CONTENTS

OVERVIEW AND SOFTWARE REQUIREMENTS3

Modern and Classic SharePoint Experience3

How to deploy the Course Catalog Add-in in the site (classic experience)3

Audience7

About LMS365 App7

Subscribe to Alerts8

Server software requirements8

Best performance practices8

Client requirements9

INSTALLING THE LMS365 APP9

Enabling Custom Scripting Option13

LMS365 GLOBAL SETTINGS13

Creating Course Catalogs14

Managing Language Files20

Mobile App Configuration24

Managing Licenses28

Trial License28

Activate a License30

Managing Activated License36

LMS Administrators Management38

LMS Configuration43

OVERVIEW AND SOFTWARE REQUIREMENTS

Modern and Classic SharePoint Experience

The Modern experience in SharePoint is designed to be compelling, flexible and more performant. The modern experience makes it easier for anyone to create beautiful, dynamic sites and pages that are mobile-ready.

To learn more about the difference between the classic and modern experiences, please follow the link.

Our new LMS365 installation process delivers a modern LMS365 experience to the users. However, you can still use full classic experience by following the steps below:

1. 1. Create the Classic SharePoint Team Site collection in the SharePoint Admin Center:

1. 2. Download and deploy the LMS365 | Course Creator & Catalog Add-in in the App Catalog;

2. 3. Install the LMS365 | Course Creator & Catalog Add-in (and other needed add-ins) to the Classic Team site.

For more detailed and illustrative instructions, please see the video tutorial here.

How to deploy the Course Catalog Add-in in the site (classic experience)

To install the LMS365 | Course Creator & Catalog Add-in to your App Catalog, you must follow the steps listed below:

1. 1. Log in to the Office 365 Admin Center http://login.microsoftonline.com/ with your Administrator Account;

2. 2. In the left-side menu you will see Admin tab, click it and then “SharePoint”:

1. 3. On the left side you will see “apps”, click it followed by App Catalog (which is tenant-based) shown on the top of the page. In some cases you might have to create the Add-in Catalog before you are able to move on to the next step. For assistance creating the Add-in Catalog go here (please see Step 1 section).
   

2. 4. In preparation to the installation of the LMS365.add-in file to the App Catalog you will need to upload the LMS365 add-in images also provided in the zip file “LMS365 Course Creator and Catalog” (download it from our download area). They must be uploaded to the assets library of the App Catalog. To do this click “Site Settings” followed by “Site Contents”. Click the “Site Assets” library and upload the LMS365 Images and Icon, not the “Elearningforce.CourseCatalog.App” file.
    

3. 5. To upload the LMS365 | Course Creator & Catalog add-in to the App Catalog click “Apps for SharePoint” link in the left navigation bar. Click upload icon and browse the “Elearningforce.CourseCatalog.App” file, which can be found in the zip file (download it from our download area). Once the add-in is uploaded click edit icon and enter the details as shown in the table below and then click Save.

After this is done, go to the Team Site you wish to install the LMS365 | Course Creator & Catalog Add-in and follow the steps below:

1. 1. Click Settings and Add an App from the drop-down;

2. 2. Locate the LMS365 | Course Creator & Catalog Add-in and click to install the add-in:

1. 3. Click “Trust it” to enable the Add-in to function properly:

Audience

This guide has been written for the Tenant Administrator 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.

Subscribe to Alerts

You can subscribe to alerts by visiting the download area or by using the QR code showing on the left.

Server software requirements

The LMS365 App has been developed to run within the Microsoft Office 365 SharePoint Online environment.

Best performance practices

Our tools associate Learner role users with members of a SharePoint group (by default, SharePoint Members Group). Due to SharePoint limitations, the maximum number of enrollments per course is 5000 users.

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

Client requirements

INSTALLING THE LMS365 APP

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

1. 1. 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;

2. 2. Custom Scripting is enabled on the Tenant level. Please see ‘Enabling Custom Scripting Option’ chapter for details.

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 Tenant 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 presented with the following screen:

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

1. 6. 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.

Enabling Custom Scripting Option

To be able to run the custom script for the correct work of the Course Catalog (creating your training), you need to have ‘Custom Script’ options enabled in the tenant settings.

To do this, follow the steps:

1. 1. Go to the SharePoint Admin Center;

2. 2. Select Settings;

3. 3. Under Custom Script select ‘Allow users to run a custom script on personal sites’ and ‘Allow users to run a custom script on self-service created sites’:

1. 4. Click OK button. It takes about 24 hours for the change to take effect.

For more information see the following link.

If ‘Custom Script’ is not enabled on the tenant, you will see the following message on the course/training plan creation form:

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 Tenant 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 choose an already existing site URL (if there are any) or specify a new one.

When choosing existing Site URL, it is possible to specify Course Catalog Administrators. Please be advised that custom scripting should be run on this site before creating the course catalog. If existing site is a classic Team site, Course Catalog and My Training Dashboard web parts will be created on modern pages.

Select ‘Specify a new Site URL’ option to create a new Course Catalog:

• • 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 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 or AD group to add users to the Catalog Administrators (by default, user who creates the catalog is specified in this field).

For the correct work of the Course Catalog, please run Custom Scripting for each newly created one. To do this, please open SharePoint Online Management Shell, and then run the following commands:

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

Set-SPOSite -Identity https://TENANT.sharepoint.com/sites/SITE -DenyAddAndCustomizePages 0

After that, select the needed catalog, and in the open right-side menu choose the action to edit the course catalog:

• • Catalog Administrators – add a new administrator 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:

• • 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 Add-in (tool):

1. 2. Language Settings page will open:

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

1. 4. 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 this 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 – select/deselect this option to be shown in the App (to allow learners to open the training in the Browser).

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 users (Learner group members in courses are counted, Visitor group members in usual sites are counted. Only unique learners are counted across each site). Current number of users is counted for all sites 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 or delete a member of Visitors group);

• • Current number of users – shows current number of users (Learner group members in courses are counted. Only unique learners are counted across each course). Current number of users is counted for all sites 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 Tenant Administrator. It means that user with such role will be able to create, 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):

By default, the Course Targeting setting is disabled:

Should you require Course & Training Plans targeting, you can enable this setting and use the Course Targeting feature in the Course & Training Plan creation pages. 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.

If the Course Targeting option is switched off 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.