CONTENTS

OVERVIEW AND SOFTWARE REQUIREMENTS3

Audience3

About LMS365 App3

Server software requirements3

Best performance practices3

Client requirements4

INSTALLING THE LMS365 APP4

LMS365 GLOBAL SETTINGS11

Creating Course Catalogs12

Managing Language Files18

Mobile App Configuration22

Managing Licenses27

Trial License27

Activate a License28

Managing Activated License34

LMS Administrators Management36

LMS Configuration42

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 consult 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.

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, navigate to the Microsoft instruction.

INSTALLING THE LMS365 APP

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.

After this is done, 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. After you have clicked ‘Get it now’ button, you will need to accept the requested permissions:

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

1. 4. Select necessary Region for your Tenant:

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

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

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

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

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 from where it is possible to create Course Catalogs as well as manage Language Files, Licenses and Mobile Configuration for the whole Tenant:

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

Creating Course Catalogs

Go to the Course Catalog List section of the Global Settings to create a new Course Catalog:

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

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

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

• •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 – is 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;

• •Site Template – can be 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 user names to add users to the Catalog Administrators (by default, user who creates the catalog is specified in this field).

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

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

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

• •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:

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:

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.

• •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 consult the User Guide;

• •Delete Course Catalog – choose this action to delete the course catalog. Confirm the deletion to proceed:

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, followed by Language Files, and then select the needed tool:

1. 2. Language Settings page will open:

Select an alternate language in the “Select Language” drop-down (a list of all possible alternative languages is displayed):

1. 3. On the opened Language Settings page type your translation for each phrase in “Custom Labels” column and click “Save”:

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:

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.

Mobile App Configuration

In this section of the Global Settings, you can configure the Mobile App for all Learners by setting mobile app colors, default Course Catalog and language, etc.:

• •Look and Feel – in this section you can change Mobile App colors:

• •Dashboard Menu – in this section you can select tabs that will be displayed to all learners by default:

• •Default Language – you can select the default language of the app for all learners or select that it will be the device language (if the app does not support such language, it will automatically be set to English):

 Learners can overwrite these settings from their devices.

• •Default Course Catalog – set the default Course Catalog for all learners (however, they can choose another catalog from the App if available);

• •Information Page – you can add an information page to show additional information in the App and decide whether to show it as a home page or not:

• •Help Page Link – you can select whether to show link to the Help Center or not as well as to change its link and set your own;

• •Open Course in a Browser – switch on/off this option to be shown in the App (to allow learners to open the training in the Browser);

• •Open web content in a Browser – choose the way the web content is displayed on the mobile device.

Managing Licenses

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 check the status of the license, go to the Settings section of the Global Settings, followed by License Information, and then click the Information icon of the needed tool:

License information will be displayed:

• •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;

• •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

If you have received a License Key from ELEARNINGFORCE, you can enter it in the License Key field and click Activate button:

Upon 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 it, followed by License Information tab. License information will be displayed:

• •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 to meet the license limitations (delete Learner from a course);

• •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;

• •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:

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

1. 1. License is expiring (depending on the Notifications settings):

1. 2. License Start Date has not come yet:

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

Managing Activated License

After you have activated License, you can specify e-mail notification settings. In Notifications tab, you can specify whether to send e-mail notifications when maximum number of users is reached and/or number of days when license is about to expire and/or number of days after license is expired. In the first case, specify number of users in % (you can specify several number of days separated by comma; by default, 50 and 99 % are set), in the second, 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), and in the third case, 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), and then choose user(s) who will receive notification:

In the User Administration tab, you can specify users that you want to unenroll from all courses and training plans. To do this, specify the needed user(s) and then click Unenroll button:

To download user license report, in which all users that are counted in the license will be specified, click the Create a report button. Information will be presented in the following form:

LMS Administrators Management

In this section, it is possible to manage the LMS Administrator role:

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 the LMS Configuration as well as specify the Mobile Configuration and add other LMS Administrators. However, he will not have permissions to manage the Course Catalogs until he is added to the Course Catalog Admins.

To add a new LMS Administrator, click the Add LMS Administrator button at the top of the page. In the open right-side menu select user(s) to assign the role (it is impossible to select the external users) and select whether to notify the user(s) about assigning the new role or not:

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

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:

Select the user you want to manage from the list, and then select the action in the right-side menu:

Send Email Message action is available only for the users with the specified emails. Enter subject and message, and then click the Send button to send an email:

When performing the Unassign action, you will see the following message:

A link to the Global Settings will appear in the LMS365 Admin Center:

LMS Configuration

In this section you can manage your 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 as well as configure the Line Managers’ access and availabilities in the system:

Course Targeting. There is a possibility for the 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).

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.

User Profile Columns. The LMS Administrators have an ability to change the view of the Learner List (e.g. to add new columns as well as manage the LMS365 System ones).

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

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.

Click Save button to save the settings or Cancel button to go back to the User Profile Columns.

To edit the column, select the required one and click Edit Column button 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 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.

Make necessary changes to the column and click Save button to save the changes or Cancel button to go back to the User Profile Columns.

To delete the column, select the required column and click 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.

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

To specify or change the currency:

1. 1) select the desired currency from the drop-down list:

1. 2) Click Save button to save the changes or Cancel button to go back to the LMS Configuration page.

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, e.g

"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 LMS Administrator can modify the Line Managers’ availabilities in the LMS365.

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.