Material and Online Class Versioning Dashboard

A Versioning Dashboard is available for material and online class training items. These dashboards contain the following panels:

  • Version Details - This panel provides details on metadata such as title, creation date, created by, plus options selected during versioning of the online class
  • Impacted Users - This panel gives details on the users impacted due to the versioning of the online class. A User Search is available with Version Status and Transcript Status filters to refine search results
  • Impacted Curricula - This panel displays curricula impacted by the online class versioning with a link to the curriculum
  • Assignment Details - This panel displays assignment selections made during versioning: Users Assigned by Learning Assignment or Define by OU. Users with Previous Version(s) on Transcript details are not included in this panel. Instead, this version selection is captured in the Version Details panel and users in the Impacted Users panel
  • Permissions - This panel displays permissions related to versioning and a total count of constraints set at the time of versioning including a flyout with constraint details

Material and Online Class Versioning Dashboard Considerations:

  • For online classes and materials, the Versioning Dashboard supports the following types of reversioning:​
    • Materials that are versioned from the Material Administration page​
    • Materials that are versioned through a Document Management System (DMS) integration​
    • Online classes that are versioned from the Course Console
  • For online classes and materials, the Versioning Dashboard does not support the following types of reversioning:
    • Users with online classes or materials that are versioned during learning assignment processing; These users are not displayed in the Affected Users panel.
    • Online classes and materials that have the version set higher than 1.0 through another process such as online publishing or loading through Edge
  • For Document Management System (DMS) materials, the Versioning Dashboard only supports materials that are versioned using the Assign To: Users Assigned by Learning Assignment option.

The Versioning Dashboard page can be accessed from either the Course Console or the Course Catalog:

  • Go to: ADMIN > TOOLS > LEARNING > CATALOG MANAGEMENT > COURSE CATALOG. Search for the training and click the training's title. This navigates you to the Course Console page for the training. Open the Options drop-down. Click the Version Details link.

OR

  • Go to: Admin > Tools > Learning > Catalog Management > Course Catalog. Search for the training and click the Actions drop-down next to the training. Click the Version Details link.

The Version Details link is only available for curricula, materials, or online classes that have a version of 2.0 or greater. Dashboards for past versions can be viewed by searching the Course Catalog for the older version.​

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Course Catalog - Update

Grants ability to manage and edit training items listed in the Course Catalog and also grants access to the Course Console, where training can also be managed and edited. This permission also grants access to the Popular Requests and Highest Rated widgets on the Learning Admin Console (in conjunction with the Learning Admin Console - View permission). This permission also allows administrators to reversion online courses via the Course Console page. This permission also allows administrators to access an Edit Training option for training items included as objectives in Development plans.

This permission can be constrained by OU, User's OU, Training Type, Training Item, Provider, ILT Provider, User's ILT Provider, User, User Self and Subordinates, and User's LO Availability. This is an administrator permission.

Note: Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

Learning - Administration
Course Catalog - View

Grants access to view the learning objects in the course catalog and enables administrators to view the Course Console and the Popular Requests and Highest Rated widgets on the Learning Admin Console (in conjunction with the Learning Admin Console - View permission). This permission can be constrained by OU, User's OU, Training Type, Training Item, Provider, ILT Provider, User's ILT Provider, and User's LO Availability. This is an administrator permission.

Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

 Learning - Administration

Version Details

The Version Details panel displays the following information:

  • Training Title - This field displays the training title.
  • Created On - This field displays the date and time the training version was created.
  • Created By - This field displays the name of the user who versioned the training.
  • Training Type - This field displays the learning object (LO) type.
  • Effective Date - This field displays the date and time the new version of the training became effective in the system.
  • Start Date - This displays for Append training only. This field displays the date on which the new version officially replaces the previous version.
  • Version Type - This field shows whether the training was versioned with Replace versioning or Append versioning.
  • Versions Selected - This field shows which versions of the training were selected for reversioning.
  • Statuses Selected - This field shows which transcript statuses were affected by the versioning.
  • Version - This field shows the current version number of the training.
  • Assigned To - This field shows the users selected to receive the new version. Available options for this field during the versioning process include:
    • Users with Previous Version(s) on Transcript
    • Users Assigned by Learning Assignment
    • Define by OU
  • Comments - This field displays any comments added by the user who versioned the training.
  • Version Equivalency - This field displays the version equivalency settings for the version (e.g., Requires Retraining, Versions Equivalent, Completed Equivalent).
  • Due Date - This field displays the due date settings for the version.

Note: When a curriculum is versioned due to its child training being versioned, this is designated on the Version Details panel. The following fields on the Version Details panel are hidden in this scenario because they are not applicable:

  • Effective Date
  • Versions Selected
  • Statuses Selected
  • Maintain Progress
  • Assign New Occurrence
  • Assigned To
  • Comments

Version Details (Pending Version)

If Version with Append is used or a future date is set for the training item version, the training has a status of Pending Version. Because the final impacts of the version are not yet known, only the Version Details are displayed and "(Pending Version" is appended to the section heading.

Impacted Users

The Impacted Users panel includes information about the users who are impacted by the versioning. The Impacted Users panel may not display users in some scenarios. See the Impacted Users - Scenarios section for additional information.

Note: If Version with Append is used or a future date is set for the training item version, the training has a status of Pending Version. Because the final impacts of the version are not yet known, this section is not displayed.

