The Collections feature provides organizations with a way to package courses and learning paths into a bundle, and the collection of training can be accessed by Learners through the Content Library for self-enrollment. This is a useful feature for segmenting large assortments of training to various audiences without the need to “assign” the training to those people.
How to Enable Collections
The Collections feature must be enabled by Account Owners via by navigating to Account Settings —> Litmos Features —> Collections.
Once the feature has been enabled, a new “Collections” tab will appear on the Admin Content page.
Create a Collection Listing and Configure Listing Settings
In order for a Collection to be shared with individual users or teams, the Collection must contain a Collection “Listing”. The Listing is essentially an entitlement layer, so it is the mechanism with which end-users gain access to a Collection of training that is made available through the Content Library.
When a Collection is first created through the UI, the system will actually ask if the Admin would like to have a default Listing created for the Collection (this is not an option for the bulk import).
Once a Collection Listing has been created, users and teams can be added to the Listing. This means those people will be able to view the Collection of training in the Content Library and self-enroll in the courses and learning paths that display.
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Listings also contain a set of rules which govern access to the Collection of training. For instance, a Collection Listing contains settings for:
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The Listing duration is a setting which controls how long the Listing is made available in the Content Library. The duration can be unlimited, set to a fixed date, or a time-span. The time-span setting is dynamic based on when people were granted access to the Listing.
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The Activations setting controls how many total users can be given access to the Collection in relation to those granted access through that Listing. The activations can either be unlimited, or set to a maximum number of users.
Important Note: If the Listing Activation setting is set for a maximum number of users, the Listing cannot be granted to teams outright. This is because teams can have an unlimited number of users. As a result, Listings with a maximum number of user activations must be assigned directly to users.
If the Listing is “unlimited”, this Listing can be granted to teams outright.
The Team Listing Management setting controls which Team Admins and Team Leaders will have the ability to assign the Collection to members of their teams/sub-teams. This control doesn’t grant a specific TA/TL management ability. Instead, Administrators would select which team provides any of the TA/TL on that team with Listing management.
Add Users & Teams to the Collection Listing
Individual Users or All Users can be added to a collection listing by selecting ‘Add users to the Listing’.
Only Individual Teams can be added to the Collection Listing by selecting ‘Add Teams to the Listing’
If the Collection Listing is limited (meaning there’s a maximum number of users that can access the collection of training via the Listing), there is a “seat limit” that will display on the Users page.
Important Note: It is possible for various teams to have access to a single Collection Listing (including teams that do not belong to the same branch). Please be mindful that users across teams could compete to secure seats for the same Listing. As a result, it is best practice to add only teams and sub-teams within the same Team branch to a single Collection Listing.
Accessing Collections (Learner’s View)
Learners can access the Collection’s content by navigating to the Content Library. All content in the Collection (Assets, Courses, & Learning Paths) will be available for self-enrollment.
If a learner would like to only see the content from a specific Collection, they can apply a Global Filter.
To apply a Global Filter:
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Select the Filter icon
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Click the Collection section & pick the Collection, then select the “Apply” button to apply the filter
** With the Global Filter now applied, only the Content from that Collection will appear in the Assets, Courses, or Learning Paths sections of the Content Library **
If a Collection Listing expires or is made inactive, the Assets, Courses and Learning Paths included in the Collection won’t display in the Content Library any longer. With that said, if a Learner enrolls in a course and or learning path, this training becomes “assigned”, so it will remain on the Learner dashboard regardless if the Collection Listing is inactive or expired.
Collection – Custom Homepage
The Collections- custom homepage feature provides organizations with a way to customize a landing page with each collection. This is a useful feature to provide an unique Learner experience of large assortments of training to various audiences.
The setting can be found in Collection > Settings> Display section
Once enabled, a new ‘Collection Homepage” sub-tab is available on the collection page. Administrators can the add the custom code in the designated section to create a custom look and feel.
The placeholder section includes placeholder, of all the content within the specific collection – name, description, URL, and image. The format of which looks like [ContentID_Contenttype_Placholderlabel]. Administrators can easily copy and paste the values into the custom code as needed.
The home page can be customized to include , images, links and videos.
Once the desired code has been added, ‘Preview Collection Homepage’ option allows Administrators to preview the new page both in Web and Mobile views. The custom code can be edited, updated and saved by Administrators before publishing to the end users. End users won’t have access to the custom homepage until it’s published. When ready the page can be published to the Learner view.
Any edits to the published homepage will automatically be updated when the edits are saved. Administrator can choose to unpublish the page if needed to make required updates.
