new course session, as well as edit and delete existing ones. For detailed information see subchapter 5.1 Creating Course Sessions.

    • To Register Attendance – click Register Attendance button Picture 399 (only for Classroom & Blended Training and Webinar course types). You will be presented with the following screen:

 

Рисунок 839122781

NOTE:

Use the drop-down filtering (next to the Export to Excel button) to see Learners’ attendance for different course sessions.

 

  1. 1. Learner’s name column – displays Learner’s name;

  2. 2. Email column – displays Learner’s email;

  3. 3. Department column – displays the department where Learner works (information is taken from User List);

  4. 4. Line Manager column – displays users who are specified as Line Managers in Azure AD;

  5. 5. Attendance column – if it is registered, displays Learner’s attendance. It can be as follows, 100% attendance, 75% attendance, 50% attendance, 25% attendance, Absent (informed), and Absent. If attendance is not registered, this field remains empty;

  6. 6. Modified by column – displays the user who has modified the attendance last;

  7. 7. Modified At column – displays date and time when the attendance has been modified last (according to the regional settings of the current site).

NOTE:

Only Course Administrator can register Learner’s attendance.

 

To register the attendance, select the needed Learner(s), click Register Attendance button, and then select corresponding value:

 

Рисунок 1345054546

 

Registered attendance will now be saved.

    • To Print Attendance Sign-in Sheet (only for Classroom & Blended Training and Webinar course types) – click Print Attendance Sign-in Sheet button Picture 402. Attendance Sign-in Sheet will be saved to your local computer as a Word file and will look like the following:

Рисунок 1345054568

 

NOTE:

If the course has only one course session, a file will be saved to your local computer, otherwise, you will be first asked to choose a course session:

 

Рисунок 1345054572

 

If you click Print All button, a file with Attendance Sign-In Sheets for all course sessions will be downloaded. You can select one course session and click Print button to download the Attendance Sing-In Sheet only for the needed course session.

 

 

  1. 1. Course – displays Course name;

  2. 2. Delivered by – displays the name of user, who has generated Attendance Sign-in Sheet;

  3. 3. Date – displays the date of Attendance Sign-in Sheet generation;

  4. 4. Location – displays the title of the room and its location;

  5. 5. Name column – displays names of Learners enrolled in the course (in the same order they appear on the “Register Attendance” page);

  6. 6. Signature column – remains empty for Learners’ signatures.

 

  • • Course Type column – displays Course type;

  • • Completed column – displays the percent of learners who have completed the course;

  • • In Progress column – displays the percent of learners who have started the course, but have not completed it. In the course with the Learning Module Builder and/or SCORM & AICC Add-ins installed, learner in progress is the one who have started the attempts. In the course with the Assignment & Grade Book Add-in installed, learner in progress is the one who have submitted an assignment. In the course with all add-ins installed, learner in progress is the one who have started the attempts and/or submitted the assignment;

  • • Not Started column – displays the percent of learners who are enrolled in the course, but have not started it;

  • • Overdue column – displays the percent of learners who have not completed the course up to the Due Date or learners who have completed the course after the Due Date (this value is always 0% for Classroom & Blended Training and Webinar course types);

  • • Published column – displays statuses depending on publishing dates:

    • Yes – the course is published;

    • No – the course is not published;

    • Pending – the course start date is in the future;

    • Ended – the course end date is in the past;

  • • Certificates Expired column – displays the number of certificates which have expired;

  • • Course Category column – displays which category has the course;

  • • CEUs column – displays Continuing Education Units that learners will be granted for passing the course;

  • • Show in Catalog column – displays the presence of the course in the Course Catalog;

  • • Required column – displays if the course has been marked as “Required” in course settings.

 

 

 

 

  1. 13. Managing Training Plan List

The Training Plan List page includes the following information:

 

Picture 1345054456

 

  1. 1. Training Plan Name – displays titles of training plans created in Course Catalog;

    1. a. Callout menu – callout menu actions permit to view training plan, edit or delete it, as well as to see learner details and approve enrollments:

 

Picture 59

 

    • To view training plan – click training plan’s name or View Training Plan button Picture 412;

    • To edit a training plan – click Edit Training Plan button Picture 414, on the opened page edit settings of the training plan and click Save to save changes or Return to Course Administration to discard changes;

    • To delete a training plan – click Delete Training Plan button Picture 665 and confirm the deletion:

 

Picture 13

 

    • To see Learner Details – click View Learner Details button Picture 669. The following information will appear:

 

Picture 1345054668

 

  1. 1. Learner’s Name column – displays Learner’s name;

    1. a. Callout menu (available only for completed training plans) – callout menu actions permit to view learner’s certificate or to delete training plan completion and learner’s certificate(s);

      1. i. To view learner’s certificate(s) – click View Certificate button Picture 1345054564. If Learner has more than one certificate, the list of all his certificates will be displayed:

 

Picture 1345054565

 

  • − Status column – displays certificate’s status (Valid, Expiring, Expired);

  • − Issued column – displays certificate issued date;

  • − Expiry column – displays certificate expiry date;

  • − Actions column – allows viewing the certificate;

      1. ii. To delete training plan completion and learner’s certificate(s) – click Delete Certificate button Picture 1345054566. After clicking Delete button, a confirmation message will appear:

 

Picture 10

 

Click OK button to delete the progress of the Learner or Cancel button to discard this action.

After you have deleted the progress of the Learner, Course status will be updated:

 

Picture 1345054669

 

NOTE:

Training plan status will be updated when:

  1. 1. Learner repasses one of the objects required for training plan completion;

  2. 2. Teacher updates completion option;

  3. 3. One of the objects required for training plan completion has been deleted.

 

  1. 2. Email column – displays Learner’s e-mail;

  2. 3. Department column – displays the department where Learner works (information is taken from User List);

  3. 4. Status column – displays Learner’s completion status:

    1. a. Not Started status – means that Learner has not started the training plan (i.e. has not started any course included in the training plan);

    2. b. In Progress status – means that Learner has started at least one course included in the training plan, but has not completed it;

    3. c. Completed status – means that Learner has completed the training plan (i.e. all courses included in this training plan and set as required for training plan completion).

  4. 5. Overdue Status column – displays training plan overdue status. It can be as follows:

    1. a. Empty – if the training plan is not completed and the Due Date has not come yet;

    2. b. On Time – if the training plan has been completed before the Due Date;

    3. c. Overdue – if the training plan has not been completed up to the Due Date or has been completed after the Due Date;

  5. 6. Due Date column – displays the training plan due date;

  6. 7. Date & Time Completed column – displays on what date and time Learner has completed the training plan (i.e. date and time when the last required course or learning item is completed);

  7. 8. Certificate Expiry Date column – displays the date on which the training plan certificate expires;

  8. 9. Certificate Expired column – displays if the certificate has expired or not.

To export Learner Details information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer.

    • To Approve Enrollments – click Approve Enrollments button Picture 1345054583. When there are pending approval requests for the training plan, a warning sign will appear next to its name:

 

Picture 1345054662

 

When you click Approve Enrollments button, the following information will appear:

 

Picture 1345054665

 

  1. 1. Learner’s name column – displays Learner’s name;

  2. 2. Email column – displays Learner’s email;

  3. 3. Department column – displays the department where Learner works (information is taken from User List);

  4. 4. Line Manager column – displays users who are specified as Line Managers in Azure AD;

  5. 5. Enrollment Status column – displays the status of the enrollment request:

    1. a. Pending Approval – means that Learner has enrolled in the training plan with the Line Manager Approval or LMS Administrator Approval enrollment flows and his enrollment request is pending approval;

    2. b. Cancelled – means that Learner has cancelled his enrollment request before it was approved or rejected or Learner has unenrolled from the training plan. Point at the cancellation message icon to see the reason of the cancellation:

 

Picture 1345054595

 

    1. c. Rejected – means that Line Manager or LMS Administrator has rejected Learner’s enrollment request. Point at reject message icon to see the reason of the rejection:

 

Picture 1345054596

 

    1. d. Enrolled – means that Learner has been enrolled in the training plan.

