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):
- .xls – automatically downloaded due to limitations of Excel Viewer;
- .avi, .mpg (mpeg-1 and mpeg-2) – can be downloaded by selecting the appropriate link
- .flv – played with the help of mediaelement.js using flash
- .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.
Video files and documents can be added to courses via learning modules only.
Learning module editor
In the Content section of the learning module editor, there are nine options:
- Create and format the content
- Insert multimedia & other embed code
- Create read & understood confirmation
- Select or upload files
- Select quiz
- Select or upload content package
- Add website links/URLs
- Add links to documents & files
- Add an external app
Create and format the content
Select Create and format the content to open the Content Editor panel, where you can create text-based course content. The rich-text editor enables you to edit text, font, text layout, lists, links, images, and media content.
To add content via the rich-text editor:
1. Specify the title (Name field) for the item. This field is required.
2. Add information to the Content field. This field is required.
Expand the editor to full-screen mode using the Full screen toggle icon, if necessary.
You can add documents and media content using the corresponding options in the rich-text editor:
- 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 View HTML and specify the HTML script. Select Update to insert the script or Cancel to discard.
3. Select Save to add the content item to the learning module or Cancel to discard it. Save is disabled if the Name and Content fields are empty.
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, etc.
To insert multimedia and other embed code:
1. Specify the title (Name field) for the item.
2. Paste the embed code of the resource in the Embed Code field. A Preview of the item becomes available.
3. Select Save to add the item to the learning module or Cancel to discard it.
- All settings of Microsoft Stream videos are supported and applied in LMS365 (for example, responsive view).
- 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.
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 is particularly helpful when tracking whether learners have successfully completed courses for compliance.
Typically, this item is added after all other content in a learning module. In other cases, you may add this item after a particular content item to ensure the learner is aware of its importance.
To add a confirmation message:
1. Complete the title (Name field) for the message, if necessary.
2. Complete the Confirmation Message text, if necessary.
3. Complete the Message next to checkbox field, if necessary.
Use the Message next to checkbox field to create the text you want the learner to agree to.
4. Select the required Type of Confirmation.
- Simple checkbox enables learners to select a check box to confirm they have read and understood the message.
- Authorization asks learners to enter their credentials to confirm they have read and understood the message.
5. Select Save to add the item to the learning module or Cancel to discard it.
Select or upload files
This section describes how to select documents or other files to be included in the learning module document library. You can create or upload new documents or select files that have already been uploaded.
Files can only be added to a course via the learning module editor.
The learning module editor enables users to add files that have already been uploaded or to create a new document. Depending on the way a document is added, its size limit differs.
A file can be uploaded and added to a learning module in three different ways:
A. Via the Content Editor (allows to upload files up to a size of 250 MB).
1. Go to the learning module editor > Content editor. The Content Editor panel opens.
2. On the Content Editor panel, complete the Name field.
3. Select Upload File and choose a file to upload.
4. Confirm with Upload. The uploaded file is added to the content editor.
5. Select Save to add the file to the learning module.
B. Via the Select or upload files (Document Library) option (allows to upload files up to a size of 1 GB).
1. Go to the learning module editor > Select or upload files. The Document Library panel opens.
2. On the Document Library panel, select Upload Document.
3. Select the relevant file and confirm the upload with Ok. The uploaded file is added to the Learning Module Document library, is preselected, and the Document Library panel opens automatically on the Selected tab.
5. Go to the Documents tab and select another already uploaded file to add to the learning module or select Upload Document to upload the file.
On both the Documents and Selected tabs, you can open the document in a separate browser tab to edit it (the pencil icon) or delete the document from the Learning Module Documents library (the bin icon). Deletion removes the file from the Learning Module Documents library only.
6. Select Save to add the selected files to the learning module. The files are added to the learning module as separate items and can be removed from it using the red cross icon. In this case, the files are removed from the learning module but remain in the Learning Module Documents library.
C. Via the Select or upload files (Document Library) option > Go to Learning Module Documents option (allows to upload files up to a size up to 250 GB).
1. Go to the learning module editor > Select or upload files (Document library). The Document Library panel opens.
2. On the Document Library panel, select Go to Learning Module Documents. The course document library opens in a new window, showing all of the uploaded documents.
3. Select the Upload drop-down menu > Files. Select one or more files and confirm the upload by selecting Ok. The uploaded files are added to the Learning Module Documents library.
4. Return to the learning module editor and re-select Document Library on the left-side menu to refresh the panel and display the recently uploaded documents.
5. Select the files to add them to the learning module and confirm with Save. The files are added to the learning module as separate items and can be removed from it using the red cross icon. In this case, the files are removed from the learning module but remain in the Learning Module Documents library.
Create files and add them to learning modules
1. Go to the learning module editor > Select or upload files (Documents). The Document Library panel opens.
2. On the Document Library panel, from the Create New drop-down menu, select the relevant file type: Word Document, Excel Workbook, or PowerPoint Presentation.
A file of the selected type opens in a new window. The file is automatically added to the Learning Module Documents library.
