Microsoft Lync Integration Overview

The system can be integrated with Microsoft (MS) Lync. This integration enables organizations to conduct meetings and virtual instructor led training (vILT) sessions over MS Lync through the system.

When the system is integrated with MS Lync, the following functionality is available within the system:

  • Administrators can manually add, edit, and inactivate instructors from MS Lync to the system. In order for a user to be added as an instructor, the user must exist in both the MS Lync Active Directory and the system.
  • Administrators can create, edit, and copy MS Lync events and sessions. Administrators can also cancel MS Lync sessions.
  • Instructors can launch MS Lync sessions from the View Your Sessions page.
  • Users can request events and sessions and launch sessions.
  • Instructors and administrators can update class roster attendance and pass/fail information. MS Lync only provides information regarding the users who launched the session. No information is provided regarding the length of time in a session or pass/fail information. This information must be manually updated.

Use Case

  1. An administrator needs to assign virtual training sessions to a division.
  2. The administrator currently tracks and administers sessions via MS Lync's virtual products and the organization is using Lync Server with an Active Directory. The administrator wants to track sessions and have users launch MS Lync sessions via the Cornerstone OnDemand (CSOD) system.
  3. The administrator contacts Global Product Support (GPS) and requests the ability to integrate the CSOD system with MS Lync. See the Implementation section below for additional details.
  4. CSOD enables a preferences page where the administrator can enter the MS Lync username, password, and endpoint.
  5. When the preferences are saved, MS Lync is automatically available as an ILT vendor.
  6. The administrator edits the vendor and adds all of the necessary users as instructors.
  7. The administrator creates an event that has MS Lync selected as the vendor.
  8. The administrator creates and configures sessions for the event. When the sessions are created, they are created in the CSOD system and in MS Lync.
  9. After the session is created, any edits that are performed in the CSOD system are also reflected in MS Lync.
  10. The administrator cancels one of the sessions. This also deletes the session from MS Lync.

Workflow - High Level

  1. Organization configures MS Lync Server.
  2. Organization requests MS Lync integration.
  3. CSOD enables MS Lync integration.
  4. Administrator configures MS Lync Preferences.
  5. Administrator adds MS Lync administrators.
  6. Administrator creates MS Lync events.
  7. Administrator creates MS Lync sessions and sets the instructor.
  8. Instructor launches the session from the View Your Sessions page.
  9. Users launch the session up to 60 minutes prior to the session start time.
  10. Instructor and administrators update and submit session attendance.

Workflow - Session Creation

Workflow - Session Launch

Requirements

In order to integrate the CSOD system with MS Lync, organizations must first configure Lync Server 2013, and this server must communicate with an Active Directory. Only users who are configured in the Active Directory can serve as instructors in the CSOD system. The following requirements must be satisfied to configure Lync Server:

Implementation

Once an organization meets the integration requirements, the organization must submit a project request to GPS, who will work with the necessary parties to implement a script that enables MS Lync integration. Once the MS Lync integration is enabled, the following occurs:

  • MS Lync Preferences are enabled. In order to integrate the system with MS Lync, organizations must create an account on their MS Lync Active Directory that will be used solely for the integrations. The email address and password for this account is used as the username and password for the API.
  • Once the MS Lync Preferences are configured, a MS Lync vendor is automatically created.
  • Administrators can add instructors to the MS Lync vendor. Then, events and sessions can be created using the MS Lync vendor and instructors.

There is an additional cost associated with this integration.

This functionality is only available to organizations using the Learning module. This functionality is controlled by a backend setting.

Considerations

Instructors must exist as users in the MS Lync Active Directory and in the CSOD system to be used as an instructor in the CSOD system. This information must be validated manually. If an instructor does not exist in MS Lync, the CSOD system cannot validate this. If an instructor does not exist as a user in MS Lync, this will cause errors in the CSOD system and may disrupt the course launching and administration process. Therefore, it is critical that this validation is manually performed prior to adding instructors.

When requesting attendance information, MS Lync will provide attendance data based on those users who launched the session. However, MS Lync does not determine the length of time each attendee remained in the session. Additionally, pass/fail information is not provided by MS Lync. Therefore, it is recommended that the administrator or instructor manually validate and update this information.

Potential Errors

Communication Error

When creating or editing a MS Lync event or session, if the system has an issue communicating with the MS Lync server, an error message is displayed.

Maximum Number of Sessions

Each MS Lync session is stored on the MS Lync server for one year after the session's End Time, after which the session is deleted from the MS Lync server. In addition, the MS Lync server can store a maximum of 1000 sessions. If the server contains 1000 sessions and an administrator attempts to create an additional session, an error message is displayed.

Session Removed from MS Lync Server

If a session is removed from the MS Lync server but still exists within the system, then editing the session within the system results in an error.