  1. 6. Modified by column – displays the user who has modified the enrollment request last;

  2. 7. Modified At column – displays date and time when the enrollment request has been modified last (according to the regional settings of the current site).

 

Enrollment requests with Pending Approval statuses can be approved or rejected:

  • • To approve the enrollment request, select the checkbox(es) next to the needed request(s) and click Approve all Selected Learners button:

 

Picture 1345054666

 

The enrollment status will be changed to Enrolled and Learner(s) will be enrolled in the course.

  • • To reject the enrollment request, select the checkbox(es) next to the needed request(s) and click Reject all Selected Learners button:

 

Picture 1345054667

 

The Reject Message box will appear. Enter the rejection reason and click Reject button to reject the enrollment request or Close button to discard the action:

 

Picture 1345054597

 

The enrollment status will be changed to Rejected.

 

To export Enrollment Requests information to Excel, click “Export to Excel” button. An excel document will automatically be downloaded to your local computer. The information will be presented in the following form:

 

Picture 1345054671

 

If there are pending approval requests, on Training Plan List page will appear filter button:

 

Picture 1345054599

 

Click this button to see courses with requests pending approval:

 

Picture 1345054600

 

  1. 2. Completed column – displays the percent of learners who have completed the training plan;

  2. 3. In Progress column – displays the percent of learners who have started at least one of the courses set as required for the training plan completion;

  3. 4. Not Started column – displays the percent of learners who are enrolled in the training plan, but have not started none of the courses set as required for training plan completion;

  4. 5. Overdue column – displays the percent of learners who have not completed the training plan up to the Due Date or learners who have completed the training plan after the Due Date;

  5. 6. Published column – displays statuses depending on publishing dates:

  6. 7. Yes – the training plan is published;

  7. 8. No – the training plan is not published;

  8. 9. Pending – the training plan start date is in the future;

  9. 10. Ended – the training plan end date is in the past;

  10. 11. Certificates Expired column – displays the number of certificates which have expired;

  11. 12. Category column – displays which category has the training plan;

  12. 13. CEUs column – displays Continuing Education Units that learners will be granted for passing the training plan;

  13. 14. Show in Catalog column – displays the presence of the training plan in the Course Catalog;

  14. 15. Required column – displays if the training plan has been marked as “Required” in training plan settings.

 

  1. 14. Managing Categories

Categories are managed from the Settings page in the Administration back-end:

Picture 1345054457

 

NOTE:

Only Course Catalog administrators can see such page and edit or delete categories.

 

Categories are displayed for current course catalog on Categories tab:

 

Picture 1345054460

 

To edit a category:

  1. 1. Click Edit buttonPicture 51;

  2. 2. Make the necessary changes to the category;

  3. 3. Press “Save Changes” button to save the changes:

 

Picture 1345054461

 

After editing categories, you should save changes or cancel them. If you try to leave the tab or page without carrying out these actions, confirmation will appear:

 

Picture 53

 

To see courses/training plans that use this category, click View buttonPicture 54. The following form will appear:

 

Picture 55

 

You can delete only categories that are not in use. Do the following steps:

  1. 1. Click Delete buttonPicture 56;

  2. 2. Confirm the deletion:

 

Picture 57

 

Any changes in categories will automatically be updated in the course catalog.

 

 

  1. 15. Managing Tags

Tags are managed from the Settings page in the Administration back-end:

 

Picture 42

 

In “Tags” tab you can edit or delete tags.

 

NOTE:

Only Course Catalog administrators can see such page and edit or delete tags.

 

Tags are displayed for current course catalog on Tags tab:

 

Picture 1345054490

 

To edit a tag do the following steps:

  1. 1. Click Edit buttonPicture 1345054496;

  2. 2. Make the necessary changes to the tag;

  3. 3. Press “Save Changes” button to save the changes:

 

Picture 1345054500

 

After editing tags, you should save changes or cancel them. If you try to leave the tab or page without carrying out these actions, confirmation will appear:

 

Picture 1345054503

 

To see courses/training plans that use this tag, click View buttonPicture 1345054505. The following form will appear:

 

Picture 1345054507

 

To delete a tag perform the following steps:

  1. 1. Click Delete buttonPicture 1345054509;

  2. 2. Confirm the deletion:

 

Picture 1345054510

 

Any changes in tags will automatically be updated in the course catalog.

  1. 16. Managing Enrollment flows

Enrollment flows are managed from the Settings page in the Administration back-end. Click Settings tile and then LMS Settings tab:

 

Picture 1345054674

 

 

NOTE:

Only Course Catalog administrators can see such page and manage Enrollment Flows.

 

In the Enrollment Flows tab you can enable or disable Enrollment Flows that will be available in the Course/Training Plan creation (by default all are enabled).

Select the needed Enrollment Flows and click Save Changes button to save the changes or Cancel Changes button to discard them:

 

Picture 1345054445

 

The changes will now be applied for the Course/Training Plan creation.

  1. 17. Managing Notifications

Notifications are managed from the Settings page in the Administration back-end. Click Settings tile followed by LMS Settings tab and then Notifications tab:

Picture 1345054467

 

NOTE:

Only Course Catalog administrators can see such page and manage Notifications & Exchange Online Settings.

 

User’s email account is used for email delivery and booking Office 365 rooms. To enable correct delivery of email notifications, administrator must configure an email account, which will be used to send email notifications and booking Office 365 rooms. To do this, complete the following steps:

  1. 1. On the LMS Settings page click Notifications, and then Exchange Online Settings button Picture 1345054478:

 

Picture 1345054470

 

  1. 2. On the open page Enable Email Notifications (they are disabled by default), enter your Office 365 Email Address, and then Email Account Password:

 

Picture 642

 

NOTE:

Account used for LMS365 Exchange Online Settings configuration must be an “In Cloud” account only, i.e. created directly in Office 365 to avoid ADFS authentication issues.

 

  1. 3. Click Save button to save the changes or Close button to discard them.

 

NOTE:

The system will not send email notifications if a user has not configured his email account or email account is invalid or email is from another tenant.

NOTE:

If email account is not configured, user will not see created in LMS365 Exchange Online rooms while creating new Classroom & Blended Training course (in Select Room dialog box). The following warning will appear:

 

Picture 643

 

NOTE:

We use Office 365 mail delivery approach for handling email notifications. In case you meet delivery issues, please have your administrator consult the following page for tips for fixing the problem.

 

In the Notifications tab you can enable or disable notifications that will be sent to the users (by default all are enabled).

Select the needed notification templates and click Save changes button to save the changes or Cancel Changes button to discard them:

 

Picture 1345054636

 

  • • Course Enrollment Approval Request – enables sending to the approver an email notifying him about course registration pending approval;

  • • Approval Reminder – enables sending to the approver an email notifying him about pending enrollment request. Edit the Approval Reminder template to set number of days after the enrollment request has been made and has not been approved or rejected by the approver to send the reminder. To send several reminders, enter several number of days (default are 7, 14, 21) separated by comma (their values must be positive and integer):

 

Picture 1345054454

 

NOTE:

‘Approver’ recipient in the email template means either Line Manager or LMS Administrator depending on which enrollment flow is handled by the system.

