Working with content in the Learning Module Builder

Introduction

The Learning Module Builder includes five sections of different types of content that can be included in the learning modules: Multimedia, Content, Files & Websites, Other Embed Code, and Documents.

In this guide, we will go through what types of content that can be part of learning modules and how to work with this content in the Learning Module Builder.

 

 

Supported types of files

The system supports the following file types (depending on codes and browsers, there will be some differences):

  • .doc
  • .docx
  • .xls – automatically downloaded due to limitations of Excel Viewer;
  • .xlsx
  • .ppt
  • .pptx
  • .pdf
  • .png
  • .jpg
  • .jpeg
  • .bmp
  • .svg
  • .gif
  • .mp4
  • .avi, .mpg (mpeg-1 and mpeg-2) - can be downloaded by clicking on appropriate link
  • .flv – played with a help of mediaelement.js using flash
  • .mp3
  • .wav – played in Chrome, Firefox (if it is a PCM file but is not played in IE)

A link to the original file is provided for all media files available to the end user.

NOTE   

Video files and documents can only be added to courses via the Learning Module Builder.

 

Multimedia section

 

NOTE   

Due to restrictions from Apple, users, who are using the LMS365 mobile app from an iPhone, are not able to watch videos directly in the LMS365 mobile app. Find more information about this restriction and how to work around it here.

  • Microsoft Stream: An Enterprise Video service where people in one organization can upload, view, and share videos securely. To add a Stream video, drag the Microsoft Stream icon to the Learning Module Editor box and fill in the opened form.

 

Specify title for the item and paste embed code of the video. A preview will be displayed below. Click Insert to add the item to the Learning Module or Cancel to discard.

NOTE   

All settings of Microsoft Stream videos are supported and applied in our system (e.g. Responsive view).

 

  • Microsoft Sway: An app for creating interactive reports, presentations, personal stories, etc. To add a Sway, drag the Microsoft Sway icon to the Learning Module Editor box and fill in the opened form:

 

Specify title for the item and paste embed code of the item you want to add. A preview will be displayed below. Click Insert to add the item to the Learning Module or Cancel to discard.

  • Video items: can be added from YouTube or Office Video.

IMPORTANT   

The Microsoft 365 Video portal doesn't currently allow external sharing.

To add videos from YouTube or Microsoft Video, drag it to the Learning Module Editor box and fill in the opened form. Specify title for the video and paste embed code of the video. A preview will be displayed below. Click Insert to add video to the Learning Module or Cancel to discard.

 

 

Content section

The content section offers you to include a variety of different content and actions in courses. You can employ the content editor for creating rich text course content, you can insert quizzes, employ content packages, external app, and Microsoft Forms, and you can ensure learners affirm they have read and understood course content with a Read and Understood Confirmation.

 

 

 

Content Editor

Content Editor allows create content using rich-text editor. You can expand/collapse the editor in the top right corner if needed. 

 

 

Specify title for your content and insert necessary content. You can add documents and media content via corresponding buttons in rich-text editor.

 

 

To insert YouTube video – click the YouTube icon, insert YouTube URL, and then click the Insert button.

 

 

To upload a video, click the Upload Video icon, and fill in the form that opens.

 

 

Choose a file from your local computer to be uploaded, specify the width and the height of a video player, in pixels. Click Upload to upload a video or Cancel to discard.

 

To upload audio, click the Upload Audio icon and fill in the form that opens.

 

 

Choose a file from your local computer to be uploaded, specify the width of the audio player in pixels. Click Upload to upload audio or Cancel to discard.

 

To upload an image, click the Upload Image icon and fill in the form that opens.

 

 

Choose a file from your local computer to be uploaded, specify the width and the height of the image in pixels. Click Upload to upload an image or Cancel to discard.

 

To upload a file, click the Upload File icon, choose a file from your local computer, and then click Upload to add a file or Cancel to discard. The maximum size limit for documents uploaded via the Content Editor is 250 MB.

 

 

You can also insert a script using the View HTML button.

 

 

 

Quizzes

Drag & drop this item to the Learning Module Editor, select quizzes created within the LMS365 Quiz Builder on this web, and then click the Insert button to add them to the Learning Module.

 

 

 

Content Packages

Uploading Content Packages

You can include content packages in learning modules. From the Learning Module Builder, you can either upload new content packages or use content packages that are already uploaded.

NOTE   

To ensure content packages are displayed correctly in Microsoft Teams, you should reach the content package vendor to verify that the content package is compatible with the Microsoft Teams App. For more detailed information please visit Employing and Managing Content Packages.

