Learning Feature Activation Preferences

Currently, the Feature Activation Preferences page contains two sections which allow administrators to self-enable different new system features. The two features which can be activated from this page include:

  • Content Publisher
  • Learning Playlists

To access Learning Feature Activation Preferences, go to: Admin > Tools > Learning > Learning Preferences and click the Feature Activation Preferences link.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Learning Features Self Activation Grants access to the Feature Activation Preferences page, where an administrator can activate new features associated with Learning, Connect and Extended Enterprise. Learning - Administration

Activate Content Publisher Features for Online Courses

In order for Content Publishing functionality to be accessible in the portal, an administrator must activate it. To activate Content Publishing functionality for online courses in your portal:

  1. Click the Activate button in the Activate Content Publisher Features section. A warning message appears, asking if you are certain you want to activate Content Publishing functionality in the portal.
  2. Click the Activate button to complete the activation of Content Publishing features in the portal. Once activated, this functionality cannot be deactivated, and the old Course Publisher is no longer active or accessible. To exit without activating Content Publishing functionality, click the Cancel button.
  3. Log out of the portal and log in again to receive the permissions associated with the new functionality and begin using the Content Publisher.

After the feature has been activated, the orange header for the section turns green to indicate the activation was successful. The Activate button is no longer available once the feature has been activated.

See Content Uploader - Create an Online Course - Overview.

See Online Course Versioning vs. Modifying - Overview.

Activate Learning Playlists

Learning Playlists functionality will be released in a post-February release patch. Once the functionality is available, administrators can activate playlists using the following steps:

  1. Click the Activate button in the Activate Learning Playlists section. A warning message appears, asking if you are certain you want to activate Learning Playlists functionality in the portal.
  2. Click the Activate button to complete the activation of Learning Playlists in the portal. Once activated, this functionality cannot be deactivated. To exit without activating playlists, click the Cancel button.
  3. Log out of the portal and log in again to receive the permissions associated with the new functionality and begin using playlists.

After the feature has been activated, the orange header for the section turns green to indicate the activation was successful. The Activate button is no longer available once the feature has been activated.

Note: Documentation for Learning Playlists will be made available when the functionality is released.

Activate Learning Modalities

In order for Learning Modalities functionality to be accessible in the portal, an administrator must activate it. To activate modalities in your portal:

  1. Click the Activate button in the Learning Modalities section. A warning message appears, asking if you are certain you want to activate Learning Modalities functionality in the portal.
  2. Click the Activate button to complete the activation of Learning Modalities features in the portal. Once activated, this functionality cannot be deactivated. To exit without activating Learning Modalities, click the Cancel button.
  3. Log out of the portal and log in again to receive the permissions associated with the new functionality and begin using Learning Modalities.

After the feature has been activated, the orange header for the section turns green to indicate the activation was successful. The Activate button is no longer available once the feature has been activated.

Learning Modalities functionality will be available in the following system areas after the activation:

  • Learning Search
  • Learning Search Preferences (learning modalities can be modified for individual organizational units (OUs) here)
  • Course Catalog
  • Course Console
  • Modality Preferences

Activate Failed Status for Online Classes

In order for the Failed status to be available for online classes in a portal, an administrator must activate it. To activate this functionality in your portal:

  1. Click the Activate button in the Activate Failed Status for Online Classes section. A warning message appears, asking if you are certain you want to activate this functionality in the portal.
  2. Click the Activate button to complete the activation of curriculum compliance features in the portal. Once activated, this functionality cannot be deactivated. To exit without activating this functionality, click the Cancel button.
  3. Log out of the portal and log in again to receive the new functionality and begin using the Failed status for online classes.

After the feature has been activated, the orange header for the section turns green to indicate the activation was successful. The Activate button is no longer available once the feature has been activated.

Activate Prevent Over Assignment During Versioning Logic

To activate the logic that prevents the overassignment of versioned materials and online courses, click the Activate button in the Activate Prevent Over Assignment During Versioning Logic section of the Learning Feature Activation Preferences page. Note: Once this logic has been activated in a portal, it cannot be deactivated.

This setting prevents the unintended overassignment of versioned materials and online courses in the following scenarios:

The material or online course was versioned, and the Assign To option is set to Users Assigned by Dynamic Assignment. Then:

  • The versioned material or online course was contained within a curriculum that was assigned to the learner in the past, but the material or online course is no longer part of that curriculum, and the learner has already completed the material or online course.
  • A child material or online course contained within multiple curricula is assigned to a learner via different assignment criteria and the learner completes both curricula. If the learner is removed from one of the assignment criteria and the child training is versioned, the learner receives both curricula even though they are not part of all the assignment criteria anymore.