 

  • • Course Completed Confirmation – enables sending to the enrolled learner that the course is completed;

  • • Course Enrollment Confirmation – enables sending to the learner an email notifying him that he has been enrolled in the course;

  • • Cancelled Notification – enables sending to the learner an email notifying that his enrollment to the course has been cancelled;

  • • Pending Approval Confirmation – enables sending to the learner an email notifying that his enrollment request is pending approval;

  • • Reject Confirmation – enables sending to the learner an email notifying that his enrollment request has been rejected;

  • • Course Due Date Reminder – enables sending to the enrolled learner an email notifying him about the course due date. Edit the Course Due Date Reminder template to set number of days prior to the course due date on which the reminder will be sent to the enrolled learners. To send several reminders, enter several number of days (default are 14, 7, 3, 1) separated by comma (their values must be positive and integer):

 

Picture 460

 

  • • Course Due Date Passed – enables sending to the specified users an email notifying them that the course has passed its due date;

  • • Certificate Expiry Reminder – enables sending to the specified users an email notifying them that the course certificate is about to expire. Edit the Certificate Expiry Reminder template to set number of days prior to the certificate expiration on which the reminder will be sent to the users. To send several reminders, enter several number of days (default are 60, 30, 14, 7) separated by comma (their values must be positive and integer):

 

Picture 463

 

  • • Certificate Expired – enables sending to the specified users an email notifying them that the course certificate has expired;

  • • Course Published – enables sending to the LMS Admin and Course Administrator an email notifying them that the course has been published;

  • • Course Unpublished – enables sending to the LMS Admin and Course Administrator an email notifying them that the course has reached its end date;

NOTE:

Course Published and Course Unpublished notifications are not sent if course Start/End dates are less than course creation date.

 

  • • Course Ended – enables sending to the learner an email notifying him that the course has reached its end date;

  • • Classroom Scheduled – enables sending to the learner and Course Administrator an email notifying them that the classroom training has been scheduled;

  • • Classroom Start Reminder – enables sending to the enrolled learner an email notifying him about the classroom training start date. Edit the Classroom Start Reminder template to set number of days prior to the start date on which the reminder will be sent to the users. To send several reminders, enter several number of days (default are 7, 3, 1) separated by comma (their values must be positive and integer):

NOTE:

If AD group has been added to the classroom training attendees, each member of this group will receive a Classroom Scheduled notification.

 

Picture 26

 

  • • Training Plan Enrollment Approval Request – enables sending to the approver an email notifying him about training plan registration pending approval;

  • • Training Plan Approval Reminder – enables sending to the approver an email notifying him about pending enrollment request. Edit the Training Plan Approval Reminder template to set number of days after the enrollment request has been made and has not been approved or rejected by the approver to send the reminder. To send several reminders, enter several number of days (default are 7, 14, 21) separated by comma (their values must be positive and integer):

 

Picture 38

 

NOTE:

‘Approver’ recipient in the email template means either Line Manager or LMS Administrator depending on which enrollment flow is handled by the system.

 

  • • Training Plan Completed Confirmation – enables sending to the enrolled learner that the training plan is completed;

  • • Training Plan Enrollment Confirmation – enables sending to the learner an email notifying him that he has been enrolled in the training plan;

  • • Training Plan Cancelled Notification – enables sending to the learner an email notifying that his enrollment to the training plan has been cancelled;

  • • Training Plan Pending Approval Confirmation – enables sending to the learner an email notifying that his enrollment request is pending approval;

  • • Training Plan Reject Confirmation – enables sending to the learner an email notifying that his enrollment request has been rejected;

  • • Training Plan Due Date Reminder – enables sending to the enrolled learner an email notifying him about the training plan due date. Edit the Training Plan Due Date Reminder template to set number of days prior to the training plan due date on which the reminder will be sent to the enrolled learners. To send several reminders, enter several number of days (default are 14, 7, 3, 1) separated by comma (their values must be positive and integer):

 

Picture 45

 

  • • Training Plan Due Date Passed – enables sending to the specified users an email notifying them that the training plan has passed its due date;

  • • Training Plan Certificate Expiry Reminder – enables sending to the specified users an email notifying them that the training plan certificate is about to expire. Edit the Training Plan Certificate Expiry Reminder template to set number of days prior to the certificate expiration on which the reminder will be sent to the users. To send several reminders, enter several number of days (default are 60, 30, 14, 7) separated by comma (their values must be positive and integer):

 

Picture 1345054477

 

  • • Training Plan Certificate Expired – enables sending to the specified users an email notifying them that the training plan certificate has expired;

  • • Training Plan Published – enables sending to the LMS Admin and Course Administrator an email notifying them that the training plan has been published;

  • • Training Plan Unpublished – enables sending to the LMS Admin and Course Administrator an email notifying them that the training plan has reached its end date;

NOTE:

Training Plan Published and Training Plan Unpublished notifications are not sent if training plan Start/End dates are less than training plan creation date.

 

  • • Training Plan Ended – enables sending to the learner an email notifying him that the training plan has reached its end date;

  • • Webinar Start Reminder – enables sending to the enrolled learner an email notifying him about the webinar training start date. Edit the Webinar Start Reminder template to set number of days prior to the start date on which the reminder will be sent to the users. To send several reminders, enter several number of days (default are 7, 3, 1) separated by comma (their values must be positive and integer):

 

Picture 26

 

  • • Course Session Selection Request – enables sending to the learner and Line Manager an email notifying that course session selection request for a course is pending (if learner was added to the course through SP group or was enrolled in a training plan which includes courses with ‘Enroll user in a single session’ option selected);

  • • Webinar Scheduled - enables sending to the learner and Course Administrator an email notifying them that the webinar training has been scheduled;

NOTE:

If AD group has been added to the webinar training attendees, each member of this group will receive a Webinar Scheduled notification.

 

It is also possible to edit notification templates. To do this, click Edit button Picture 1345054449 next to the name of the notification template you want to edit:

 

Picture 1345054637

 

In the open form make necessary changes and click Save button to save them or Cancel button to discard the changes:

 

Picture 1345054451

 

Field ‘To’ by default is filled according to the notification templates:

 

Template Name

Default Recipient(s)

Course Enrollment Approval Request

Controlled by Enrollment Flow

Approval Reminder

Controlled by Enrollment Flow

Course Completed Confirmation

Learner

Course Enrollment Confirmation

Learner

Cancelled Notification

Learner

Pending Approval Confirmation

Learner

Reject Confirmation

Learner

Course Due Date Reminder

Learner

Course Due Date Passed

Learner & Line Manager

Certificate Expiry Reminder

Learner & Line Manager

Certificate Expired

Learner & Line Manager

Course Published

LMS Admin & Course Administrator

Course Unpublished

LMS Admin & Course Administrator

Course Ended

Learner

Classroom Scheduled

Learner & Course Administrator

Classroom Start Reminder

Learner

Training Plan Enrollment Approval Request

Controlled by Enrollment Flow

Training Plan Approval Reminder

Controlled by Enrollment Flow

Training Plan Completed Confirmation

Learner

Training Plan Enrollment Confirmation

Learner

Training Plan Cancelled Notification

Learner

Training Plan Pending Approval Confirmation

Learner

Training Plan Reject Confirmation

Learner

Training Plan Due Date Reminder

Learner

Training Plan Due Date Passed

Learner & Line Manager

Training Plan Certificate Expiry Reminder

Learner & Line Manager

Training Plan Certificate Expired

Learner & Line Manager

Training Plan Published

LMS Admin & Course Administrator

Training Plan Unpublished

LMS Admin & Course Administrator

Training Plan Ended

Learner

Webinar Start Reminder

Learner

Course Session Selection Request

Learner & Line Manager

Webinar Scheduled

Learner & Course Administrator

 

In ‘To’ and ‘Cc’ fields it is possible to select users who will receive the notification from the drop-down list or specify users from the Tenant (it is impossible to select AD Groups):

 

Picture 1345054514

 

For each notification template, variable fields are specific and can be viewed in the Edit mode of the notification template:

 

Picture 1345054447

 

The approver will receive the following email notification when a Learner enrolls in a course/training plan with Line Manager or LMS Administrator Approval enrollment type:

 

Picture 1345054452

 

When the approver clicks Approve link he will be redirected to the following page where he can approve the enrollment request:

 

Picture 1345054473

 

When the approver clicks Reject link, he will be redirected to the following page, where he can reject the enrollment request:

 

Picture 1345054474

 

NOTE:

Line Managers are able to approve or reject a request using only the links from an email notification. They must be members of ‘Visitors’ group on the site where course catalog is added in order to be able to do that.