To upload a new content package, drag and drop this item to the Learning Module Editor and select Upload Content Package.

 

 

If you want to cancel the uploading process, select Cancel. The following notification will be opened after cancelling the uploading process.

 

2022-04-06_14_48_28-Training_Management.png

 

The time to upload the package will depend on the size and the speed of your connection. Progress of package upload will be indicated by a progress bar.

NOTE   

We recommend to upload content packages up to 1 GB size.

Complete the opened form to add a new content package. Please, find details on content package settings here.

 

Adding uploaded content packages

Content packages that are uploaded appear both in the Learning Module Builder and in the Content Package Storage.

The user can sort the content package there by any column: by the title, the user who modified it, and by whether the content package is added to a course or not ( the Added to Course column). To easily find a content package, you can also sort on type of content packages or use the search field.

 

 

To add a content package to the current learning module, choose the relevant content package and select Insert.

 

 

The content package will now appear in the Learning Module Editor. 

 

External Apps

IMPORTANT   

You need to add an external app to a course before you can add an external app to a learning module. If no external app is added to the course there will be no item to select and add.

 

To add an external app to a learning module, drag and drop this item to the Learning Module Editor, then select the relevant external app to be inserted.

 

 

 

Microsoft Forms

Microsoft Forms is an app for creating surveys, quizzes, and polls, and easily see results as they come in. With Microsoft Forms, you can, for example, add a survey in the end of a module or course to get feedback on the course content from the course participants. 

To add a form to a learning module, drag and drop the form item to the Learning Module Editor and fill in the form that opens.

 

 

Specify title and paste the embed code of the form you want to add. A preview will be displayed below. In the top right corner you can expand/collapse the form if needed. Click Insert to add the form to the learning module or Cancel to discard.

 

Read and Understood Confirmation

The Read and Understood Confirmation enables you to require learners to confirm that they have read and understood the information presented in a learning module. This can, for example, be a tool to document that all learners have successfully completed courses for compliance.

When dragging the Read and Understood Confirmation to the Learning Module Editor, a form will open allowing you to customize the Read and Understood messaging. 

All fields except the Type field can be edited. In the top right corner, you can expand/collapse the form if needed. 

 

 

The Read and Understood action can be added after all other content in a learning module or after a particular content item (for example, you can put this option after the third item which will require learners to confirm that they have read and understood the three first items).

 

 

There are two types of Confirmation: Simple check box and Authorization.

 

 

With authorization, users will need to enter their credentials to confirm they have read and understood.

 

Files & Websites section

This section allows to add internal documents from SharePoint plus external website links and URLs.

Link to Documents & Files allows to add internal documents from SharePoint Online.

To add links, follow the steps:

1) On the SharePoint site, select the Settings icon and in the opened menu, select Site contents.

 

 

2) On the opened page, select the folder where the required file is stored. Select the required file, and click the vertical ellipse. In the opened menu, click Details.

 

 

IMPORTANT   

We highly recommend to avoid linking to a document library by coping its browser URL to the Link to Documents & Files option. The reason is that for courses and training plans created after the January 2022 release, the document library is created at the course catalog root and direct linking to it will give access to all files inside the course catalog.

We suggest you, instead, follow the steps above and use the direct path to the relevant file of the document library, or add or upload this file to a course using the corresponding Learning Module Builder options. As an alternative approach, you can create a sub-folder for each course and training plan inside the document library and configure permissions for each of them.

 

3) On the opened right-side panel, scroll down to the Path. Click the copy icon to copy the direct link of this document.

 

 

4) In the Learning Module Builder, select the Link to Documents & Files icon, drag it to the Learning Module Editor box. Fill in the opened form by specifying title for the document or file.

5) Paste the copied direct link or URL into the Enter Link field.

 

 

6) Select Insert to add the document or file to the learning module. Select Cancel to cancel the action.

The system auto detects the type of the document (.doc, .docx, .ppt, .jpg, .jpeg, etc.) and shows an icon for it. 

If you want the system to open your document inside the learning module using Word Online, use the restricted link for it (in classic SharePoint).

 

External Website Link/URL allows you to add external website links/URLs. External website links can only be embedded into learning modules if they are optimized to be embedded.

Due to the SharePoint security policy, the external pdf, doc, docx, and pptx files must be uploaded according to the rules, specified above in Link to Documents & Files.

 

To add an external website link or URL:

1) Drag the External Website Link to the Learning Module Editor box.

2) Fill in the opened External Website Link form:

Title - Specify the link title.