Activate Improving Transcript Status for Child Training with Curriculum

When this logic is enabled, the transcript status of child training will be in sync with the due date displayed in the curriculum that the user is currently viewing. For example, if the curriculum's minimum due date is in the past and the user views a training item within the curriculum whose due date is in the future, the user will see the child training item in a status of Registered. The minimum due date of the curriculum does not cause child training items to display as Past Due. This updated behavior will also be accurately reflected in reporting. Click the Activate button for this option to activate the logic.

When this logic is NOT enabled, when viewing child training in a curriculum on a learner’s transcript, the curriculum transcript status of the child training is based on the earliest due date for that child training in all the curricula on that learner’s transcript, even if the due date for the child training is set to a future due date inside of this curriculum. For example, if a curriculum's minimum due date was in the past and the user views a training item within the curriculum whose due date is in the future, the user will see the child training item in a status of Registered/Past Due.

Activate Retention of the Applicable Due Date for Child Training Object Upon Removal

A preference that will cause the due date of completed training items within one or more curricula to be retained when the curriculum is removed from the user's transcript can be activated on the Learning Feature Activation Preferences page. Click the Activate button to enable the due date retention behavior for child training items contained within one or more curricula. Once activated, this preference cannot be deactivated. For more information: See Curriculum Child Training - Retain Due Date Upon Removal.

User Interface Modifications

By default, the UI Modifications and Enhancements functionality is disabled for all organizations.

The preference can be enabled and disabled, if necessary, to change whether the portal uses the updated interface or the legacy interface. However, the user must log out, then log in for the change to take effect.

This setting impacts the following areas:

  • Course Catalog
  • Curricula - Edit and Create
  • Deep Links Administration
  • ILT Create and Edit New Sessions and Events
  • Materials Administration
  • Training Request Approval

Any customer with a custom theme and logo set in Display Preferences should expect their portal to work normally with this update. However, certain customers utilizing custom code or branding, such as Google Tag Manager, cannot utilize the new designs at this time.

Activate Curriculum Player 2.0

Select the Activate button to enable the Curriculum Player 2.0 experience for curricula that meet the requirements. With the Curriculum Player 2.0 experience, learners can view the curriculum contents in a side panel while viewing content through an inline player. This updated approach allows learners to keep track of their curriculum progress while simultaneously completing content.

This functionality is currently in Open Beta status. For this Open Beta, the Curriculum Player 2.0 launches the new player when the following conditions are met. Otherwise, the legacy curriculum player launches when these conditions are not met:

  • The curriculum does not use sections.
  • The curriculum only contains online courses, videos, or materials. Other training types will be supported in a future release.
  • There is a maximum of 10 training items within the curriculum.

Activate New Versioning Enhancements

Select the Activate button to ensure that Curriculum Versioning workflows are consistent and reliable whenever a Curriculum Child LO is versioned, or Curriculum structure is modified simultaneously so that the right users get the right training at the right time maintaining compliance for tracking training completions. ​

Activate Learning Transcript Deletion Mechanism for Compliance

Note: This functionality is off by default. Contact Global Customer Support (GCS) to enable.

Select the Activate button to automatically delete User Transcript Data based on a defined retention period for inactive users in accordance with various regulations, such the EU GDPR and the Right to be Forgotten policy. After activation, the following applies:

  • Data deletion respects the retention rule set at the Legal Entity Organizational Unit (OU) which users are part of at the time of the deletion.
  • Automatic deletion applies to the transcript of inactive users who are terminated.

The following transcript data is deleted:

Deleted Data

The following Essential Transcript Data is deleted:

Transcript Peripheral Data Transcript Core Data
Training Certificates​ ​ Transcript data for the transcript of the User (LO id, LO Title, subject, version etc.)​
​ Attachments (OJT/ Express Class)​ Transcript status (not started, pending approval, in progress, completed, etc.) and eventual scores​
Comments (entered when assigning, approving/ denying, marking complete, updating transcript, exempting, removing, etc.)​ Dates (assignment date, due date, completion date, etc.)​
Evaluations ​ Active, Completed, Archived , Removed Transcript
Reporting  
 

Time-based Data Deletion

The following applies to time-based data deletion:

  • Before opting-in for this process Customers must request via GCS one-time historical data cleanup for previously anonymized/ deleted Users if they already use User anonymization/ deletion mechanism in their portal.
  • Time-based deletion occurs automatically after a certain period. The execution itself is triggered on daily basis for Inactive User’s Learning Transcript Data based on the User’s termination date.
  • The user must belong to a Legal Entity OU and must be inactive. Users should be assigned to the Legal Entity before their termination date.
  • Data is erased permanently from the database and cannot be recovered. Data is also removed from the Reports.
  • Customers must enable User data anonymization/ deletion prior to Time based activation for Transcript for each Legal Entity OU.

User Interface Modifications - ILT Roster pages

Select the Activate button to activate or deactivate the new user interface for the ILT Roster pages, ILT administrator waitlist pages, and the ILT administrator exception request pages. .