Managing General LMS Configurations Anja Julia Hartzell June 08, 2021 15:01 Follow About this guide From the LMS Configuration area, Microsoft 365 Global Administrators and LMS Administrators can manage the general LMS configurations of: Training targeting in Course Catalog(s), columns of the Learner Lists, currency which will be used to register internal cost for Sessions, the Line Managers’ access and availabilities in the system, generate or revoke the API key, limit access to learner details, and select users who will be able to try out features in preview. In this guide, we will walk you through the general LMS configurations of LMS365. Course Targeting Courses and Training Plans in Course Catalog(s) can be targeted towards a defined audience. This however, requires that course targeting is enables in the global settings of LMS365. By default, the Course Targeting option is disabled. This is due to the fact that enabling Course Targeting will reduce the performance of Course Catalogs slightly, as all courses will be filtered based on the user’s permissions. This means that all users with access to a Course Catalog by default will see all training in it - despite Audience settings of the Course/Training Plan - until this setting is changed. 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). You enable Course and Training Plan targeting under the Course Targeting section. After you have switched on course targeting, users will only see Courses or Training Plans that are targeted to them in Course Catalogs. Course or Training Plan targeting can be managed during the training creation process. Learner List Columns Under the Learner List Columns section, you change the view of the Learner List of Course Catalogs. For example, to add new columns as well as manage the columns generated by the LMS365 System. To add new columns to the Learner List: Click Add a Column: Complete the required fields in the 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 learner list. When disabled, the column will be hidden from the list of the columns that can be displayed on the Learner List. Click Save. NOTE: ⓘ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 Save. The columns will be displayed on all the Course Catalogs on the Tenant. To edit a column in the Learner List: Select the column you would like to edit and click Edit Column in the action panel. Make the desired changes and click Save. According to the way the column was created, you will have the different options in the actions panel: For the LMS365 System columns, you can enable or disable the 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, 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 the columns created by administrators in your organization, you can change the title, description, and the ability to be shown on the Learner List. To delete a column from the Learner List: select the required column and click Delete Column in the actin panel. The information the column contains will be deleted from the database as well as from the Learner List. NOTE: ⓘ The Delete Column option is available only for columns created by administrators in your organization. LMS365 System generated columns can not be deleted. Internal Cost Currency Under the Internal Cost Currency section, you can configure the currency that will be used to register the internal cost of the session-based learning. NOTE: ⓘ 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: Click Save. NOTE: ⓘ 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 or create new course session panel across all the Course Sessions on all the Course Catalogs within the Tenant: ⓘ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 Microsoft Power BI following these steps. Line Manager Settings Under the Line Manager Settings section, you can modify the Line Managers’ availabilities in LMS365 through the Line Manager Dashboard. 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 options will be unavailable for you. The Manage Enrollments and Training Records option gives an ability to disable enrollment, unenrollment of learners as well as the possibility to import the external training functionality from the Line Manager Dashboard. The Include Classic Team View option gives an ability to show buttons to the Line Manager Dashboard as well as to the Classic Team View on the My Training Dashboard page. Click Save to confirm your changes. API Key Management Under the API Key Management section, you can generate or revoke an API key. This key provides you with the direct access to all your LMS365 data. NOTE: ⓘOnce 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. To generate an API key: Click Generate: Select the check box to confirm this change and click Generate: Once the new API Key has been generated, you will see the following notification: To revoke an API key: Click Revoke: Select the check box to confirm this changes and click Revoke: Once the API Key has been revoked, you will see the following notification: Access to Learner Details LMS365 allows you to control access to certain details about the learners’ training activities. This can be relevant due to extensive privacy requirements for your organization. Under the Access to Learner Details session, you can limit access for Line Managers and Course Administrators to the following learner details: Learner’s score. Number of attempts the learner has made to complete. Time the learner has spent to complete. To restrict access to the following data: Disable the ability for either Line Managers or Course Administrators or both by turning the toggle off.The Access to Full Learner Details for Line Managers option gives possibility to prevent Line Managers from viewing the learner's number of attempts, detailed scores, and time spent.The Access to Full Learner Details for Course Administrator option gives possibility to hide the learner's number of attempts, detailed scores, and time spent for Course Administrators. Click Save. For more detailed information about the data that either Line Managers or Course Administrators will no longer be able to view, read this guide with details on access to learner details. New Features The New Features section enables you to enable new features that are still in preview mode. You can enable the new feature for selected users for testing purposes. The selected users will not be able to switch to the previous design until the admin removes them from the preview list or disables the preview option.