Enter Link - Paste the link of the website.

Size - specifying the size of the web site content

Open In a new Tab - drag the toggle ON to open the web content in a new tab in the course player.   Select Insert to add the website link to the learning module or Cancel to discard.

 

 

 

Other Embed Code section

To add other embed codes, drag the Other Embed Code icon to the Learning Module Editor box and fill in the form that opens by specifying title and pasting the embed code.

A preview will be displayed below. Click Insert to add video to the learning module or Cancel to discard.

 

Documents

This sections allows you to select documents to be included in a learning module. You can create new documents, upload new documents, or select already uploaded files by clicking on the file name and dragging it to the Learning Module editor.

 

Adding documents

IMPORTANT   

Documents can only be added to a course via the Learning Module Builder.

The Learning Module Builder allows users to add documents that are already uploaded from your computer or to create a new document. Depending on the way a document is added, its size limit will differ.

A document can be added to a course three ways:

  • via the Learning Module Builder > Content Editor (files up to 250 MB size)

To upload a document from your local computer via the Learning Module Builder > Content Editor select the Upload File option, choose a document and confirm with Upload. The uploaded file will be added to the learning module.

1208.png

 

  • via the Learning Module Builder > Documents > upload (files up to 1 GB size)

To upload a document from your local computer via the Learning Module Builder > Documents > upload expand the Documents box, select the upload button, choose a document and confirm with Ok. The uploaded file will be added to the documents storage and to add it to the learning module simply select it and drag-and-drop it to the Learning Module Editor on the right.

 

When you drag an item to the Learning Module Editor, it is removed from the list of documents. You can drag it back or click the delete icon to return it. This will not delete the document from the library, but only remove it from the editor field.

  • via the Learning Module Builder > Documents > Go to Document Library (files up to 250 GB size)

To use this way to upload a document from your local computer expand the Documents box and click the Go to Document Library button.

 

1209.png

 

In a new window, you will see the document library with all documents uploaded.

 

documents_library.png

 

 

Creating new documents to add to learning modules

To create a new document, click the new document button and select the file type you want to create - Word document, Excel workbook or PowerPoint presentation.

 

 

Click on the relevant file type and it will open in a new window, add the information you want and close. The file will be automatically added to the list of available documents. Simply select it and drag-and-drop it to the Learning Module Editor on the right.

 

Documents storage

For courses and training plans created as subsite before the January 2022 release, documents, used in learning modules, are stored in a separate document library on the site of the training. This document library is auto generated by LMS365 when you create the first learning module with a document file in the course and is named Learning Module Documents.

The Document Library of the training can be accessed via the training site Settings > Site Contents > Contents

 

 

For courses and training plans created as a page after the January 2022 release, documents, used in learning modules, are stored in a document library on the course catalog root in a separate folder for each training. This document library is auto generated by LMS365 when you create the first learning module with a document file in the course and is named Learning Module Documents. Each folder can be accessed from any training or from the course catalog home page, or from My training Dashboard.

The Document Library of the course catalog can be accessed via the training home page/course catalog home page /or from My training Dashboard > Settings > Site Contents > Learning Module Documents > the opened page will contain separate folders for each training with documents.

Or via the Learning Module Builder

Managing uploaded documents in the Document Library

In the Document Library, you can create new documents using Office Online, upload existing files, edit, and manage uploaded files.

 

 

Employing a central document for several courses

In various instances, it is relevant to employ the same document for several courses. For instance, HR might publish general company guidelines that are important to include in more than one course.

This can be done in more than one way:

1. Store the document in a central place that can be accessed across departments. When creating the course, this document can be accessed by the course administrator who can upload the document to the Learning Module Builder. This method will allow the course administrator to simply and quickly make the document a part of a course. However, once the document is uploaded to the course, it will not sync with the centrally placed document. If HR makes changes to this document, these will, therefore, not be reflected in the document that is now part of the course. This means, this approach can involve manual maintenance or require the configuration of a custom solution.

2. Store the document in a central place that can be accessed across departments. When creating the course, the course administrator can employ the Link to Document & Files functionality of the Learning Module Builder to include the document in courses by using the link of the document. This method will ensure the document shown in the course is always up to date as the course does not store a new version of the document locally. However, the course administrator should be careful to ensure that permissions of the course site is similar to the permissions of the document. Otherwise, some learners might not have permissions to view the document and, therefore, will be blocked from viewing this course content.

Please find Microsoft's recommendations for document storage and management in Microsoft 365 here.

 

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