The following information:

  • User Search - Administrators can search for users by typing the user's first name, last name, full name, username, or User ID into the search bar. To run the search, the administrator must click the Search icon after entering search criteria. Filters are available to further filter the search:
    • Version Status - Use this filter to filter users by version status.
    • Transcript Status - Use this filter to filter users by transcript status.
  • Version Status Breakdown - This area shows how many users are in each version status:
    • Processed - These are users who were processed due to the versioning of the training. These users have the latest version of the training.
    • Errored Out - These are users who were not processed due to system errors.
    • In Process - These are users who are currently in the versioning queue.
    • Original - This is the original list of users who were included in the versioning.
  • Table of Users - This table displays the users who have a version of the training on their transcript. The users in this table are sorted by name. The table displays the following information about each user who has a version of the training on their transcript:
    • Version
    • Name
    • Username
    • User ID
    • Process Date
    • Version Status
    • Transcript Status
    • LO Type

If more than 20 users display in the table, the table is paginated, with 20 users per page.

Impacted Curricula

The Impacted Curricula panel displays details about any curricula that are impacted by the versioning of this training. This section is not displayed if there are no impacted curricula.

Note: If Version with Append is used or a future date is set for the training item version, the training has a status of Pending Version. Because the final impacts of the version are not yet known, this section is not displayed.

The following information is displayed for each impacted curriculum:

  • Title - This displays the title of the impacted curriculum.
  • Object Id - This displays the unique identifier for the curriculum that is impacted by the versioning. Administrators may select the Object ID link to view the Versioning Dashboard for the corresponding curriculum.
  • Version - This displays the version number for the curriculum that is impacted by the versioning.
  • Last Updated Date - This displays the date on which the curriculum was last updated.

If more than five curricula are impacted, a Search feature is available. Administrators can search by Title.

Assignment Details

The Assignment Details panel displays the assignment selections made during versioning: Users Assigned by Dynamic Assignment or Define by OU.

Details regarding Users with Previous Version(s) on Transcript are not included in this panel. Instead, the version selection is captured in the Version Details panel and users in the Impacted Users panel.

Note: If Version with Append is used or a future date is set for the training item version, the training has a status of Pending Version. Because the final impacts of the version are not yet known, this section is not displayed.

For assignments defined by organizational unit, the following information is displayed:

  • OU Type - This displays the type of organizational unit that was included in the assignment.
  • Name - This displays the name of the organizational unit that was included in the assignment.
  • Include Subordinates - This displays whether the Include Subordinates option was selected for the organizational unit.

If more than five assignments are available, a Search feature is available. Administrators can search by OU Type or Name.

For assignments defined by dynamic learning assignment, the following information is displayed:

  • LAT ID - This displays the unique identifier for the learning assignment.
  • Training Title - This displays the title of the training included in the learning assignment.
  • Assignment Type - This displays the type of learning assignment (e.g., Dynamic, Dynamic Recurring).
  • Create Date - This displays the date on which the learning assignment was created.
  • Created By - This displays the name of the user who created the learning assignment.

If more than five assignments are available, a Search feature is available. Administrators can search by LAT ID or Training Title.

Permissions

The Permissions panel displays permissions related to versioning, whether the administrator had the permission enabled at the time of versioning, and a total count of constraints set for the administrator at the time of versioning. The type of training that is being versioned determines which permissions are listed.

Administrators can select the Constraints value to open a flyout that displays the details of the constraints. Constraints are categorized by the type of constraint, and each constraint displays whether the Include Subordinates option is selected for the constraint.

Note: If Version with Append is used or a future date is set for the training item version, the training has a status of Pending Version. Because the final impacts of the version are not yet known, this section is not displayed.

For materials, the following permissions are displayed:

For online classes, the following permissions are displayed:

Impacted Users - Scenarios

The Impacted Users panel may not display users on the material or online class versioning dashboard but instead on the curricula versioning dashboard in some situations. If a user has been assigned a course or material as a standalone item and also within a curriculum and the material or online class is versioned impacting the curriculum, all impacted users who are assigned BOTH the standalone training item and the curriculum will appear only on the curriculum versioning dashboard.

Scenario 1

  1. User A is assigned ABC Curriculum.
  2. ABC Curriculum contains Course A and Course B.
  3. User A was never assigned Course A outside of the curriculum.
  4. Course A is reversioned which causes ABC Curriculum to re-version.

If the administrator navigates to the Course Catalog and accesses the Versioning Dashboard for Course A, the Impacted Users panel will not include User A. Clicking the Impacted Curricula link from Course A’s versioning dashboard will display the Versioning Dashboard for ABC Curriculum and User A will display in the Impacted Users panel.

Scenario 2

  1. User B is assigned Course A.
  2. User C is assigned Course A.
  3. User B is assigned ABC Curriculum.
  4. User C is not assigned ABC Curriculum.
  5. Course A is reversioned which causes ABC Curriculum to reversion.

If the administrator navigates to the Course Catalog and accesses the Versioning Dashboard for Course A, the Impacted Users panel will show User C but will not show User B. All of the other versioning selections that were made for Course A will appear on the Versioning Dashboard for Course A.

Clicking the Impacted Curricula link from Course A’s Versioning Dashboard will display the Versioning Dashboard for ABC Curriculum and User B will display but User C will not display in the Impacted Users panel as the user is already included in the Course A Impacted Users list and does not have the curriculum assigned.