NOTE:

When the approver tries to approve enrollment request in the full Classroom & Blended Training course using links from an email notification, he will see the following tooltip:

 

Picture 647

 

  1. 18. Managing Certificates

Certificates are managed from the Certificates page in the Administration back-end:

 

Picture 1345054675

 

To create a new certificate template, click New Certificate button:

Picture 1345054480

 

You will be able to choose whether to create new certificate for the Course or for the Training Plan:

 

Picture 1345054481

 

After that, fill in the open form:

 

Picture 1345054518

 

  • − Name – specify title for the certificate template;

  • − Description – enter description for the certificate template;

  • − Background Image – upload a custom background image or use default one. Select area on the background image to place the certificate text by drawing a box on it:

Picture 1345054455

  • − Content – the certificate text that will be placed in the defined area on the certificate template. You may use variables that are described in the form.

  • − Text Alignment – select either Left, Center or Right to set the text alignment;

  • − Vertical Alignment – select either Top, Middle or Bottom to set the vertical alignment;

  • − Drop Shadow – enable this option if you want the text to drop shadow;

  • − Font – select from the drop-down list the font type for the text of the certificate;

  • − Font Size – enter the font size of the text;

  • − Font Style – enable options to apply corresponding style to the text.

NOTE:

The only difference between two types of certificates is two more variables in the Training Plan certificate template: {training plan} and {courses}:

 

Picture 1345054519

 

NOTE:

Date and time format of the certificate is not changed according to the settings of Course/Course Catalog site. Therefore, you can set the format using the provided tokens. Expand All Formats under the needed token to see the full list and use necessary one:

 

Picture 1345054520

 

 

Certificate is assigned to a course/training plan during course/training plan creation or editing. Courses and training plans, for which Learner has been granted a certificate, are marked in the course catalog:

 

Picture 1345054676

 

Clicking this mark downloads the certificate to your local computer.

 

  1. 19. Enrolling into Courses

Depending on the needs of your organization, there are several options of how users can be enrolled into courses:

 

  • • By self-enrolment from Course Catalog

User needs to be a member of at least the “Visitors” group of the site where Course Catalog is added. After enrollment, user is added to the course site's “Learners” group.

 

To enroll in a course, user should do the following actions:

  1. 1. Select course in the Course Catalog;

  2. 2. Click “Enroll” on the course image or “Enroll” button in the right corner:

Picture 659

 

  1. 3. The user will automatically be enrolled in the e-learning course (if automatic enrollment flow is set for this course, otherwise, a registration with pending approval status will be created). Click “Go to Course” to open the course page or “Unenroll” to withdraw from the course:

Picture 660

 

NOTE:

When learner unenrolls from the course with Pending Approval status, he is initially required to enter Cancellation Message. Administrator can see this message in the Approve Enrollments section (see more information in chapter 12).

 

For Classroom & Blended Training and Webinar courses (if ‘Enroll user into all course sessions’ option is selected), learner is enrolled into all course sessions and is added to the course’s ‘Learners’ group. If ‘Enroll user into a single course session’ option is selected, learner will be able to choose one course session in which he wants to enroll:

 

Рисунок 1345054604

 

If learner selects the course session that is already full, he will see a message notifying him about that:

 

Рисунок 1345054644

 

If learner tries to enroll in a course that has no active course sessions, he will see the following message:

 

Рисунок 1345054601

 

  • • By enrolling individual AD accounts or Azure AD groups

Individual AD accounts or Azure AD groups can be added by administrator either during creation of a course or after it was created.

  1. 1. To enroll learners during creating a course you've got to be in the “Owners” group of the site where course catalog is added. During creation a course, select Users or User groups in the “Learners” field. Users that you're enrolling will be added to course site's “Learners” group:

Picture 1345054468

 

  1. 2. To enroll learners after the course is created, you will need to be in course site's administrators group to add members to group “Learners”. Open Course for Edit as described in section “Editing Courses” and select Users or User groups in the “Learners” field. Users that you're enrolling will be added to course site's “Learners” group:

 

Picture 1345054469

 

NOTE:

This field is present on the Course Edit form only if ‘Enroll user to all course sessions’ option is selected for the course.

NOTE:

If user was enrolled in the course via AD Group, the “Unenroll” button will not be displayed and he cannot withdraw from the course.

 

To configure User Groups in Office 365 user should have Administrator rights. Login to O365 and go to Admin, select GROUPS in the left menu and create or manage existing user groups:

 

Picture 492

 

  • • Using the native “Share” functionality

  1. 1. Share access to site where course catalog is added. Users you want to share site with should have at least “Visitors” rights.

 

Click Share in the upper right corner:

 

Picture 493

 

Select Users and/or Groups to share the site with and set “Can edit” permissions level:

 

Picture 494

 

Click Share button. After this, the user can proceed by self-enrolment as described above.

 

  1. 2. Share access to course site to give access to a specific course.

 

Click Share in the upper right corner:

 

Picture 495

 

Select Users and/or Groups to share the course site with and set “Can edit” permissions level:

 

Picture 496

 

Click Share button. User(s) will be added to course site’s Learners group.

NOTE:

In both cases, an external user gets an email notification inviting him to a site that has been shared with him.

When Learner is added to the Learners group on a Classroom & Blended Training or Webinar course where ‘Enroll user into a single session’ option is selected, he will receive an email notifying him that he should select course session to enroll:

 

Рисунок 5

 

Use drop-down filtering to choose the needed course session and click Join button to enroll into it:

 

Рисунок 1345054608

 

After that Learner can go to the course site:

 

Рисунок 1345054609

 

NOTE:

If Learner selects course session that is already full, he will see the following warning:

 

Рисунок 1345054610

 

NOTE:

If Learner is added to the Learners group on the course without active course sessions, he will see the following message:

 

Рисунок 1345054614

 

Learner added to the SP group can also enroll into a course session using link on the Course Information Web Part:

 

Рисунок 1345054438

 

 

  1. 20. Enrolling into Training Plans

Depending on the needs of your organization, there are several options of how users can be enrolled into training plans:

 

  • • By self-enrolment from Course Catalog

User needs to be a member of at least the “Visitors” group of the site where Course Catalog is added. After enrollment, user is added to the training plan site's “Learners” group.

 

To enroll in a training plan, user should do the following actions:

  1. 1. Select training plan in the Course Catalog;

  2. 2. Click “Enroll” button in the right corner:

C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTML48a1fda5.PNG

 

  1. 3. The user will automatically be enrolled in the training plan and all unlocked courses of the training plan (if automatic enrollment flow is set for this training plan, otherwise, a registration with pending approval status will be created). Click “Go to Training Plan” to open the training plan site or “Unenroll” to withdraw from the training plan:

Picture 1345054679

 

NOTE:

When learner unenrolls from the training plan with Pending Approval status, he is initially required to enter Cancellation Message. Administrator can see this message in the Approve Enrollments section (see more information in chapter 13).

NOTE:

If user enrolls in a training plan that includes Classroom & Blended Training or Webinar courses with the Enrollment Type set to ‘Enroll user into a single session’, he will receive a notification about the necessity of course session selection for this course:

 

Рисунок 12

 

After clicking Course Session Selection link, user can choose necessary course session from the drop-down list, and click Join button to enroll. After that he can go to the course site.

User can do this from the course site as well, using link on the Course Information Web Part:

 

Рисунок 21

 

 

  • • By enrolling individual AD accounts or Azure AD groups

Individual AD accounts or Azure AD groups can be added by administrator either during training plan creation or after it was created.

