LMS365 Installation & Configuration Guide

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OVERVIEW AND SOFTWARE REQUIREMENTS

Audience

This guide has been written for the Office 365 Global Administrators to install the LMS365 App and Web Parts and create a fully working solution.

For detailed information about configuring the LMS365 please use the User Guide.

About LMS365 App

LMS365 is a collection of the tools which will enable you to create new course and training plan sites, including selected tools, in SharePoint Online. A short description of each tool is listed below.

LMS365 Course Creator & Catalog – is the main part of the LMS365 App that brings all the tools together, it allows you to create new course and training plan sites and provides a course catalog, for this to happen it requires Full Control permissions on your tenant. It also utilises other tools such as the SCORM & AICC Player, Learning Module Builder, Quiz Builder, and Assignments & Grade Book.

LMS365 SCORM & AICC Player – is the SCORM & AICC player for LMS365 and can be automatically included to the newly created course sites. SCORM content is a way to create pieces of online learning management material that can be shared and combined with other materials. 

LMS365 Learning Module Builder is designed for organizing Documents, Videos, SCORM/AICC packages etc. into sequenced learning steps. Learners move to the next step only after they have completed previous one, ensuring progress and making it possible to see where they are in the learning process. There is no better way to expose learners to new concepts in the most efficient order―and to ensure learners are not confused or lost along the way.

LMS365 Quiz Builder – is designed for creating quizzes that can be used as intermediate or final tests in the learning process. A Quiz is a type of examination consisting of several question types such as Multiple Choice, Multiple Answer, True or False, Ordering or Matching Answers, Free Text Answers, Fill Gap, Hot Spot or Short Answer. The interactivity and complexity that quizzes provide get Learners more interested and involved in the learning process.

LMS365 Assignments & Grade Book – is designed for creating, managing, tracking, and grading Assignment tasks on the course sites.

Requirements

Server software requirements

The LMS365 App has been developed to run within the Microsoft Office 365 SharePoint Online environment. SharePoint is a dynamic platform that allows you to create, edit and share content for facilitating teamwork. To learn more, join SharePoint.

Best performance practices

Due to SharePoint limitations, the maximum number of separate enrollments per course is 5000 users. For more information, navigate to the SharePoint service limits for the subsites.

If you have more than 5000 users, you can use Active Directory Group to enroll them.

Our SCORM & AICC Player tool was tested with 3000 concurrent learners.

Client requirements

There are not any explicit limitations. However, use the most recent versions of the following browsers for the best experience with Office Online and LMS365. For more detailed information, read which browsers work with Office for the web.

 

Operating System

Brower Type

Windows 10

Microsoft Edge, Internet Explorer 11, Mozilla Firefox, Google Chrome

Windows 8, 8.1, or 7 (SP1)

Internet Explorer 11, Mozilla Firefox, Google Chrome

Windows Vista (SP2)

Mozilla Firefox or Google Chrome

Mac OS X (10.10 or later)

Apple Safari 10+ or Google Chrome

Linux

Mozilla Firefox or Google Chrome

iOS

We recommend that you use the LMS365 Mobile App instead of the browser

Android

We recommend that you use the LMS365 Mobile App instead of the browser

 

INSTALLING THE LMS365 APP

  • 🛈After the LMS365 installation process is done, and the first Course Catalog is created, the LMS365 App with all the tools included into it will automatically be added to the App Catalog.

  • 🛈You can watch video tutorial to get started with the LMS365 installation process as well as follow the instructions described in this section.

To start working with the LMS365, please make sure that the following prerequisites are met:

  1. 1. The SharePoint is installed.

  2. 2. The App Catalog site is created. For detailed information on how it is done, please consult Step 1 of the following article - https://docs.microsoft.com/en-us/sharepoint/use-app-catalog.

  3. 3. You have at least “Owners” permissions to the App Catalog and at least “Read” permission to the SharePoint root site collection.

Then please follow the steps below:

  1. 1. Go to https://appsource.microsoft.com/en-US/product/web-apps/elearningforce.lms365_spfx and sign in under your Office 365 Global Administrator account.

  2. 2. Click the ‘Get it now’ button and accept the requested permissions:

Permissions that need to be accepted

  • 🛈Details about the permissions for the App Authorization you can find in our Trust Center.

LMS365 will install classic access LMS365 App to the Course Catalog site automatically. This App is used for correct work of the LMS365 App e.g. gives permissions to manage course sites, upload documents to Learning Module, Quiz, etc.

The SharePoint Site contents page.

  1. 3. After that, you will be suggested to install LMS365 on your Tenant and start Tenant provisioning:

The welcome page where you can complete the LMS365 installation process.