Documents used in learning modules are stored in a Learning Module Documents library at the root of the course catalog, with a separate folder created for each course. This document library is automatically generated by LMS365 when you create the first learning module in the catalog.
Learning Module Documents can be accessed from the course home page, catalog home page, or from My Training Dashboard via SharePoint Settings > Site contents. The opened Learning Module Documents page contains separate folders for each course that has at least one learning module with a file included.
It can also be accessed via the learning module editor > Select or upload files > Go to Learning Module Documents. Find more information in the Upload files section of this article.
For courses and training plans created as a subsite before the January 2022 release, files used in learning modules are stored in a separate document library on the site of the course. This document library was automatically generated by LMS365 when you created the first learning module with a file included. The library is named Learning Module Documents and can be accessed via the course page Settings > Site contents > Contents. We do not recommend deleting the files from the Learning Module Documents as well as the Learning Module Documents itself because the content of the learning module will be lost i this case.
Employ a central file for several courses
In various instances, the same file 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. Add the file to each relevant learning module: Store the file in a central place that can be accessed across departments. When configuring a course, this file can be accessed by a course admin, who can upload it to the relevant learning modules. This method enables course admins to quickly make the file part of a course. However, once the file is uploaded to the course, it doesn't sync with the centrally placed file. If HR changes this file, the changes aren't reflected in the file that is now part of the course. Therefore, this approach can involve manual maintenance or require the configuration of a custom solution.
2. Use the file URL to add the same file to relevant learning modules: Store the file in a central place that can be accessed across departments. When configuring the course, a course admin can employ the Add link to document & files functionality of the learning module editor to include the file in a course using the file link. This method ensures that the file shown in the course is always up to date because the course doesn't store a new version of that file locally. However, course admins should ensure that the permissions for the course are similar to the permissions for the file. Otherwise, some learners might not have permission to view the file and are blocked from viewing the content of the course.
To add existing quizzes to the learning module:
1. Select Select quiz to open the list of quizzes you can add to the learning module.
2. Select one or more quizzes. Any previously selected quizzes can be unselected to remove them from the learning module.
Use the Search field to find the relevant quizzes. The search runs on quiz names and the names of quiz creators. In the Selected tab, only the selected quizzes are displayed.
3. Select Save to add the selected quizzes to the learning module and remove the unselected quizzes. Cancel to discard the changes.
Select or upload content package
This section gives a summary of the process for selecting or uploading content packages. For more detailed information, see this article.
Upload content packages
You can include content packages in learning modules: either use content packages that are already uploaded or upload new ones.
- To ensure content packages are displayed correctly in Microsoft Teams, contact the content package vendor to verify the content package compatibility with the Microsoft Teams app. For more detailed information, see this article.
- We don't recommend uploading content packages of a greater size than 1 GB.
To upload a new content package, either:
- Drag it into the Drag and drop your file here to upload area at the bottom of the screen; or
- Select Upload Content Package and select the required zip file.
The time it takes to upload the package depends on the size of the file and your connection speed. A progress bar is displayed while the package uploads. If you want to cancel the uploading process, select Cancel.
Complete the form to add a new content package. Complete the required fields and configure general and advanced settings, if necessary. For more detailed information, see this article.
Add content packages from the Content Package Storage
When selecting content packages to add to the learning module, the content packages already uploaded to the Content Package Storage are displayed in the learning module editor.
You can sort the content packages 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 packages and search for a content package using the Search field. The search runs on content package name and the user who last modified it.
To add content packages to the current learning module, select them and select Save.
Content packages that are already added to the learning module and those that are selected to be added have a blue checkmark next to the title.
Content packages added to the learning module are displayed as separate items and can be removed from the learning module using the red cross icon. To remove content packages from the learning module, select Content package from the left-side menu of the learning module editor, unselect the relevant ones and Save your changes.
Add website links/URLs
This section describes how to add links to external websites and URLs. External website links can only be embedded into learning modules if they are optimized for being embedded.
To add links or URLs to external websites:
1. Go to the learning module editor > Add website links / URLs (Website link).
2. Specify the name of the website that learners will see on the course home page and in the course player.
3. Paste the link to the website/URL.
4. Select the Size of the browser the website will open in and choose whether you want the link to open in a separate browser tab. The Size drop-down defaults to Small (560x315).
When the Open in a new tab toggle is On, the Size menu can't be configured.
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 select the vertical ellipse icon. In the opened menu, select Details.
For courses created before the January 2022 release of LMS365, we strongly recommend that you avoid linking to a document library by copying its browser URL to the Add link to documents & files option because the document library is created at the course catalog root. Linking directly to it gives access to all the files in 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 the panel on the right-hand side, scroll down to the Path. Select the Copy icon to copy the direct link to this document.
4. In the learning module editor, select Add links to documents and files.
5. Specify the Name of the document or the file and paste the copied Link.
6. Select Save to add the item to the learning module or Cancel to discard it.
The type of document (.doc, .docx, .ppt, .jpg, .jpeg, etc.) is detected automatically and shows the relevant 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. Use the Search field to find the relevant 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.