  1. 1. To enroll learners during creating a training plan, you've got to be in the “Owners” group of the site where course catalog is added. During training plan creation, select Users or User groups in the “Learners” field. Users that you're enrolling will be added to the training plan site's “Learners” group:

Picture 1345054491

 

  1. 2. To enroll learners after the training plan has been created, you will need to be in training plan site's administrators group to add members to group “Learners”. Open training plan for Edit as described in section “Editing Training Plan” and select Users or User groups in the “Learners” field. Users that you're enrolling will be added to the training plan site's “Learners” group:

 

Picture 1345054532

 

NOTE:

If user was enrolled in a training plan that includes Classroom & Blended Training or Webinar courses with the Enrollment Type set to ‘Enroll user into a single session’, he will receive a notification about the necessity of course session selection for this course:

 

Рисунок 25

 

After clicking Course Session Selection link, user can choose necessary course session from the drop-down list, and click Join button to enroll. After that he can go to the course site.

User can do this from the course site as well, using link on the Course Information Web Part:

 

Рисунок 46

 

NOTE:

If user was enrolled in the training plan via AD Group, the “Unenroll” button will not be displayed and he cannot withdraw from the training plan.

 

To configure User Groups in Office 365 user should have Administrator rights. Login to O365 and go to Admin, select GROUPS in the left-side menu and create or manage existing user groups:

 

Picture 1345054534

 

  • • Using the native “Share” functionality

  1. 1. Share access to site where course catalog is added. Users you want to share site with should have at least “Visitors” rights.

 

Click Share in the upper right corner:

 

Picture 1345054535

 

Select Users and/or Groups to share the site with and set “Can edit” permissions level:

 

Picture 1345054536

 

Click Share button. After this, the user can proceed by self-enrolment as described above.

 

  1. 2. Share access to training plan site to give access to a specific training plan.

 

Click Share in the upper right corner:

 

Picture 1345054570

 

Select Users and/or Groups to share the training plan site with and set “Can edit” permissions level:

 

Picture 1345054571

 

Click Share button. User(s) will be added to training plan site’s Learners group.

 

NOTE:

In both cases, an external user gets an email notification inviting him to a site that has been shared with him.

NOTE:

If users or AD groups are deleted from training plan site’s Learners group, they will be deleted from all courses included in this training plan.

NOTE:

If user was added to the Learners group of the training plan that includes Classroom & Blended Training or Webinar courses with the Enrollment Type set to ‘Enroll user into a single session’, he will receive a notification about the necessity of course session selection for this course:

 

Рисунок 47

 

After clicking Course Session Selection link, user can choose necessary course session from the drop-down list, and click Join button to enroll. After that he can go to the course site.

User can do this from the course site as well, using link on the Course Information Web Part:

 

Рисунок 1345054437

 

 

  1. 21. My Training Dashboard

My Training Dashboard is a configurable web part that enables Managers to see a high-level overview of their employees’ trainings and Learners to get an overview of all their trainings. This web part has two views: Team View Picture 23 and Personal View Picture 24.

NOTE:

Two modes (Team View and Personal View) are available for user if he is a Manager (user who is specified as a Manager in Azure AD).

If user is a Learner, only Personal View is available for him.

NOTE:

See more information on how to set up Manager->subordinate relationship at https://helpcenter.elearningforce.com/hc/en-us/articles/214108849.

    1. 21.1 Adding My Training Dashboard

To add the Web Part you must edit the page:

 

Picture 49

 

Once in Edit Mode you click the Insert Tab followed by Web Part, select My Training Dashboard in LMS365 category and click “Add”:

 

picture

 

Click Save icon in the Menu to save the page:

 

Picture 1345054459

 

The page will now be saved.

 

    1. 21.2 Managing My Training Dashboard Tabs

To manage My Training Dashboard Web Part tabs:

 

    1. 1. Enter page Edit mode (click the Edit button in the ribbon);

    2. 2. Click My Training Dashboard Web Part Menu icon Picture 48;

    3. 3. Click on Settings icon in upper-right corner:

 

Рисунок 1345054433

 

    1. 4. In the open menu choose the tabs to be displayed in My Training Dashboard web part by checking or unchecking corresponding checkboxes:

 

Рисунок 1345054434

 

    1. 5. Apply the changes or close the settings menu. The made changes will be displayed on a page with My Training Dashboard web part.

 

    1. 21.3 Managing My Training Dashboard Columns

On the sites with the Course Catalog Add-in installed for the first time, you can add My Training Dashboard Web Part with the ability to configure columns in all tabs of this Web Part.

 

When editing new Web Part, click Settings button to select which tabs to show:

 

Picture 63

 

In each tab of My Training Dashboard there is Settings icon using which you can choose columns to display in current tab:

 

Picture 1345054462

 

NOTE:

In tabs that also include tabs (e.g. CEUs tab is divided into Earned, Planned, and All tabs), each of them has its own settings.

 

After clicking Settings icon, you will be presented with the following screen:

 

Picture 1345054464

 

Here you can select the columns to display in the list view. To change ordering, use drag-and-drop or the "up" and "down" buttons next to each column. Click Apply button to save and apply the changes.

 

NOTE:

Start Date column in the Enrollment section displays date when course changed its status from ‘Not Started’ to ‘In Progress’. It is not displayed for course with ‘Not Started’ status.

NOTE:

Whilst editing Web Part you can switch to the Team View Mode of the Dashboard as well and choose columns to display:

 

Picture 1345054485

 

 

    1. 21.4 Team View Mode

In the Team View mode, manager can see his subordinates’ training activity overview and details, approve or reject enrollment requests, as well as see subordinates’ transcripts:

Picture 14

 

In the Team View mode, My Training Dashboard Header is divided into the following sections: Manager’s name, Completed, In Progress, Not Started, Expired Certificates, Overdue, and Enrollment Requests sections:

 

Picture 18

 

  • − Completed section – displays the percentage of courses that user’s subordinates have already completed;

  • − In Progress section – displays the percentage of courses that user’s subordinates have already started, but have not completed yet;

  • − Not Started section – displays the percentage of courses that user’s subordinates have not started;

  • − Expired Certificates – displays total number of user’s subordinates certificates that have expired (if a subordinate has several expired certificates for one course, only the latest one is counted). User can use this section as filter to search users with expired certificates;

  • − Overdue section – displays total number of user’s subordinates who have not completed the course up to the Due Date or have completed it after the Due Date came. User can use this section as filter to search users enrolled in courses with Overdue status;

  • − Enrollment Requests section – show total number of requests pending approval. User can use this section as filter to search users with enrollment requests.

 

On this page, information can be grouped using different filters: User(s), Date Type or Period:

 

Picture 1345054538

 

  • − User(s) – select one or several subordinates on which you want to get information;

  • − Date Type – select date type to filter information: Completion Date, Due Date or Enrollment Date;

  • − Period – select dates by which information about subordinates will be filtered.

NOTE:

All dates are shown according to the regional settings of the current site.

The following information is presented in the Team View mode:

  • − Learner column – displays learner’s name. In this column, only user’s subordinates are displayed. Clicking on the name of the subordinate, user can see further hierarchy:

 

Picture 19

 

NOTE:

Users with disabled AD accounts are not shown as subordinates on the Dashboard.

NOTE:

On each level of hierarchy, you will see information about training activities of the subordinates of your subordinate.