  1. 4. Select necessary Region for your Tenant:

 

Select the region for provisioning on the map

  1. 5. Click the Next button. You will be presented with the following screen:

The page where you need to confirm the selected region.

From this page you can confirm the Tenant Region or go back to select another one.

  • 🛈Remember the selected Region cannot be changed on your own initiative (only by request).

 

If the App Catalog has been recently created, it may take up to 20 minutes to get the App Catalog available for deploying new packages. After that, you will see the following screen. It means that the provisioning has already started.

The provisioning has already started.

 

  • 🛈If the user did not create the App Catalog, there will be the following notification:

You did not create the App Catalog

Follow the instruction and after that return and refresh the following page to continue the installation process.

 

The process of provisioning will typically take some minutes, after that you will be presented with the following screen:

The process of provisioning.

 

  1. 6. Before starting to use the LMS365 App, you will be required to activate the License:

The License Information page.

We strongly recommend activating all licenses (at least their Trial version) before start working with the LMS365 in order not to have issues with the not working tools.

LMS365 GLOBAL SETTINGS

The Global Settings are intended to be the place where it is possible to create a Course Catalog, manage language files, configure LMS365 Mobile App, activate or deactivate Licenses, set LMS administrators as well as LMS configuration for the whole Tenant

By default, only Office 365 Global Administrator has permissions to access the Global Settings.

LMS365 Global Settings

However, it is possible to assign the specific people the LMS Administrator role, which will grant them the access to the Global Settings. More details about this role please see in the LMS Administrators Management section.

  • 🛈To make the link to the Global Settings visible in the Admin Center for the Office 365 Global Administrators, user with such role must go to https://lms.365.systems, and then accept the requested by LMS365 permissions.

Creating Course Catalogs

  • 🛈Only users with the Global Administrator Role can create the Course Catalog. For other users, the Add Course Catalog button will be hidden.

To create a new Course Catalog:

  1. 1. Go to the Course Catalog List section of the Global Settings.

  2. 2. Click the Add Course Catalog button, and then fill in necessary information in the right-side menu:

The necessary information to create a course catalog

You can specify a new Site URL or use an already existing one (if there are any):

  1. a. To create a new Course Catalog with the new Site URL, complete the following form:

Picture 449

Course Catalog Title. Specify the title of the Course Catalog that will be displayed in the Course Catalog list and on the Course Catalog page.

Site URL. Fill in a relative address for your course catalog. By default, this field is filled in with the catalog title, but can be changed manually by the user. When the URL is auto generated, all invalid characters (such as # % & * : < > ? \ / { | } ~) are excluded.

Site Language. Specify the default language for the Course Catalog.

  • 🛈The language of the Course Catalog, Dashboard and Course web parts is the same as the language of the SharePoint site.

  • 🛈If the preferable language of your browser is specified as the alternative language in SharePoint, you will see the Admin Center in this language.

  • 🛈The default language of the SharePoint site will be used if the browser language is not in the list of the enabled alternative languages in SharePoint.

Site Template. Specify either Communication Site or Team Site. By default, a course catalog is created as a SharePoint communication site. Please follow the link to get more information about the communication sites;

Catalog Administrators. Enter users’ names to add users to the Catalog Administrators (by default, user who creates the catalog is specified in this field).

  • 🛈Please note that to add an external user to the Catalog Administrator (on Communication sites), you need to manually activate external sharing feature as it is disabled by default for the Communication sites.

To do this, please open SharePoint Online Management Shell, and then run the following commands:

Connect-SPOService -Url https://TENANT-admin.sharepoint.com

Set-SPOsite https://TENANT.sharepoint.com/sites/SITE -SharingCapability ExternalUserAndGuestSharing

For more detailed information about the external sharing on the communication sites, please follow the link.

  • 🛈It is impossible to specify and regional settings of the site whilst creating a course catalog, so please verify this in the Site Settings (/_layouts/15/settings.aspx) after the creation process is done.

  1. b. To use an already existing Site URL, switch on the toggle. After this, it is possible to specify Course Catalog Administrators:

Picture 451

  • 🛈If existing site is a classic Team site, Course Catalog and My Training Dashboard web parts will be created on modern pages.

  • 🛈Please be advised that it is impossible to create a new course catalog on the site where LMS365 Course Catalog is already installed.

  • 🛈If your Course Catalog is already installed on the Classic Site Collection, for better user experience we recommend you to migrate your Course Catalog to the modern look & feel following these steps.

  1. 3. Click the Save button.

