Working with learning modules

Introduction

LMS365 learning modules enable you to add documents, videos, SCORM/AICC packages, and other content to courses, and to organize this content into a selection of learning modules that split the training into sequenced learning steps.

In this guide, we go through what types of content can be added to learning modules and explain how to add this content and work with it in the learning module.

You can add to and remove learning items from the learning module while creating or editing it. Find more about how to create learning modules in this article.

 

Supported types of files

LMS365 supports the upload and use of the following file types (the use of these file types depends on codes and the browser that is used):

  • .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 learning modules.

 

Learning module editor

In the Content section of the learning module editor there are nine available options:

 

Create and format the content

You can use the Content Editor to create text-based course content. The rich-text editor enables you to edit text, font, text layout, lists, links, images, and media content to form the question.

1. Specify the title (Name field) for the item and add the Content. You can add documents and media content using corresponding options of the rich-text editor. Both fields are required.

Expand the editor to full-screen mode using the Full screen toggle icon, if required.

To insert a YouTube video – select the YouTube icon, add the YouTube URL, and select Insert.

To upload a video – select the Upload Video icon, Choose a file from your local computer and specify the Width and Height of the video player (in pixels). Select Upload to upload the video or Cancel to discard.

To upload audio – select the Upload Audio icon, Choose a file, and specify the Width of the audio player (in pixels). Select Upload to upload the audio or Cancel to discard.

To upload an image – select the Upload Image icon, Choose a file from your local computer, and specify the Width and Height of the image (in pixels). Select Upload to upload the image or Cancel to discard.

To upload a file – select the Upload File icon and Choose a file from your local computer. The maximum file size for documents is 250 MB. Select Upload to upload the file or Cancel to discard.

To insert HTML script – select the View HTML button and specify the HTML script. Select Update to add the script of or Cancel to discard.

2. Select Save to add the item to the learning module or Cancel to discard it.

 

 

Insert multimedia & other embed code

Using this option, you can add links to third-party content, including Microsoft Stream, Microsoft Sway, Microsoft Forms, YouTube, video items (YouTube or Office Video), etc.

  • Microsoft Stream: An Enterprise Video service where people in one organization can upload, view, and share videos securely.

  • Microsoft Sway: An app for creating interactive reports, presentations, personal stories, etc.

  • Microsoft Forms: An app to create surveys, quizzes, polls, and easily see results as they come in.

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

 

To insert multimedia and other embed code:

1. Specify the the title (Name field) for the item and paste the Embed Code of the resource. A Preview of the item is displayed.

2. Select Save to add the item to the learning module or Cancel to discard it.

 

NOTE   

  • All settings of Microsoft Stream videos are supported and applied in LMS365 (e.g. Responsive view).

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

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

 

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Create read & understood confirmation

This option enables you to configure confirmation messages that ask learners to confirm that they have read and understood the information presented in a learning module. This would be particularly helpful when tracking whether learners have successfully completed courses for compliance.

Typically, this item is added after all the other content in a learning module. In other cases, you may choose to add this item after a particular content item, to ensure the learner is aware its importance.

 

To add a confirmation message:

1. Specify the the title (Name field) for the message and the Confirmation Message text.

Use the Message next to checkbox field to configure the text you want the learner to agree to.

Select the required Type of Confirmation:

  • Select Simple checkbox to ask the learner to select a check box to confirm they have read and understood the message.
  • Select Authorization to ask the learner to enter their credentials to confirm they have read and understood the message.

2. Select Save to add the item to the learning module or Cancel to discard it.

 

 

Select or upload files

This section enables you to select documents or other files to be included in a learning module. You can create or upload new documents, or select already uploaded files.

 

Add documents and other files

IMPORTANT   

Documents and files can only be added to a course using the learning module editor.

 

The learning module editor enables users to add documents and files that are already uploaded from your computer or to create a new document. Depending on the way a document or is added, its size limit differs.

 

A document or file can be added to a course in three different ways:

A. Add files via the learning module editor > Content editor (upload files up to a 250 MB size)

To upload a document from your local computer via the learning module editor > Content editor select the Upload File option, choose a document and confirm with Upload. The uploaded file is added to the learning module.

 

 

B. Add files via the learning module editor > Select or upload files (upload files up to 1 GB in size)

To upload files from your local computer:

1. Go to the learning module editor > Select or upload files > Upload Document button

2. Select the relevant files and select Ok.

The uploaded files will be added to the document library and are automatically selected.

3. To edit the document, select the pencil icon image_2__4_.png and it opens in a separate tab. 

4. To delete the document from the document library, select the bin icon image_3__2_.png and confirm.

This action can't be undone.

5. To add the selected files to the learning module, select Save. To add files already in the document library to the learning module, select them, then select Save.

You will be redirected to the learning module editor, where the uploaded files will be displayed.

 

 

6. Select the red cross icon image_4__3_.png to remove the document from the learning module. This action doesn't delete the document from the library.

 

C. Add files via the learning module editor > Documents > Go to Learning Module Documents (upload files up to 250 GB in size)

The document library is opened in a new window, showing all of the uploaded documents.