 

  • − Callout menu – callout menu actions allow viewing course details and subordinate’s transcript, as well as approving/rejecting enrollment requests:

 

Picture 60

 

    • To view course details – click View Course Details button Picture 1345054528 or Expand button C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTML37d936da.PNGnext to the name of the needed subordinate. Detailed information on subordinate’s training activities will appear:

 

Picture 1345054542

 

      • ▪ Course Name column – displays course/training plan title. You can click Expand button C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTML37d936da.PNG next to the name of the training plan to see details about courses included in it;

      • ▪ Status column – displays completion status of a course/training plan (Not Started, In Progress, Completed);

      • ▪ Overdue Status column – displays course/training plan overdue status. It can be as follows:

  1. a. Empty – if the course/training plan is not completed and the Due Date has not come yet;

  2. b. On Time – if the course/training plan has been completed before the Due Date;

  3. c. Overdue – if the course/training plan has not been completed up to the Due Date or has been completed after the Due Date;

      • ▪ Due Date column – displays the course/training plan due date;

      • ▪ Date & Time Completed column – displays on what date and time Learner has completed the course/training plan;

      • ▪ Certificate column – to view Learner’s certificates, click View button Picture 1345054498 (the certificate will be downloaded). Depending on the certificate status, this button can be green (valid certificate) or red (expired certificate);

      • ▪ Certificate Expiry Date column – displays certificate expiry date;

      • ▪ CEUs column – displays the number of CEUs earned for the course/training plan completion.

    • To approve/reject enrollment requests – click Approve Enrollments button Picture 1345054643. The following dialog box will appear:

 

Picture 1345054684

 

Click Approve and then Approve button one more time to approve enrollment request:

 

Picture 1345054686

 

OR click Reject button, enter Reject message and then Reject button one more time to reject enrollment request:

 

Picture 1345054646

 

    • To view subordinate’s Transcript – click Transcript button Picture 1345054545. The information will be presented in the following form:

 

Picture 1345054592

 

You can export this information to .pdf format by clicking Export to PDF button in the upper right corner.

  • − In Progress column – displays total number of courses that user’s subordinate has already started, but has not completed yet;

  • − Not started column – displays total number of courses that user’s subordinate has not started;

  • − Overdue column – displays total number of courses that have reached their Due Dates;

  • − Completed column – displays total number of courses that user’s subordinate has already completed;

  • − Expired Certificates column – displays total number of certificates that have expired (if user has several expired certificates for one course, only the latest one is counted);

  • − Certificates column – displays total number of user’s subordinate certificates (Valid and Expired). If a subordinate has several certificates for one course, only the latest one is counted. Click the certificate icon to download the certificate to your local computer;

  • − CEUs column – displays total number of CEU points that user’s subordinate has earned.

 

You can save the information presented on this page to your local computer. To do this, click Export to Excel button and save the .xlsx file. The information will be presented in the following form:

 

Picture 1345054661

 

    1. 21.5 Personal View Mode

In the Personal View mode (is selected by default), user can see his own training progress, divided into 9 tabs: Current Training, In Progress, All, Completed, Ended, Pending, CEUs, Leaderboard, and Transcript. Each of these items can be enabled / disabled by editing the Web Part:

Picture 20

 

NOTE:

If learner is enrolled in a training plan with a number of courses included in it, on the Dashboard he will see only training plan. To see courses included in a training plan, click Expand button C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTML37d936da.PNG next to the needed training plan.

 

      1. 21.5.1 My Training Dashboard Header (Personal View)

 

In the Personal View mode, My Training Dashboard Header is divided into the following sections: Learner’s name section, Course Completed section, number in company ranking section and CEUs section:

Picture 22

 

  • − Learner’s name section – displays Learner’s name;

  • − Course Completed section – displays the number of Learner’s completed courses (completed unpublished and completed deleted courses are also counted)/the number of all Learner’s courses (completed unpublished and completed deleted courses are also counted), considering courses from the whole tenant;

  • − in company ranking section – displays number of Learner’s ranking in his/her company;

  • − CEUs section – displays the number of Learner’s earned CEUs (by course/training plan completion).

NOTE:

If user is enrolled in a training plan, courses included in it are counted in a total number of courses, i.e. if user is enrolled in one course and one training plan that includes two courses, a total number of courses will be three.

 

NOTE:

If some Learners have the same number of CEUs Learner, who has first completed the course/training plan will be on top.

NOTE:

In case Learners have no CEUs, Number in company ranking section is hidden and CEUs section will show 0 earned CEUs.

 

      1. 21.5.2 Current Training Tab

Current Training tab displays courses/training plans with Not Started or In Progress statuses:

Picture 1345054625

 

  • − Course Name – displays the title of the course/training plan;

  • − Due Date – displays the due date of the course/training plan;

  • − Progress – displays Learner’s completion status:

    • Not Started status – Learner has enrolled, but has not started the course/training plan;

    • In Progress status – Learner has started, but has not completed the course/training plan;

  • − Actions – displays action buttons: Go to Course button Picture 454, Unenroll button Picture 459 , and Information button Рисунок 1345054620 (for Classroom & Blended Training and Webinar course types).

If you click Go to Course button, you will be redirected to the course or training plan site page. If you click Unenroll button, you will be required to enter a cancellation message:

 

Picture 666

 

Click OK button to confirm unenrollment or Cancel button to discard this action.

NOTE:

Learners that were enrolled in a course via AD group cannot unenroll from it. They will see the following message:

 

Picture 476

 

 

Click Information button to see course session in which you are enrolled:

 

Рисунок 1345054628

 

      1. 21.5.3 In Progress Tab

In Progress tab displays courses/training plans that Learner has started, but has not completed yet:

 

Picture 1345054611

 

  • − Course Name – displays the title of the course/training plan;

  • − Due Date – displays the due date of the course/training plan;

  • − Actions – displays action buttons: Go to Course button Picture 1345054602, Unenroll button Picture 1345054603 , and Information button Рисунок 1345054632 (for Classroom & Blended Training and Webinar course types). If you click Go to Course button, you will be redirected to the course or training plan site page. If you click Unenroll button, you will be required to enter a cancellation message:

 

Picture 1345054612

 

Click OK button to confirm unenrollment or Cancel button to discard this action.

NOTE:

Learners that were enrolled in a course via AD group cannot unenroll from it. They will see the following message:

 

Picture 1345054582

 

 

Click Information button to see course session in which you are enrolled:

 

Рисунок 1345054634

 

 

      1. 21.5.4 All Tab

By default, this tab is hidden. To make it available on My Training Dashboard, edit My Training Dashboard Web Part.

All tab displays all courses/training plans from the whole tenant in which user is a Learner regardless their statuses:

 

Picture 1345054530

 

  • − Course Name – displays the title of the course/training plan;

  • − Due Date – displays the due date of the course/training plan;

  • − Progress – displays Learner’s completion status:

    • Not Started status – Learner has enrolled, but has not started the course/training plan;

    • In Progress status – Learner has started, but has not completed the course/training plan;

    • Completed status – Learner has completed the course/training plan.

  • − Completion Date – displays the date of the course/training plan completion;

  • − Actions – displays action buttons: Go to Course button Picture 1345054539 and Unenroll button Picture 1345054540 for courses with Not Started and In Progress statuses, Information button Рисунок 1345054635 (for Classroom & Blended Training and Webinar course types), and Retake Course button Picture 1345054581 for courses with Completed status and expiring or expired certificates.

If you click Go to Course button, you will be redirected to the course or training plan site page. If you click Unenroll button, you will be required to enter a cancellation message:

 

Picture 1345054567

 

Click OK button to confirm unenrollment or Cancel button to discard this action.

NOTE:

Learners that were enrolled in a course via AD group cannot unenroll from it. They will see the following message:

 

Picture 1345054586

 

 

Click Information button to see course session in which you are enrolled:

 

Рисунок 1345054638

 

  If you click Retake Course button, a confirmation message will appear:

 

Picture 1345054589

 

Click OK button to restart the course/training plan or Cancel button to discard this action. When user clicks OK button, his course/training plan status will be changed to Not Started (all courses included in a training plan also will have Not Started status) and he will have to retake all course items: Learning Modules, SCORMs/AICCs, Quizzes (their statuses will be changed to Not Started and the old progress will not be shown anywhere).