After all is done, select the desired catalog, and in the open right-side menu choose the needed action:

Picture 457

Course Catalog Settings. View Course Catalog Title, Site URL, Site Template and add new Administrator(s) or delete already added one(s).

View Course Catalog. Choose this action to go to the Course Catalog site. You will be redirected to the Home page. However, you can navigate to the pages with already added Course Catalog and Training Dashboard web parts:

The look and feel of Course Catalog site

If you access the Course Catalog site for the very first time, you will be asked to Login (by clicking the Login button), and then accept the requested permissions:

Picture 462

If you check “Consent on behalf of your organization” this app will get access to the specified resources for all users in your organization. No one else will be prompted to review these permissions.

  • 🛈To let external users access LMS365 Web Parts (such as Course Catalog, My Training Dashboard, etc.) as well as to accept permissions for all users so that there will be no need to login on the first visit for them, Office 365 Global Administrator should grant the admin consent for the whole Tenant. Please follow the link for the detailed instructions.

  • 🛈If ‘Users can consent to apps accessing company data on their behalf’ option is not selected in the Azure AD, Office 365 Global Administrator must grant his consent before users can use our App.

Manage Course Catalog. Choose this action to go to the LMS365 Admin Center where you can create courses, training plans, etc. For detailed information, please read the User Guide.

Delete Course Catalog. Choose this action to delete the course catalog.

Managing Language Files

By default, LMS365 is in English. To add translation to alternate language(s) for the LMS365, follow the steps below:

  1. 1. Go to the Settings section − Language Files − and then select the needed tool:

Menu

  1. 2. Select an alternate language in the “Select Language” drop-down list:

Picture 464

  1. 3. Type your translation for each phrase in “Custom Labels” column and click “Save”:

Picture 451

OR

  1. 1. Click the “Export” button to save the language file to your computer.

  2. 2. Edit the downloaded .xlsx file locally filling in the “Custom Values” column:

The example of a downloaded .xlsx file

  1. 3. Click the “Import” button and select the edited language file from your local computer.

  2. 4. Translation from “Custom Values” column will be displayed in “Your choice". Click the Save button to save the translation.

  • 🛈The new translation is applied after page reload.

  • 🛈Prerequisite for presenting LMS365 sites in more than one language: alternate language(s) should be chosen in site collection’s Site Settings -> Language settings.

Rules of presenting LMS365 sites 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.

Mobile App Configuration

You can configure e.g set mobile app colors, default Course Catalog and language, etc. the LMS365 Mobile App for all Learners.

Mobile Configuration

Look and Feel. Specify the Mobile App colors in this section:

Look and feel options

Dashboard Menu. Select tabs that will be displayed to all learners by default:

Dashboard menu

Default Language. Select the default language of the app for all learners or select that it will be the device language. If you want your learners use the device language leave the selection as 'Device Language'. If the app does not support such language, it will automatically be set to English:

Picture 32

Default Course Catalog. Set the default Course Catalog for all learners. However, learners can choose another catalog from the app if available.

Information Page. Add an information page to show additional information in the app and decide whether to show it as a home page or not:

Picture 484

Help Page Link. Configure and set whether to show your own link to the Help Center or not.

Open Course in a Browser. Enable this option to allow learners to view Courses in the device browser.

Open web content in a Browser. Choose how the web content is displayed on the mobile device.

  • 🛈If the device is marked as Microsoft Intune compliant, it is recommended to open web content in a browser.

Managing Licenses

Before you start working with the LMS365 App, you need to activate the License. LMS365 license automatically assigned to learners enrolled in courses.

Trial License

The Free App comes with the 30 days trial license included and the unlimited number of users. There is no need to obtain a license key during the trial period.

To activate the trial license

  1. 1. Go to the Settings − License Information.

  2. 2. Type the word trial in the fields.

  3. 3. Click the Activate button.

After the successful license activation, a green check mark will appear next to the activated license.

To check the status of the license:

  1. 1. On the license information page, click the Information icon next to the desired tool:

Licenses page

  1. 2. The license information will be displayed:

Course Creator License Information

Start Date. Shows the start date of the trial period.

End Date. Shows the end date of the trial period.

Current number of users. Shows current number of unique Learners across each Course. Current number of Learners is counted for all Courses of the tenant.

  • 🛈Deleted/disabled in AD users are not counted in current number of users.

Current number of Training Packages (for SCORM & AICC Player). Shows current number of uploaded packages.

License Key. Displays that your license has a trial status.

Activate a License

To activate a license if you have received a license key from ELEARNINGFORCE:

  1. 1. Go to the Settings − License Information.

  2. 2. Enter the key in the License Key field.

  3. 3. Click the Activate button.

Activate Licenses

After the successful license activation, a green check mark will appear next to the activated license.

