Minor Course Changes - Replace Files

Administrators are able to modify a published course in order to make changes within the course. This option should be used only if minor changes are being made to the course, such as correcting textual errors.

To edit a course, go to Content > Course Publisher or Admin > Tools > Learning > Catalog Management > Course Publisher. Then, select one of the following options in the Options column:

  • Replace Publication Files - This option is available if the course has been published.
  • Edit Course - This option is available if the course has not yet been published. See Edit Course Before Publishing.

Administrators can only access the Course Publisher if they have been granted a content license and they have the proper permissions. A content license can be granted on the Manage Licenses page. See Manage Licenses.

Replace Course Files vs. Create New Version

When updating a course, you may have the option to replace the publication files of the existing course or create a new version of the existing course.

  • Replace Publication Files - This option can only be used if the new course has an identical file structure and manifest to the old course. If the file structure is different (For example, if you first loaded a course with one SCO and now you are replacing with acourse with two SCOs) you will not be able to replace the course files. SCOs are Sharable Content Objects. These are what you are creating with your authoring tool when building SCORM courses. It is important that you know how many SCOs your course files contain before you try to replace course files. You also cannot replace functionality, such as mastery scores, maximum score, launch URL's, etc. The option to Replace Publication Files is initiated from the Course Publisher Overview page.
  • Create New Version - This option is used if the new course does not have an identical file structure or manifest to the old course. This option should be used if non-minor changes are being made to the course. This option is initiated by uploading the new course files as a new course and then associating the new course with the old course prior to publishing. NOTE: The file type must be the same when creating a new version. For example, if you originally loaded the course as SCORM 1.2, you cannot create a new version of the course as SCORM 2004. If you do so, your users will receive an error when they try to launch the course. Instead, publish a new course file for the new SCORM 2004 course.

See Major Course Changes - Reversion Course.

Do users get the new course files automatically?

When a course file is replaced, the following users automatically receive the updated course:

  • Users who are registered for that version of the course, including users in the following statuses: Registered, In Progress, Completed
  • Users who request the course after the course is updated

Updating Courses Quick Start Guide

See QUICK START GUIDE - Updating Courses via Course Publisher.

View Upload History

To see the history of the publication including File, Uploaded By and Uploaded Date, click View Upload History link.

View Updates History

To see the history of updates to the publication including Action, Done By, Action Date, Acted On and the Item Value, click View Updates History link.

This can be used to verify whether new course files were uploaded for the course.

Replace Course/Publication Files

When replacing a course file, the structure of the course that is being replaced must be exactly the same as the course that is being loaded. This includes the file structure and the manifest. For example, if the original course has one SCO (Shareable Content Object), then the new course must have only one SCO.

If the manifests are not exactly the same, then you cannot replace the publication files. Instead, you must reversion the course. See Major Course Changes - Reversion Course.

Note: AICC courses cannot be replaced through the traditional method in the course publisher and must be replaced in the back end.

To replace the publication files for a published course, follow these steps:

  1. On the Course Publisher page, click the Replace Publication Files icon.
  2. Click Browse to find replacement course files. Up to 100 AICC courses or 250MB of SCORM courses can be zipped together and uploaded.
  3. Click Upload to upload the file.

  1. While the file is being uploaded, the Uploading Course Files page appears. This page indicates that the files are being processed and that the publication status will be Upload In Progress until the file is fully uploaded. Click OK.

  1. On the Course Publisher page, the publication appears in the Upload in Progress status until the file is fully uploaded. The following options appear in the Options column:
    • Edit - Click this icon to edit the publication information. See the Edit Published Course Information section below for additional information.
    • Cancel Publication Update - Click this icon to discard the newly uploaded publication files. The previously existing files remain.
  2. Once the publication files are fully uploaded, the publication status is changed to Pending Update. Click the Edit icon for the publication, and then click the Update button to update the files. Replacing course files immediately overwrites previous files and is applied to all users registered for that version of the course.
    • Best Practice: Although the files are immediately replaced, it may take up to four hours for the new course files to be pushed to users who already have the course on their transcript. As a best practice, confirm that the changes have been implemented using a user who does not currently have the training on their transcript. If the course changes did not occur, the course modifications may be too significant to be implemented using this method, and the course may need to be reversioned in order to implement the changes. See Major Course Changes - Reversion Course.

Edit Published Course Information

Click the Edit icon to edit the course. Edits to title, price, or duration are immediately applied to all users regardless of status for that version of the course.

The following fields can be edited:

  • Title - Modify the course title. The character limit is 500. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Description - Modify the course description. This field has no character limit. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Price - Set the price for users to take the course.
  • Duration - Specify the duration of the course.
  • Allow Download - If this option is selected, the corresponding course can be downloaded via the Course Catalog. Note: This option is only available if the Network Player is enabled.
  • Compatibility Mode - The Internet browser compatibility mode for an online course determines which compatibility mode, if any, is applied when the online course is launched. From the drop-down menu, select the compatibility mode for the online course. The default value for this setting is set in Content Launching Preferences.Note: This option only affects users using Internet Explorer; users using other browsers (e.g., Chrome, Firefox) are unaffected.

After editing the appropriate information, click Save.

Note: The provider selected when the course was created cannot be edited. In order to change the provider for a course, a new course would need to be created with a different provider selected. See Create New Course/Publication.

Modification History

The Modification History panel tracks changes that are made to the title and description for published courses, as well as the initial creation of the title and description. Changes made to unpublished courses are not tracked in this panel.

The initial creation and changes to the title and description display in the panel as follows:

  • Title at Initial Creation - <Learning Object Type> created with <Language of Title> Title "<Title>" by <User Full Name> (<User ID>) on <Date/Time of Creation>.
  • Description at Initial Creation - <Learning Object Type> created with <Language of Description> Description of "<Description>" by <User Full Name> (<User ID>) on <Date/Time of Creation>.
  • Change to Title - Title in <Language of Title> was changed to "<New Title>" by <User Full Name> (<User ID>) on <Date/Time of Creation>.
  • Change to Description - Description in <Language of Description> was changed to "<New Description>" by <User Full Name> (<User ID>) on <Date/Time of Creation>.
  • Title/Description Translation Change - Title/Description in <Language> "<New Title/Description>" was added by <User Full Name> (<User ID>) on <Date/Time of Creation>.

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