The LMS365 AI-powered chatbot

Introduction

In LMS365 (Learn365), catalog admins can enable a preview of AI-enhanced features. Currently, the AI-driven chatbot from LMS365 (Learn365) is integrated and available to users via the Chat tab in Teams. This AI-powered assistant helps LMS365 (Learn365) users find relevant training within course catalogs.

In this article, we explore the AI chatbot feature in LMS365 (Learn365), how to enable it, and illustrate how users can leverage it to reach their educational goals.

For more information about the methods employed by LMS365 (Learn365) to manage data, ensure privacy, and maintain security in the context of AI-powered features, see this article.

 

NOTE   

  • The AI-powered chatbot is released in preview. During this initial phase, LMS365 (Learn365) reserves the right to discontinue this service at any time.
  • Currently, LMS365 (Learn365) is offering all its customers complimentary early access to its AI features. The future business model will be determined based on the insights and feedback gathered from this experience.

 

The AI-powered chatbot

The AI-powered chatbot in within Microsoft Teams is an assistant specifically engineered to search and find relevant training that aligns with user requirements.

The AI-powered chatbot in is built on the Large Language Model (LLM) and uses a natural language processing (NLP) model, and enables users to interact with training in a more natural and intuitive way. Instead of using specific commands or prompts in the chat, users can simply enter their requests in everyday language and the chatbot will understand it. This fluid communication between the user and the chatbot results in more natural and conversational interactions, and a faster and better learning experience.

The AI-powered chatbot can handle complex inquiries and adapt to different contexts, providing more accurate and personalized responses.

 

NOTE   

The AI-powered chatbot in is driven by artificial intelligence, which means that you may encounter unexpected outcomes and errors. If this happens, we'd appreciate your feedback because this will help us to enhance the feature.

 

While the AI-powered chatbot can understand everyday language, its primary function is to assist users in achieving their learning objectives in LMS365 (Learn365). Therefore, the chatbot won't respond to general inquiries, such as “How are you?” or questions about the weather forecast.

If you ask a general question, outside the scope of LMS365 (Learn365), the outcome of such a conversation will be similar to that in the following image.

 

not_relevant_topics.png

 

Enable the AI-powered chatbot

Required role: LMS admin or Microsoft 365 global admin

The LMS365 AI-powered chatbot is released in preview, meaning that you have to enable this feature before your users can utilize it in their learning environment.

In Microsoft Teams, the regular chatbot is the default chatbot option and is available to users via the Chat tab. However, when the AI-powered chatbot is enabled, it becomes the only available chatbot for users.

 

To enable the LMS365 AI-powered chatbot, follow these steps:

1. In the LMS365 (Learn365) Admin Center, go to LMS Configuration > Preview features.

2. On the opened Preview features panel:

  • Enable Generative AI features by dragging the toggle to the On position to enable users to access the AI features in LMS365 (Learn365).
  • Select the checkbox to confirm that you Accept LMS365 terms. For more information about the methods employed by LMS365 (Learn365) to manage data, ensure privacy, and maintain security in the context of AI-powered features, see this article.
  • Enable the Chatbot in Microsoft Teams feature by dragging the toggle to the On position.

 

AI chatbot preview features toggle

 

3. Select Save. To cancel the action, select Cancel.

 

Use the chatbot to find relevant training

The AI-powered chatbot is available for users within Microsoft Teams, via the Chat tab of LMS365 (Learn365).

Currently, with the help of the AI-powered chatbot, users can manage their learning in the following ways:

  • Search for courses and training plans in a course catalog according to their request and refine the presented results in further conversation.
  • Search and analyze training based on learner's personal learning progress. 
  • Switch between course catalogs.

 

Search for training in a course catalog

With help of the AI-powered chatbot, users can search for courses and training plans according to their learning requests or future career plans.

The search is conducted within the chosen course catalog using the following parameters:

  • Training title
  • Description 
  • Categories
  • Tags
  • Type of course
  • The user has access to 
  • The user isn't enrolled in this training

As a result, users will get a list of courses and training plans that they're searching for.

 


EXAMPLE

The user wants the chatbot to help them find training on the subject of management. To do this, the user enters their request in a conversational manner, for example: "Can you find courses on management."

If this is the first conversation with the chatbot, and the search is running at catalog level, the chatbot may ask the user to specify the catalog in which the search should be conducted. In this case, the user will select the relevant course catalog via a chatbot card.

selecting a catalog.png

The user continues the conversation with their request. As a result, they'll get the training on the requested topic (if it exists). As shown in the following image, the user retrieved the training on subject of management.

the_search_result..png

 

Search for training based on a learner's personal learning progress

Users can search for training based on their personal learning progress in LMS365 (Learn365). This will enable users to retrieve training based on their personal progress with the material.

The search runs at tenant level, meaning the user will receive information relating to their learning from all course catalogs. The search runs on the following parameters:

  • Training IDs
  • Training title
  • Training type
  • Statuses
  • Progress

 


EXAMPLE

The user wants a list of the training they haven't started yet, as shown in the following image. For this, they ask the question: "Do I have any courses that I haven't started?".

As a result, the user will get a list of all the training that they haven't started yet, across all course catalogs.

not_started_courses.png

If they need to, the user can proceed with the conversation to further refine their search for training they haven't started yet. For example, they might additionally ask: "Show me only e-learning courses from that list".

show_e-learning.png

 

Switch between course catalogs

Users can easily switch between catalogs to find training they're interested in, then browse through catalogs to which they have access.

Users can switch between catalogs in the following ways:

  • If the user knows the catalog title, they can write a request like: "Switch to the ACADEMY catalog." or "Could you search in the ACADEMY catalog instead?". The chatbot will switch to the requested catalog.

 

changing_catalogs.png

 

  • If the user isn't sure on the course catalog title, they can write a request like: "I would like to search in a different catalog."

In this case, the chatbot will bring forward a card where the user can select the relevant catalog from a drop-down list. The drop-down list contains only the catalogs to which the user has access.

 

change_catalog.png

 

Languages supported by the AI-powered chatbot

The AI-powered chatbot in LMS365 (Learn365) primarily communicates in English. However, it can also understand additional languages that are supported by Microsoft.

When users submit a request to the AI-powered chatbot, they should keep in mind that the language of the request should match the language of the information they are searching for. For example, if the course they're looking for is in German, the user should enter the course title in German to help the chatbot find it.

 

Clear the context history in the AI chatbot

Even though the chatbot is driven by artificial intelligence, you may occasionally find that it returns incorrect outcomes or unexpected results. In such a case, users can choose to end the current conversation by asking the chatbot to clear the history: "Can you clear the context history?".

As a result, the chatbot will be reset and will 'forget' about all previous outcomes in the dialogue. However, the previous conversation remains available to users.

When the chatbot confirms that the chat history is cleared, users can start a new conversation.

 

hostory_clearing.png

 

Feedback and questions

If you have any questions or comments about using the AI-powered chatbot, or have questions about compliance or privacy, contact us at dataprotection@elearningforce.com.

If you have suggestions, proposals, or input on how we can enhance the AI-driven chatbot, we invite you to contact your Customer Success Manager directly, or reach out to the Customer Success team by sending an email to customersuccess@lms365.com.

If you encounter issues related to the AI-powered chatbot in LMS365 (Learn365), you can submit a request to Zensai Product Support.

 

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