To check the status of the license, click the Information icon next to the desired tool. You will see the following information:

Course Creator License Information

Start date. Shows start date of your license.

End Date. Shows end date of your license.

Max number of users. Shows maximum number of users allowed by your license. If maximum number of users was exceeded, it is possible to delete users (delete Learner from a course) to meet the license limitations.

Current number of users. Shows current number of unique Learners across each Course. Current number of Learners is counted for all Courses of the tenant.

  • 🛈Deleted/disabled in AD users are not counted in current number of users.

License key. Shows last symbols of your license key.

You will see a red cross next to the license as well as the following message in the License Information when license has expired:

SCORM and AICC Player License Information

A warning icon is displayed next to the license in the following cases:

Picture 492

  • License is expiring (depending on the Notifications settings):

Learning Module Builder License Information

  • License Start Date has not come yet:

Learning Module Builder License Information

  • The maximum number of users was exceeded. You can create a report to see which users are present in the system:

Learning Module Builder License Information

 

  • 🛈When maximum number of users has been reached or license has expired, you have 14 days period for handling license issues. During this period, the system does not stop working, only a warning (depending on what has happened) appears in the Administration Back-end:

 

Learning Module Builder License InformationРисунок 54

Learners could continue working with the LMS during the 14 days period. After 14 days period (if license issues have not been handled), Leaners will see the following message when trying to access the App:

The error message when trying to access the App

Managing Activated License

After you have activated License you can specify users that you want to unenroll from all trainings as well as create the report with the list of all users that are counted in the license.

To unenroll users from all courses and training plans:

  1. 1. Navigate to the User Administration tab.

  2. 2. Specify the needed user(s).

  3. 3. Click the Unenroll button:

Course Creator License Information

To create user license report:

  1. 1. Click the Create a report button.

  2. 2. The excel file will be downloaded automatically.

You can also set e-mail notification to alert selected Administrator when maximum number of users is reached, number of days when license is about to expire, number of days after license is expired:

  1. 1. Navigate to the Notifications tab.

  1. a. Specify number of users in % to get the notification when the number of users is reaced. You can specify several number of days separated by comma; by default, 50 and 99 % are set.

  2. b. Specify number of days before license expires. You can specify several number of days separated by comma; by default, 30, 14, 7, 1 days are set.

  3. c. Specify number of days after license expires (you can specify several number of days separated by comma; by default, 0, 5, 10 days are set).

  1. 2. Choose user(s) who will receive notification:

Course Creator License Information

  1. 3. Click the Save button.

LMS Administrators Management

The LMS Administrator will have the same access to the content and management as the Office 365 Global Administrator. It means that user with such role will be able to edit or delete Course Catalogs, edit language files, manage licenses and LMS Configuration, specify the Mobile Configuration as well as add other LMS Administrators.

However, The LMS Administrator will not have permissions to manage the Course Catalogs until they are added to the Course Catalog Admins.

To add a new LMS Administrator:

  1. 1. Click the Add LMS Administrator button at the top of the page:

LMS Administrators Management

  1. 2. Select user(s) to assign the role. It is impossible to select the external users.

  2. 3. Select whether to notify the user(s) about assigning the new role or not:

Add LMS Administrator

If any of the selected users does not have a specified email, you will see the following message:

Picture 502

  1. 4. After adding the users, you will see a list of them with the emails, user(s) who assigned the role as well as the date and time it was assigned:

LMS Administrators

To send the message to the LMS Administrator:

  1. 1. Click the desired users.

  2. 2. Select the Send Email Message action:

LMS Administrator Management

  1. 3. Enter subject and message.

  2. 4. Click the Send button to send an email.

 

  • 🛈Send Email Message action is available only for the users with the specified emails.

To unassign the LMS Administrator:

  1. 1. Click the desired users.

  2. 2. Select the Unassign action and confirm your action

Unassign Confirmation

  • 🛈The unassigned user will lose the access to the Global Settings.

 

LMS Configuration

Office 365 Global Administrator or LMS Administrator can manage the training targeting in the Course Catalog(s), arrange the view of the Learner Lists, specify the currency which will be used to register internal cost for the Sessions, configure the Line Managers’ access and availabilities in the system as well as generate or revoke API key:

LMS Configuration

Course Targeting. There is a possibility for the Office 365 Global Administrator or LMS Administrator to define the audience for the Courses and Training Plans in the Course Catalog(s).

By default, the Course Targeting option is disabled in the Global Settings, it means that all users with the access to the Course Catalog will see all training in it, however, the access to the training site will still depend on the Target Audience specified for the training (if there is any; if no – everyone from the Course Catalog could access the training site and enroll into it).