For Classroom & Blended Training and Webinar courses in which ‘Enroll user into a single course session’ option is selected, user will be able to choose one active course session to enrol into or will see a message notifying him that there are no active course sessions. If ‘Enroll user into all course sessions’ option is selected, user will be enrolled into all active course sessions or will see a tooltip notifying him that there are no active course sessions.

 

      1. 21.5.5 Completed Tab

Completed tab displays courses/training plans that Learner has completed:

Picture 1345054624

 

  • − Course Name – displays the title of the course/training plan;

  • − Completion Date – displays the date of the course\training plan completion.

NOTE:

Completed ended courses are also displayed in this tab.

 

 

      1. 21.5.6 Ended Tab

By default, this tab is hidden. To make it available on My Training Dashboard, edit My Training Dashboard Web Part.

Ended tab displays Learner’s courses/training plans, which have been ended (regardless their completion status):

 

Picture 1345054587

 

  • − Course Name – displays the title of the course/training plan;

  • − Due Date – displays the due date of the course/training plan;

  • − Date Ended – displays the date on which course/training plan has ended;

  • − Progress – displays Learner’s completion status:

    • Not Started status – Learner has enrolled, but has not started the course/training plan;

    • In Progress status – Learner has started, but has not completed the course/training plan;

    • Completed status – Learner has completed the course/training plan.

 

      1. 21.5.7 Pending Tab

Pending tab displays courses/training plans in which Learner has enrolled but they are pending approval:

Picture 1345054591

 

  • − Course Name – displays the title of the course/training plan;

  • − Due Date – displays the due date of the course/training plan;

  • − Actions – displays action button: Cancel button Picture 1345054475. If you click Cancel button, a Confirmation Message box will appear:

 

Picture 1345054476

  

Click Close button to discard the action or enter the explanation for the cancellation and click OK button. Your enrollment request will now be cancelled.

 

      1. 21.5.8 Certificates Tab

Certificates tab is divided into two tabs: Valid and Expired.

  1. 1. Valid tab displays courses with valid certificates:

 

Picture 1345054588

 

 

  • − Course Name – displays the title of the course/training plan;

  • − Certificate – to download earned certificates to your local computer, click Download Certificate icon (or Certificate Expiring icon). Certificate in .jpeg format will be downloaded:

 

Picture 1345054626

 

  • − Status – displays certificate status. It can be Valid or Expiring;

  • − Issued – displays certificate issued date;

  • − Expiry – displays certificate expiry date;

 

  1. 2. Expired tab displays courses with expired certificates:

 

Picture 1345054590

 

  • − Course Name – displays the title of the course/training plan;

  • − Certificate – to download earned certificates to your local computer, click Certificate Expired icon. Certificate in .jpeg format will be downloaded:

 

Picture 1345054627

 

  • − Status – displays certificate status;

  • − Issued – displays certificate issued date;

  • − Expiry – displays certificate expiry date;

 

NOTE:

If a learner retakes courses/training plans with expiring or expired certificates, these certificates are still displayed in Certificates tab (in Valid or Expired tabs depending on their statuses).

NOTE:

Deleted completed courses/training plans with certificates are shown in Certificates tab as well, but it is impossible to access these courses/training plans (their titles are not clickable).

 

      1. 21.5.9 CEUs Tab

CEUs tab is divided in three tabs: Earned, Planned, and All. Courses and training plans, in which CEUs are not provided, are not shown in My CEUs tab.

  1. 1. Earned tab displays courses/training plans for the completion of which Learner has earned CEUs:

Picture 1345054486

 

NOTE:

Completed courses with CEUs are displayed inside corresponding Training Plan after Training Plan completion.

 

You can select a period of course/training plan completion by using Select Period option. Click Picture 36 button to select dates and Apply Dates button to filter courses/training plans by selected period or Clear Dates button to discard this action:

 

Picture 1345054629

 

NOTE:

By default, one-year period is selected in the Select Period section.

 

  • − Course Name – displays the title of the course/training plan;

  • − Date Earned – displays the date of course/training plan completion and earning CEUs. Dates are shown according to the regional settings of the current site;

  • − CEUs – displays the number of CEUs earned for course/training plan completion;

  • − Total CEUs – displays total amount of earned CEUs.

 

  1. 2. Planned tab displays courses/training plans with CEUs that Learner will earn after their completion:

Picture 1345054631

 

  • − Course Name – displays the title of the course/training plan;

  • − CEUs – displays the number of CEUs provided by the course/training plan;

  • − Total CEUs – displays total amount of planned CEUs.

 

  1. 3. All tab – displays Not Started/In Progress/Completed Learner's courses/training plans with CEUs:

Picture 1345054487

 

  • − Course Name – displays the title of the course/training plan;

  • − Date Earned – displays the date of course/training plan completion and earning CEUs. Dates are shown according to the regional settings of the current site;

  • − CEUs – displays earned CEUs (they are highlighted) and planned CEUs (they are grayed out);

  • − Total CEUs – displays total amount of CEUs (Earned + Planned CEUs).

 

CEUs from deleted courses/training plans are displayed in CEUs tab as well, but it is impossible to access these courses/training plans (their titles are not clickable).

 

NOTE:

Earned CEUs are not updated even if in Edit course/training plan mode their number is changed/deleted.

      1. 21.5.10  Leaderboard Tab

Leaderboard tab displays top of Learners ranked by the number of earned CEUs (from the whole tenant). Learners without CEUs are not included in ranking.

Top 3 Learners are marked with colored badges (golden, silver and bronze). All the other Learners have black badges. Learner’s avatar is taken from user’s profile:

 

Picture 1345054630

 

NOTE:

If a user has different pictures in Office 365 and SharePoint profile, a picture from Office 365 profile will be displayed on Leaderboard.

External users can see profile pictures of other external users of the same domain and SharePoint profile pictures; internal users will see pictures from SharePoint profiles and Office 365 (provided they have a configured Office 365 profile).

NOTE:

Maximum 10 Learners are shown on Leaderboard.

 

Leaderboard tab is divided in 3 tabs: Weekly tab (displays top students according to the current week); Monthly tab (displays top students according to the current month); All Time tab (displays top students according to all time).

Dates are set according to the regional settings of the current site.

 

NOTE:

If some Learners have the same number of CEUs Learner, who has first completed the course/training plan will be on top.

NOTE:

Earned CEUs are not updated even if in Edit course/training plan mode their number is changed/deleted.

 

      1. 21.5.11 Transcript

By default, this tab is hidden. To make it available on My Training Dashboard, edit My Training Dashboard Web Part.

Transcript displays information about learner’s training activities and certificates. The information is presented in the following form:

 

Picture 11

 

In the Courses section, all Learner’s courses/training plans in which he is enrolled (with Not Started, In Progress, and Completed statuses) are displayed. Completion date and CEUs (only earned for course/training plan completion) are displayed in this section as well. Total CEUs are displayed under the Courses section.

In the Certificates section, all Learner’s certificates with their validity status, issued and expiry dates are shown. If learner has more than one certificate for the course/training plan, all certificates will be shown in this section.

You can export the information presented in this tab to .pdf format by clicking Export to PDF button in the upper right corner. The information will have the following view:

 

Picture 1345054488

 

  1. 22. Courses and Training Plans Search

By default, all courses/training plans are displayed on the first page of the Course Catalog. To search needed courses/training plans, use the following filters:

 

  1. 1. By status:

  • − All Available – shows all courses/training plans (default view);

  • − Pending Approval - shows user’s courses/training plans that are pending approval;

  • − Enrolled – shows user’s active courses/training plans;

  • − Required – shows courses/training plans marked as “Required” during creation;

  • − Optional – shows courses/training plans not set as “Required” during creation;

  • − Completed – shows user’s completed courses/training plans:

Рисунок 839122761

 

  1. 2. By category – list of all categories on the left allows filtering courses/training plans by category:

Рисунок 839122762

 

To find a course or a training plan, use catalog search field:

 

Picture 1345054471

  1. 23. Reports

Reporting functionality is available in the Administration Back-end and contains information related to courses and training plans. The system allows creating two types of reports: by Training and by Learner.

