When you create a course in LMS365, a SharePoint group with learners is also created. This SharePoint group is granted Read permissions by default. These default SharePoint permissions will allow learners to download files that form part of a learning module in LMS365.
Your organization may wish to prevent the download of these files, especially if they contain company confidential information and you want to manage their circulation.
In this article, you'll learn how to prevent learners from downloading files from learning modules by restricting their permissions in SharePoint.
In this article
- Creating a permission level that will prevent the download of files
- Granting the permission level to the required folder
- Adding the file to the learning module
- Checking that files can't be downloaded
- Additional information
Create a permission level that will prevent the download of files
1) On the course home page in SharePoint, go to Settings icon > Site permissions > Advanced permissions settings.
2) On the Advanced permissions settings page, go to Permission Levels > Add a Permission Level.
3) Add a Name and Description and tick the following checkboxes.
- View Items under List Permissions.
- View Pages, Browse User Information, and Open under Site Permissions.
4) Select Create at the bottom of the page.
Granting the permission level to the required folder
A document subfolder is created within the Learning Module Documents folder in SharePoint when you upload the first file to a learning module.
1) In LMS365, open the learning module that you want to upload the file to.
2) Expand the Documents section and select upload.
3) Choose a file from your local computer, then select Ok.
4) From the learning module, select the Gear icon in the Documents section to open the SharePoint folder that was created when the file was uploaded.
5) Make a note of the folder name.
6) Select Learning Module Documents.
7) Select the folder that matches the name you noted in step 5.
8) Select the Show actions icon (the three dots), then select Manage access > Advanced.
9) Select the learners group then Edit permissions.
10) Remove Read permissions and assign the newly created level of permissions.
Adding the file to the learning module
1) Go to the uploaded file in the Learning Module Documents folder and select Share > People with existing access.
2) Select Show actions (the three dot icon) and select Copy link.
3) In the LMS365 Admin Center, go to Training Management > select the relevant course > Manage Course Content > select the relevant learning module > Edit Learning Module.
4) If it's not already there, drag Link to Documents & Files under Files & Websites into the Learning Module Editor.
5) Add a Title and paste the link you copied in step 2 in Enter Link.
Checking that files can't be downloaded
Once these three steps have been carried out, learners will not see the download option.
- For a video
- For a PDF file
- This method will work only for courses created after January 2022 Release.
- .docx files can still be printed. However, the "Download a copy" functionality will be unavailable.
- Videos will open in a new window, and not in the course player. This enables learners to find the direct link to the file path inside the Learning Module Documents folder. However, there will be no easy way to download the video because the download option is not available.
- Microsoft Stream has a built-in feature that prevents the download of videos via the Microsoft Stream admin center.
- Another advantage of this method is that it also prevents the learner from printing PDF files. When learners try to print a PDF file, they will see the following error.