1. Select the Upload drop-down menu > Files.

2. Select the relevant files and select Ok.

The uploaded file is added to the list of learning module documents.

 

 

3. Return to the Document Library in LMS365 and re-open the document library to display the uploaded documents.

 

Create documents and add them to learning modules

To create a new document, select Create New and then select the type of file you want to create: Word Document, Excel Workbook, or PowerPoint Presentation.

 

 

A file of the selected type opens in a new window. Add the required information to the file and save it with the required file name. The saved file is automatically added to the document library.

 

 

Documents storage

Documents used in learning modules are stored in a document library at the root on the course catalog, with a separate folder for each training. This document library is automatically generated by LMS365 when you create the first learning module with a linked document. The library is named Learning Module Documents. Each folder can be accessed from any training, 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, the 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. It can also be accessed via the learning module editor.

 

NOTE   

For courses and training plans created as a 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 was automatically generated by LMS365 when you created the first learning module with a linked document. The library is named Learning Module Documents and can be accessed via the training site Settings > Site Contents > Contents. We do NOT recommend to delete the files and documents from the Learning Module Documents as well as the Learning Module Documents itself because as the content of the learning module will be lost.

 

Manage 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.

 

 

Employ a central document for several courses

In various instances, the same document is used for several courses. For instance, HR might publish general company guidelines that should be included in more than one course.

This can be achieved 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 editor. This method will allow the course administrator to 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, the changes will not be reflected in the document that is now part of the course. Therefore, 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 editor to include the document in courses using the document link. This method will ensure that the document shown in the course is always up to date because the course does not store a new version of the document locally. However, the course administrator should ensure that the permissions for the course site are similar to the permissions for the document. Otherwise, some learners might not have permissions to view the document and will be blocked from viewing this course content.

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

 

Select quiz

1. Select one or more quizzes. If you have a long list of quizzes, use the Search field to find the required one. To view only the selected quizzes, open the Selected tab.

2. Select Save to add the item to the learning module or Cancel to discard it.

 

Select or upload content package

This section gives a summary of the process for selecting or uploading content packages. For more detailed information, please see this article.

 

Upload content packages

You can include content packages in learning modules. You can either use content packages that are already uploaded or upload new content packages.

 

NOTE   

  • To ensure content packages are displayed correctly in Microsoft Teams, you should contact the content package vendor to verify that the content package is compatible with the Microsoft Teams app. For more information, please see this guide.

  • We don't recommend to upload content packages of a greater size than 1 GB.

 

To upload a new content package, either:

  • Drag it into the Drag file here to upload area at the bottom of the screen.
  • Or, select Upload Content Package and select the required zip file.

 

 

If you want to cancel the uploading process, select Cancel. A notification will inform you that the content package wasn't uploaded because the user cancelled the action.

 

The time to upload the package will depend on the size of the file and your connection speed. A progress bar is displayed as the package upload.

 

Complete the form to add a new content package. For more information on content package settings, please read this article.

 

Add content packages that are already uploaded

Content packages that are already uploaded are displayed both in the learning module editor and in the Content Package Storage.

You can sort the content package by any of the columns: by the name, the user who modified it, whether the content package is added to a course (the Added to Course column) or the version of the package. You can also filter the list to display certain types of content package and search for a content package using the Search field.

 

 

To add content packages to the current learning module, select them and select Save.

 

 

The content package will be shown in the learning module editor.

 

Add website links/URLs

This section allows you to add links to external websites and URLs.

External website links can only be embedded into learning modules if they are optimized to be embedded.

1. In the learning module editor, select Add website links / URLs.

2. Specify the Name of the website or URL.

3. Paste the link to the website/URL.

4. Select the required Size of website content and choose whether you want the link to Open in a new tab in the course player.

  • The Size drop-down defaults to Small (560x315).
  • The Size remains greyed out if the Open in a new tab toggle is set to On (this is the default setting).
  • To change the Size, toggle Open in a new tab to Off and select a different size. Set the toggle to On again, if required.

5. Select Save to add the link to the learning module or Cancel to discard it.

 

Add links to documents and files

This section enables you to add links to internal documents and files from SharePoint Online.

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 that you avoid linking to a document library by coping its browser URL to the Add link to documents & files option because 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.

Instead, you should follow the steps above and use the direct path to the relevant file in the document library, or add/upload this file to a course using the corresponding learning module editor 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. In panel on the right-hand side, scroll down to the Path. Select the Copy icon to copy the direct link of this document.

 

 

4. In the learning module editor, select Add links to documents and files.

5. Specify the Name of the document or file and paste the copied Link.

6. Select Save to add the item to the learning module or Cancel to discard it.

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).

 

Add an external app

To add an external app to a learning module:

1. In the learning module editor, select Add External App. The Add External App panel opens.

2. Select one or more external apps, or create one. If you have a long list of apps, use the Search field to find the required one. To view only the selected apps, open the Selected tab.

 

 

3. Select Save to add the item to the learning module or Cancel to discard it.

The external app added to the learning item automatically is added to the course content as a separate learning item as well. 

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