LMS configuration: manage general global LMS settings

Introduction

From the LMS Configuration section of the Global Settings, Microsoft 365 global admins and LMS admins can manage the general, global configurations of:

• Columns on users page
• Access to full learner details
• Training targeting in course catalogs
• Integration connectors
• Currency used to register internal costs for sessions
• Line management settings
• New features in preview

These settings affect all course catalogs of the tenant. In this guide, we will walk you through these general LMS configurations of LMS365.

 

Image of the global LMS configuration. These configurations are only displayed in two columns when in full screen size mode on web pages. 

 

Columns on Users page

LMS365 enables you to configure the columns on the Users page for all the catalogs of your tenant. You can show and hide LMS365 System columns, as well as add new columns, to display custom data for your Users. 

In the Columns on users page section, you can change the view columns of the Users of сourse сatalogs. For example, add new columns as well as manage columns generated by the LMS365 system.

The default Users columns are specified as LMS365 System columns in the Description column and have the following titles: Display Name, User is in Course Catalog, Email, Job Title, Manager, Department, Office, City, Country, and Company. 

 

 

In the Columns on users page section, you can add a new column, edit an existing one, or delete one. From the course catalog Users page, you can select which columns created via Columns on users page are to be displayed, configure their order, and edit their titles. 

On the Columns on users page, you can sort by any column and use the Search field, which runs on titles and descriptions, to find the column you want to edit or delete.

 

To add new columns to the Users page:

 

1. On the LMS Configuration page, select Columns on users page. The Columns on users page panel opens.

2. On the Columns on users page panel, select Add column. The Add column configuration panel opens.

 

 

3. Complete the fields in the Add column panel:

• Title. Enter the name of the column. This field is required.
  Type. Choose the preferred data type of the column from the drop-down list. The data type can't be changed after the column is created. This field is required.
  The default data type is string (displays the text information, for example, a job title). Other available data types are: Boolean (the value can only be either Yes or No), number (numerals), date (date format).
• Description. Enter description of the column. The description is visible in the Description column on the Columns on users page panel only and can help to find the relevant column via the Search field.
  
• Visibility. Toggle the option On to make the column visible on the Users page in the course catalogs, otherwise this column is hidden, when toggled Off. You can re-enable it later with no data lost.

4. Save to finish the creation or Cancel to discard.

 

To edit a column in the Users page:

1. On the LMS Configuration page, select Columns on users page. The Columns on users page panel opens.

2. On the Columns on users page panel, select the column you want to make changes to. The Actions panel opens.

3. On the Actions panel, select Edit Column. The Edit Column configuration panel opens.

 

 

4. Depending on the way the column was created, different options are available on the Edit Column panel.

For the LMS365 System columns

• The Title, Type, and Description fields are unavailable for editing.
• You can configure the Visibility toggle. Toggle the option On to make the column visible on the Users page in the course catalogs, otherwise this column is hidden, when toggled Off.
• The Custom Synchronization toggle is available for all the LMS365 System column, except for User is in Course Catalog and Manager. Custom Synchronization is configured for each column individually.
  Toggle On the option to enable the custom synchronization and overwrite the data in the column. Once enabled, LMS365 no longer synchronizes the data from Microsoft Azure Active Directory, and you can populate the column from your own data source. 

 

 

For custom columns created by administrators in your organization

The Title, Description, and Visibility fields can be edited. The Type can't be edited.

 

 

5. Select Save to apply the changes or Cancel to close the panel without saving.

 

To delete a column from the Users page:

1. On the LMS Configuration page, select Columns on users page. The Columns on users page panel opens.

2. On the Columns on users page panel, select the column you want to delete. The Actions panel opens.

3. On the Actions panel, select Delete Column. You can't delete LMS365 System columns.

4. A confirmation message informs you that the column and all the information it contains will be deleted from the database, as well as from the Users page. This action can't be undone.

 

Access to full learner details

LMS365 enables you to control access to certain details about learners’ training activities. This can be relevant due to your organization's privacy requirements.

Under the Access to full learner details section, you can limit access for line managers and course admins to the following learner details:

For more detailed information about the data that line managers and course admins will no longer be able to view, see the Limit access to full learner details for certain roles guide.

 

 

Training targeting in course catalogs

Courses and training plans can be targeted towards a defined audience and only be displayed to this audience in course catalogs. This, however, requires that the Course targeting option is enabled in the global settings of LMS365.

By default, the Course targeting option is turned off. This is due to the fact that enabling Course targeting reduces the performance of course catalogs slightly, as all courses and training plans are filtered based on the user’s permissions.

When the Course targeting is toggled Off in the global settings, all users with access to a catalog by default see all courses and training plans in it - despite audience settings of individual courses and training plans - until this setting is changed. However, the access to the training still depends on the target audience specified for it (if there is any, if not, everyone from the catalog can access the training and enroll in it).

When the Course targeting is toggled On in the global settings, users can only see courses and training plans that are targeted to them in course catalogs (if there is any, if not, everyone from the catalog can access the training and enroll in it). Training target audience is configured for each course and training plan individually during the training creation or editing process.

For details on how training audience and course targeting works see this article.

 

 

Integration connectors

Integrating LMS365 with other applications and data sources enables all learning in your organization to be found from one single interface. Depending on the platform, connectors can be used to receive data, send, or both.

LMS365 can be integrated with Microsoft Viva Learning. You can find out more about integration with Microsoft Viva Learning in this article.

LMS365 can also be integrated with Go1. You can find out more about integration with Go1 in this article.

 

 

 

Currency used to register internal costs for sessions

Under the Internal Cost Currency section, you can configure the currency that is used to register the internal cost of session-based learning.

 

 

To specify or change the currency:

1. On the LMS Configuration page, select Internal cost currency. The Internal cost currency panel opens.

2. On the Internal cost currency panel, select the relevant currency from the Currency drop-down list.

 

 

3. Save the changes.

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

To build the reports, you can use Microsoft Power BI following steps from this article.

 

Line management settings

Under the Line management settings section, you can configure your line managers' access to, and the scope of the features available in, the Line Manager Dashboard. 

To configure line management settings:

1. On the LMS Configuration page, select Line management settings. The Line management settings panel opens.

2. On the Line management settings panel, configure the relevant options.

 

 

• Show Line Manager Dashboard. Enables you to manage the link to the Line Manager Dashboard for the whole tenant from My Training Dashboard.
  When toggled On, users with line manager permissions see the Line Manager Dashboard link on My Training Dashboard and have access to the Line Manager Dashboard of the LMS365 Admin Center.
  When toggled On, users with line manager permissions don't have the Line Manager Dashboard link on My Training Dashboard thus have no access to the Line Manager Dashboard of the LMS365 Admin Center. The Manage Enrollments and Training Records option on the Line management settings panel is automatically deactivated. 

• Manage Enrollments and Training Records. Enables line managers to manage the enrollment and unenrollment of learners, manage skills, and import external training records via the Line Manager Dashboard. The Manage Enrollments and Training Records option is automatically deactivated if the Show Line Manager Dashboard it toggled Off.

3. Save your changes or select Cancel to close the panel without saving changes.

 

New features in preview

The New features section describes what are the new or upcoming features in LMS365 that can be enabled in preview mode for testing purpose.