Course Targeting

If the Course Targeting option is switched on in the Global Settings, it means that the users will only see Courses or Training Plans in the Course Catalog that are targeted to them. Courses or Training Plans targeting can be managed during their creation process. Please note that enabling Course Targeting will reduce the performance of the catalog slightly as all courses will be filtered based on the user’s permissions.

Learner List Columns. The Office 365 Global Administrator or LMS Administrator has an ability to change the view of the Learner List (for example: to add new columns as well as manage the LMS365 System ones).

To add the new column on edit view columns panel, click the Add a Column button, and complete the required fields in the opened form:

Learner List Columns

Title. Enter the name for the column.

Type. Choose the preferred data type from the drop-down list. The default type is string. Please note that you will not be able to change the column type.

Description. Specify the column definition.

Visible on Learner List. Define the ability for the column to be either shown on or hidden from the edit view columns panel. When disabled, the column will be hidden from the list of the columns that can be displayed on the Learner List.

  • 🛈To add the columns that have already been created on the Learner List, navigate to the Learner List − click Edit view columns − select the required columns to be shown on the Learner List and сlick the Save button. The columns will be displayed on all the Course Catalogs on the Tenant.

To edit the column, select the required one and click the Edit Column The Edit Column buttonbutton on the actions panel. According to the way the column was created, you will have the different options on the actions panel:

For the LMS365 System columns you can enable/disable Visible on Learner List option as well as overwrite the data (except the Username, User is in Course Catalog and Manager columns) by enabling Custom Synchronization. Once Custom Synchronization is enabled, the LMS365 will no longer synchronize the data from Microsoft Azure AD and you can populate the column from your own data source via API. For more information about how to add custom data to the Learner List please visit our Help Center.

For the new created columns, you can change the title, description as well as the ability to be shown on the Learner List.

To delete the column, select the required column and click the Delete Column button the Delete Column button on the actions panel. The information the column contains will be deleted from the database as well as from the Learner List.

  • 🛈The Delete Column button is available only for columns you have created.

Internal Cost Currency. The Office 365 Global Administrator or LMS Administrator can configure the currency that will be used to register the internal cost of the session-based learning.

  • 🛈The internal cost per learner depends on the total number of learners on the session. It is calculated as the division of the internal cost for the session by the number of learners with registered attendance. For the learners, whose attendance was marked as absent or absent (informed) the cost will not be calculated

To specify or change the currency, select the desired currency from the drop-down list:

Internal Cost Currency

  • 🛈The default currency is the United States dollar (USD).

  • 🛈Once you have selected the currency, its symbol will appear next to the Internal Cost field on the edit/create new course session panel across all the Course Sessions on all the Course Catalogs within the Tenant:

 

Picture 510

  • 🛈If you change the currency, the already registered or entered cost will not be recalculated. The only difference will be in the currency symbol.

 

You can find the summary information for the internal cost using the LMS365 API.

To view the internal cost per learner as well as per session via the LMS365 API, use the endpoint get/reports/courseSessions/learnerIndividualCost.

  • For the internal cost per learner, navigate to the desired User – Cost:

"Cost": 100,

"Currency": "USD"

  • For the total cost per session, navigate to the desired Course Session – Cost, e.g.

"Cost": 1000

To build up the reports, you can use the Microsoft power BI following these steps.

Line Management Settings. The Office 365 Global Administrator or LMS Administrator can modify the Line Managers’ availabilities in the LMS365:

Line Management Settings

The Show Line Manager Dashboard option gives an ability to turn off the navigation to the Line Manager Dashboard for the whole tenant. If this option is disabled, the users will not see any link to the Line Manager Dashboard on the My Training Dashboard page. If you deselect this option, the next two will be unavailable for you.

The Manage Enrollments and Training Records option gives an ability to unable/disable enrollment, unenrollment of Learners as well as import the external Training functionality from the Line Manager Dashboard.

The Include Classic Team View option gives an ability to show both the buttons to the Line Manager Dashboard and to the Classic Team View on the My Training Dashboard page.

API Key Management. The Office 365 Global Administrator or LMS Administrator can generate or revoke the API key themselves. This key provides you with the direct access to all your LMS365 data:

Picture 511

To generate or revoke the API key:

  1. 1. Click the Generate or Revoke button:

API Key Managemen

The key will be either generated or revoked.

  1. 2. Click the Save button and confirm this changing:

API Key Managemen

  • 🛈When the API Key has been generated or revoked, all connections such as Power BI, Power Automate, etc. using that API key will no longer be able to access or modify data in your LMS365.

 

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