Security

The following permissions apply to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
MS Lync Portal Preferences - Manage Grants ability to manage MS Lync Preferences, including the API username, password, and endpoint for integration with Microsoft (MS) Lync. This permission cannot be constrained. This is an administrator permission. Learning - Administration
Events - Create Grants ability to create new instructor led training events. This permission works in conjunction with Events - View permission. This permission can be constrained by OU, User's OU, ILT Provider, and User's ILT Provider. This is an administrator permission. Learning - Administration
Events - Edit Grants ability to edit/update existing instructor led training events. This permission works in conjunction with Events - View permission. This permission can be constrained by OU, User's OU, ILT Provider, and User's ILT Provider. This is an administrator permission. Learning - Administration
Events - View Grants view-only access to instructor led training events, enabling the user to view all details/options that were selected when the event was created. This permission can be constrained by OU, User's OU, User's ILT Provider, and ILT Provider. This is an administrator permission. Learning - Administration
Exceptions - Manage Grants ability to approve or deny Instructor Led Training Exception requests (e.g. availability exceptions, pre-requisite exceptions). This permission works in conjunction with the Event - View and Exceptions - View permissions. This is an administrator permission. Learning - Administration
Exceptions - View Grants view-only access to instructor led training exception requests, via the ILT Events and Session screen. This permission works in conjunction with the Events - View permission. This is an administrator permission. Learning - Administration
ILT - Batch Create Sessions Allows the admin to create more than one ILT session at the same time using a session schedule wizard. This is an administrator permission. Learning - Administration
ILT Schedule Part Occurrence Allows the admin to create more than one ILT session schedule part at the same time using a part occurrence schedule wizard. This is an administrator permission. Learning - Administration
Interest Tracking - Manage Grants ability to manage Interest Lists for instructor led training events, including adding and removing users from interest lists. This permission works in conjunction with Events - View, and Interest Tracking - View permissions. This is an administrator permission. Learning - Administration
Interest Tracking - View Grants view-only access to instructor led training Interest Lists, via the ILT Events and Sessions screen, enabling the user to view the Interest Lists for various ILT events. This permission works in conjunction with the Events - View permission. This is an administrator permission. Learning - Administration
Roster - Add Users Grants ability to add named users to class rosters for instructor led training sessions. This permission works in conjunction with the Roster - View permission. This permission can be constrained by OU, User's OU, ILT Provider, and User's ILT Provider. This is an administrator permission. Learning - Administration
Roster - Batch Withdrawal or Move Users Grants ability to withdraw multiple users for an instructor led training session class roster, or to move them from one class roster to another. This permission works in conjunction with the Roster- View permission. Learning - Administration
Roster - Email Registered Users Grants ability to send a custom email message to all students listed on the roster for an instructor led training session. An additional link appears on ILT roster page for sending such messages. This is an administrator/ILT instructor permission. Learning - Administration
Roster - Manage Grants ability to manage instructor led training session rosters, including updating attendance, and marking the ILT session complete to update student transcripts. A variety of other features are available depending upon additional roster permissions. This permission works in conjunction with Events - View, Sessions - View, and Roster - View permissions. This permission can be constrained by Instructor, User as Instructor, ILT Provider, and User's ILT Provider. This is an administrator permission. Learning - Administration
Roster - View Evaluation Status Grants ability to view whether students' learning evaluations are pending for a given session. Without this permission, the admin sees status "completed" for any users who are actually in pending evaluation status on the roster This permission works in conjunction with Roster - View permission. This is an administrator permission. Learning - Administration
Roster - View Grants view-only access to instructor led training session rosters. This permission works in conjunction with Events - View and Sessions - View permissions. This permission can be constrained by Instructor, ILT Provider, User's ILT Provider, and User as Instructor. This is an administrator permission. Learning - Administration
Roster - Withdrawal Penalty Override Grants ability to override the withdrawal penalty when withdrawing a student from an ILT session. This permission works in conjunction with the Events - View, Sessions - View, Roster - View and Roster - Manage permissions. This is an administrator permission. Learning - Administration
Session Details - View Student Roster Allows user to view student roster for a given ILT session via a link on ILT session details screen when searching for training, and from transcript details screen after a session has been added to the user's transcript. This is an end user permission. Learning
Sessions - Cancel Grants ability to cancel instructor led training sessions. This permission works in conjunction with Events - View and Sessions - View permissions. This is an administrator permission. Learning - Administration
Sessions - Create

Grants ability to create new instructor led training sessions. This permission works in conjunction with Events - View and Sessions - View permissions. Administrators can only create sessions for events for which they have the availability to view. When adding users to a session in which the session roster is full, this permission grants the ability to increase the session's available seats. This permission can be constrained by OU, User's OU, Instructor, User as Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, and User Self and Subordinates. This is an administrator permission.

Note: The "Restrict to User as Instructor" constraint is available, but it does not actually constrain the permission.

Learning - Administration
Sessions - Edit Grants ability to edit/update existing instructor led training sessions. This permission works in conjunction with Events - View and Sessions - View permissions. Administrators can only edit sessions for which they have the availability to view and edit. When adding users to a session in which the session roster is full, this permission grants the ability to increase the session's available seats. This permission can be constrained by OU, User's OU, Instructor, User as Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, and User Self and Subordinates. This is an administrator permission. Learning - Administration
Sessions - View

Grants view-only access to instructor led training sessions, enabling the user to view all details/options that were selected when the session was created. This permission works in conjunction with the Events - View permission. This permission can be constrained by OU, User's OU, Instructor, Facility, Facilities Owned by User, ILT Provider, User's ILT Provider, User, User as Instructor, and User Self and Subordinates. This is an administrator permission.

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

Learning - Administration
Waitlists - Manage Grants ability to approve or deny instructor led training waitlist requests. This permission works in conjunction with the Events - View and Waitlists - View permissions. This is an administrator permission. Learning - Administration
Waitlists - View Grants view-only access to instructor led training session waitlists, via the ILT Events and Sessions screen, enabling the user to view the waitlists for various ILT sessions. This permission works in conjunction with Events - View and Sessions - View permissions. Learning - Administration