Create additional catalog sites and groups in SharePoint

Overview

Learn365 admins may see banner notifications and receive emails when a catalog is approaching, or has reached, training limitations.

In this article, we describe the training limit notifications, how to create additional catalog sites in SharePoint when the training limit is reached, and the automatic creation of SharePoint groups to seamlessly accommodate new learners.

Course limit notifications

'You're approaching the limit' notification

When the number of SharePoint groups within one catalog reaches 7,000, the LMS admin will see a warning banner notification in the Learn365 Admin Center and an email with the message “You're approaching the Microsoft limits on the number of SharePoint groups for this catalog site. To create more training, you will need an additional SharePoint site for this catalog.” A red exclamation point will also be shown next to the name of the catalog that has reached the limit.

'You've reached the limit' notification

When the number of courses or training plans within one catalog reaches 8,000, the LMS admin will see a warning banner notification in the Learn365 Admin Center and an email with the message “SharePoint site for this catalog has reached Microsoft recommended limits on number of groups and you can't create courses and training plans. Create additional SharePoint site for this catalog.” A red exclamation point will also be shown next to the name of the catalog that has reached the limit.

Catalog admins will see a warning banner notification on the Training Management page in the Learn365 Admin Center for the catalog that has reached the limit.

Training creation, course import, and course copy actions will be disabled until the LMS admin creates an additional catalog site.

Create an additional catalog site

1. In the Learn365 Admin Center, select Global Settings. The Course catalog management page opens.

2. On the Course catalog management page, select the catalog that encountered the limit. The Course catalog administration panel opens.

3. Select Create site.

Once the additional SharePoint site is created, the banner notification for this catalog, along with the red exclamation point, will no longer be displayed.

This additional site will be used to store course documents, but won't contain catalogs, courses, or a dashboard. The location of the course documents (whether it’s the primary or a secondary site) has no impact on the course display or behavior.

Catalog admins will see a warning banner notification on the Training Management page in the Learn365 Admin Center for the catalog that is approaching the limit.

Automatic group creation in SharePoint

Every learner and admin in the catalog, in addition to being part of the Learners and Administrators groups, respectively, will also be added to the Visitors group of the catalog. The number of Visitors groups will depend on the number of learners enrolled across all courses in the catalog. For example, if there are more than 5,000 total unique learners enrolled in all courses within the catalog, a second Visitors group will be created automatically.

When a course reaches 5,000 enrollments, a new Learners group will be created for the course in SharePoint. For example, if 4,999 learners are enrolled in a course, and an admin enrolls 10 more learners, the first of these 10 learners will be added to the existing Learners group, which will now reach 5,000 learners. A new Learners group will be created automatically for the remaining nine learners but no administrator action is required.