 

To view Reports, do the following actions:

  1. 1. On the Course Catalog Web Part click Setting button Picture 415:

Рисунок 839122763

 

  1. 2. You will be redirected to the Administration Back-End. Choose Reports tile:

 

Picture 1345054482

 

There you can select from two types of reports:

  • − Learner Reports – show information about learners’ training;

  • − Training Reports – show information about courses/training plans.

 

    1. 23.1 Learner Reports

To create a Learner Report, do the following actions:

 

  1. 1. On the opened Reports page select group by Learner from the drop-down list:

 

Picture 1345054516

 

  1. 2. Use filters to customize information that will be included in your Report:

 

Picture 1345054517

 

  • − Select – select a learner from the drop-down list to include information only about this learner;

  • − Include – select type of learners: Active, Deleted (disabled users are also shown in Deleted Learners type) or All and type of courses: Active, Deleted or All to include in the report;

  • − Start Date – set start date for the Report;

  • − End Date – set end date for the Report.

 

NOTE:

Start and End Date filtration is based on the course completion date.

 

  1. 3. Click Create Report button Picture 396. An .xlsx report will be created and downloaded to your computer. It contains the following information:

 

Picture 58

 

  • • Learner’s name – shows name of learner;

  • • Email – shows learner’s e-mail address;

  • • Department – shows learner’s department;

  • • Number of Courses – shows number of learner’s courses/training plans;

  • • Course Name – shows titles of courses/training plans into which the learner is enrolled;

  • • Completion status – shows percent of completed courses/training plans;

  • • Status – shows learner’s completion status;

      • Not Started – Learner has enrolled, but has not started the course/training plan;

      • In Progress – Learner has started the course/training plan, but has not completed it yet;

      • Completed – Learner has completed the course/training plan;

  • • Date & Time Completed – shows date and time of course/training plan completion (for completed courses/training plans);

  • • CEUs – shows number of Continuing Education Units assigned to learner for course/training plan completion;

  • • Enrollment Type – shows type of enrollment into a course/training plan;

  • • Enrollment Date – shows date and time of learner’s enrollment into a course/training plan (date and time are set according to the Regional Settings of the current site);

  • • Course Type – shows type of the course/training plan;

  • • Course ID – shows ID of the course/training plan;

  • • Course URL – shows URL of the course/training plan;

  • • Category – shows course/training plan category;

  • • Course Duration – shows course/training plan duration.

 

For Classroom & Blended Training and Webinar course types, information about course sessions is also displayed:

 

Рисунок 1345054618

 

  • • Start Date – shows date and time classroom/webinar event starts;

  • • End Date – shows date and time classroom/webinar event ends;

  • • Time Zone – shows time zone selected for classroom/webinar event;

  • • Location (for Classroom & Blended Training) – shows room for the classroom event;

  • • Meeting URL (for Webinar) – shows Webinar meeting URL.

 

    1. 23.2 Training Reports

To create a Training Report, do the following actions:

 

  1. 4. On the opened Reports page select group by Training from the drop-down list:

 

Picture 1345054513

 

  1. 5. Use filters to customize information that will be included in your Report:

 

Picture 1345054515

 

  • − Select – select a course or a training plan from the drop-down list to include information only about this course/training plan;

  • − Include – select type of learners: Active, Deleted (disabled users are also shown in Deleted Learners type) or All and type of courses: Active, Deleted or All to include in the report;

  • − Start Date – set start date for the Report;

  • − End Date – set end date for the Report.

 

NOTE:

Start and End Date filtration is based on the course completion date.

 

  1. 6. Click Create Report button Picture 408. An .xlsx report will be created and downloaded to your computer. It contains the following information:

 

Picture 1345054432

 

  • • Course Name – shows name of the course/training plan;

  • • Number of Learners – shows number of enrolled learners;

  • • Learner’s name – shows name of learner;

  • • Email – shows learner’s e-mail address;

  • • Completion status – shows percent of learners who completed the course/training plan;

  • • Status – shows learner’s completion status;

      • Not Started – Learner has enrolled, but has not started the course/training plan;

      • In Progress – Learner has started the course/training plan, but has not completed it yet;

      • Completed – Learner has completed the course/training plan;

  • • Date & Time Completed – shows date and time of course/training plan completion (for completed courses/training plans);

  • • CEUs – shows number of Continuing Education Units assigned to learner for course/training plan completion;

  • • Department – shows learner’s department;

  • • Enrollment Type – shows type of enrollment into a course/training plan;

  • • Enrollment Date – shows date and time of learner’s enrollment into a course/training plan (date and time are set according to the Regional Settings of the current site);

  • • Course Type – shows type of the course/training plan;

  • • Course ID – shows ID of the course/training plan;

  • • Course URL – shows URL of the course/training plan;

  • • Category – shows course/training plan category;

  • • Course Duration – shows course/training plan duration.

For Classroom & Blended Training and Webinar course types, information about course sessions is also displayed:

 

Рисунок 1345054619

 

  • • Start Date – shows date and time classroom/webinar event starts;

  • • End Date – shows date and time classroom/webinar event ends;

  • • Time Zone – shows time zone selected for classroom/webinar event;

  • • Location (for Classroom & Blended Training) – shows room for the classroom event;

  • • Meeting URL (for Webinar) – shows Webinar meeting URL.

  1. 24. Language

Out of the box LMS365 | Course Creator & Catalog Add-in is translated to English language only.

 

NOTE:

Out of the box LMS365 | Course Creator & Catalog Add-in English translation can be modified the same way as it is translated to other languages.

 

NOTE:

The LMS365 | Course Creator & Catalog Add-in translation is applied for the whole tenant.

 

 

To add translation to alternate language(s) for the LMS365 | Course Creator & Catalog Add-in, use Language Files section in Add-in settings:

  1. 1. Open the LMS365 | Course Creator & Catalog Administration Back-End by clicking the Course Catalog Settings:

Рисунок 839122764

 

  1. 2. On the opened Administration page click Language Files:

 

Picture 1345054483

 

  1. 3. Language Settings page will open:

Picture 1345054484

 

  1. 4. Select an alternate language in the “Select Language” dropdown (a list of all possible alternative languages is displayed):

 

Picture 450

 

 

  1. 5. On the opened Language Settings page type your translation for each phrase in “Custom Labels” column and click “Save”:

Picture 451

 

OR

  1. 1. Click “Export” to save the language file to your local computer;

  2. 2. Edit the downloaded .xlsx file locally filling in the “Custom Values” column:

 

Picture 9

 

  1. 3. Click “Import” and select the edited language file from your local computer.

  2. 4. Translation from “Custom Values” column will be displayed in “Your choice". Click Save to save the translation.

 

NOTE:

The new translation is applied after page reload.

 

NOTE:

Prerequisite for presenting LMS 365 sites (and also LMS 365 | Course Creator & Catalog Add-in) in more than one language: alternate language(s) should be chosen in site collection’s Site Settings -> Language settings.

 

Rules of presenting LMS 365 sites (and also LMS 365 | Course Creator & Catalog Add-in) in different languages (specified by priority from high to lower):

  1. 1. The language preferences stored in the user profile. (It takes some time before user language preferences are applied after you change them). See link where to find these preferences.

  2. 2. If no language preference is defined in the user profile, the language preferences stored in the user's web browser are used. (You should reopen browser session if you change browser language preference). See link where to find these preferences.

  3. 3. If no language preferences are defined in the user's profile and web browser, the default site language is used.

NOTE:

If you need the LMS 365 | Course Creator & Catalog Add-in to be presented only in one specific language, you have to create Site collection (where the LMS 365 | Course Creator & Catalog Add-in will be added) in that language and not choose any alternative languages.

 

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