Create and manage course catalogs

Introduction

A course catalog is a comprehensive collection of courses and training plans. As the main component of the LMS365 app, the course catalog is where your courses and training plans are created, featured, and managed.

You can have several course catalogs in your LMS365 solution, where each one offers courses and training plans on a different theme and perhaps to a different audience. For example, one catalog might be targeted to an internal audience and another to an external audience.

To get started with LMS365, you need to create at least one course catalog.

This article describes how to create and manage course catalogs, how to add and delete catalog admins, and how to view the settings of a course catalog in LMS365.

 

Create course catalogs

Required role: Microsoft 365 global admin or SharePoint admin.

Course catalogs can be created only in the desktop browser.

To create a course catalog:

1. In the LMS356 Admin Center, select Global Settings. The Course Catalog Management page opens.

2. On the Course Catalog Management page, select Add Course Catalog. The Add Course Catalog panel opens, where you need to complete various fields.

 

 

  • Course Catalog Title. The title specified for the course catalog is displayed in the list of course catalogs of the tenant on the Course Catalog Management page and on the course catalog home page.

  • Site URL. The Site URL field is automatically generated when you complete the Course Catalog Title field but it can be manually changed. When the URL is generated or changed, all invalid characters, such as " # % & * : < > ? \ / { | } ~ [ ] ` ' ^ and space, are automatically excluded.

     

    NOTE   

    Consecutive period characters aren't allowed, and you can't start or end a site address with a period.

     

    You can specify a new site URL or use an existing one. To use an existing one, toggle Choose an existing Site URL or specify a new one to On. To be able to create a course catalog in an existing site, you need to be the Site Collection Administrator of that site.

     

  • Site Language. Select the default language of the course catalog.

     

    NOTE   

    The language of the course catalog, My Training Dashboard, and LMS365 web parts is the same as the language of the SharePoint site.

    If the preferred language of your browser is specified as an alternative language in SharePoint, you will see the LMS365 Admin Center in the preferred language of your browser.

    If the browser language isn't in the list of enabled alternative languages in SharePoint, the default language of the SharePoint site is used.

     

  • Site Template. Select Communication Site or Team Site. By default, a course catalog is created as a SharePoint communication site. Consult Microsoft's documentation to understand the difference between creating a communication site and a team site.

  • Catalog Administrators. Add catalog admins, if required. By default, the user who creates the course catalog becomes an administrator of it.

  • Choose an existing Site URL or specify a new one. Enable this option to be able to create a course catalog by specifying a new site URL or using the URL of an existing site. To be able to create a course catalog in an existing site, you need to be the Site Collection Administrator of that site. When this option is enabled, the Course Catalog Title and Site Language fields are automatically hidden.

 

3. Save to create the course catalog.

 

 

As soon as the course catalog is created, free sample courses are automatically added to the course catalog. In the Notification center, you'll be informed of the course import progress and when it is complete.

Sample courses are on the topic of LMS365 and the Microsoft 365 suite and can help people in your organization get the most out of these services. The courses may be useful when learning how to use LMS365 and can act as inspiration by showing how training can be built.

The selection of sample courses is updated continually. This means that as more ready-to-go courses are made available, more, and perhaps different selections of courses, are included in new course catalogs.

Sample courses that have been made available as learning content of the course catalog are displayed in the Training Management panel.

These courses are unpublished by default. You can publish and delete them in the same way you would any other course in LMS365.

 

 

NOTE   

Content of the sample courses can't be edited or deleted. When selecting a learning item in sample course content, the Edit and Delete actions are unavailable in the Actions panel.

 

After everything has been processed, a course catalog is created and a site collection for this course catalog is generated with three pages:

NOTE   

  • Regional settings of a course catalog can't be configured while a course catalog is being created. You can configure the regional settings once the course catalog is created.

  • If you select to use an existing site that is a classic team site when creating a course catalog, the LMS365 course catalog and LMS365 Dashboard web parts will be created on modern pages.

  • A course catalog can't be created on a site where an LMS365 course catalog is already installed.

  • If your course catalog is already installed on a classic site collection, we recommend you migrate your course catalog to the modern look and feel for a better experience.

 

Manage course catalogs

Required role: catalog admin, LMS admin, Microsoft 365 global admin, or SharePoint admin. 

Course catalogs can be managed only in the desktop browser.

To manage a course catalog:

1. On the Course Catalog Management page, select the relevant course catalog. The Course Catalog Administration panel opens.

2. On the Course Catalog Administration panel, select the relevant action.

  • Course Catalog Settings. View the course catalog title, site URL, site language, site template, and add/delete catalog admins.

  • View Course Catalog. Redirects you to the catalog home page, which is the default page of the SharePoint site for this course catalog.

  • Manage Course Catalog. Redirects you to the LMS365 Admin Center, where you can manage catalog settings, create courses and training plans, manage users, etc.

  • Delete Course Catalog. Deletes the course catalog. This action can't be undone and has an additional security step that requires confirmation.

 

Manage catalog admins

Required role: catalog admin, LMS admin, Microsoft 365 global admin, or SharePoint admin.

By default, the user who creates the course catalog becomes an administrator of it.

Catalog admins can be managed only in the desktop browser.

To manage admins of a course catalog:

1. On the Course Catalog Management page, select the relevant course catalog. The Course Catalog Administration panel opens.

2. On the Course Catalog Administration panel, select Course Catalog Settings. The Course Catalog Settings panel opens.

3. On the Course Catalog Settings panel, use the Catalog Administrators field to manage catalog admins:

  • Add catalog administrators: enter the names or email addresses of existing Office 365 users, or enter email addresses for external users. Read this article if you encounter issues while adding catalog admins.
  • Delete catalog administrators: remove users from the Catalog Administrators field by selecting the X icon next to their name to remove the catalog admin role from them.

4. Save to apply the changes.

 

IMPORTANT regarding external users   

To add an external user as a catalog admin (on SharePoint communication sites), you need to manually activate the external sharing feature because it's disabled by default for SharePoint communication sites.

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

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

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

For more information, read this article on external sharing of SharePoint communication sites.

IMPORTANT   

If the Users can consent to apps accessing company data on their behalf option isn't selected in Azure Active Directory, the Microsoft 365 global admin must consent to this before users can use the LMS365 app.

 

 

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