System Status
  1. Help Center
  2. Add-on solutions
  3. Managed solutions

Learn365 Certificate Builder Administrator Guide

Avatar

Introduction

This article provides an overview and general instructions for the Certificate Builder managed solution, which is provided by the Zensai Global Delivery division.

 

NOTE: Currently, the Learn365 Certificate Builder is a Preview Feature. Preview Features can be enabled in the Automation Center under Permissions -> Settings -> Preview Features.

 

In this article

 

Availability

The Learn365 Certificate Builder managed solution is available only to Success Plus and Success Premium customers.

 

Prerequisites and access

  • Success Plus or Success Premium subscription.
  • Learn365 API key (Full control key).
  • Consent granted for single SharePoint Online site access.

 

Support and maintenance

  • If you encounter issues when using this solution, contact your Customer Success Manager.
  • If you want to provide feedback and ideas, contact your Customer Success Manager.

 

Overview

The Learn365 Certificate Builder managed solution is used to efficiently create customized certificates. Users can upload Word documents with tags (for example, Course Title, Learner Title, and Certificate Expiry Date) and link them to Learn365 certificate templates. The solution dynamically replaces the standard certificates with the custom certificate whenever a learner completes training.

The Learn365 Certificate Builder is a certificate template creation service for Learn365 and includes the following features:

  • Management of customized certificate templates.
  • Assignment of customized certificate templates to Learn365 placeholder templates.
  • Log the activity for customized certificates.

 

Access the Learn365 Certificate Builder

To access the Certificate Builder solution, follow these steps.

1. Access the Automation Center page.

2. Select the Certificate Builder section in the left navigation menu.

 

IMPORTANT   

GCCH customers will need to access a different login page.

Please access this page instead: GCCH Automation Center.

 

NOTE   

When logging in for the first time, you may receive a message indicating your account has not been setup for access to your tenant's Automation Center.  You will need to contact your organization's tenant administrator for access and permissions.

 

Automation Center Learn365 login

 

For more information on Automation Center Permissions, please see this article.

 

NOTE   

When you first log in, one of the following scenarios may occur:

  • You log in without needing to do anything.

REASON:  This will occur if someone in your organization previously provided consent on behalf of the entire organization.

  • You are asked to give consent on your own behalf.

REASON:  This will occur if no one in your organization has provided consent on behalf of the entire organization.

AutomationCenterConsentEndUser.png

  • You are asked to give consent on behalf of your organization.

REASON:  This may occur if you have an admin permission level assigned within your organization's Entra ID (Azure AD).

AutomationCenterConsentAdmin.png

  • Admin approval is required to login.

REASON: The Automation Center installs an app within your organization's Entra ID. Depending on your organization's policy, this could require the approval by IT staff (Global admins).

AutomationCenterConsentLearner.png

 

Learn365 Certificate Builder settings

  • SharePoint Connection. These settings will create a connection to your SharePoint. This is required to process custom certificate creation.

 

NOTE   

This action must be performed by a Global Administrator. After signing in, you’ll see a list of the permissions being requested. You can expand each item for a detailed explanation.

 

IMPORTANT   

  • The Have full control of all site collections permission is a delegated permission. This means the application access only the sites to which the signed-in user (in the Automation Center) already has access.
  • This permission is temporarily required to assign the Access selected site collections permission
  • Once access to the SharePoint site collection is set, you can revoke the Have full control of all site collections permission. The Access selected site collections permission enables the system to access the specific site you choose in the next step. It will be used on an ongoing basis by the Certificate Builder service to process certificates.

 

  • Access to the SharePoint site collection. The system needs access to a SharePoint site that will function as a workspace for certificate processing. We recommend creating a dedicated Team site collection that isn't connected to a Microsoft 365 Group or any other services. This helps keep certificate-related operations isolated. The service will briefly store the generated certificate file in the default document library of the site and then it will delete the file.
  • Learn365 API key. Enter an API Key with full control permissions.
  • Service status. This gives you the opportunity to enable or disable the Learn365 Certificate Builder solution. The solution will generate and replace certificates only when it's enabled.

 

Create a custom certificate template

To create a custom certificate template, open the Custom Templates page.

From here, select Create new and complete the following sections.

 

Basic details

In the Basic details section, enter the following information:

  • Title. This is a required field. Enter the name of your custom certificate template.
  • Description. This is an optional field. Enter a description for your custom certificate template.
  • Create new Learn365 placeholder template. When enabled, a new Learn365 certificate template will be created. This template can be assigned to courses and will work as a placeholder until the custom certificate is generated. By default, the placeholder will look similar to that the following image.
  • Learn365 Certificate Template. Select the Learn365 Certificate Template that should trigger the replacement with the custom certificate after course completion.
  • Custom template content. Here you can upload the custom certificate template.
  • Starter Templates. Zensai provides two example templates to provide some inspiration on how to design your Certificate.

 

Create new Learn365 placeholder template

 

When creating a Learn365 placeholder template, you should add a proper title and description. We suggest you base the title on the custom template title and indicate that it’s a placeholder. Doing this will avoid confusion and unsolicited changes to the certificate placeholder in Learn365.

 

Example

Title: Placeholder Template – Learn365 Certificate Builder

Description: This template is created by the Learn365 Certificate Builder within the Automation Center. Please DO NOT change this template.

Learn365 Certificate Template: Select an existing Learn365 certificate that should be replaced by the custom certificate.

Custom template content: Upload your custom certificate template. The document needs to be in Word (.docx) format. You can review your uploaded template in View template.

 

Design your Word certificate template

You can design your custom certificate template any way you like. If you want to add dynamic values to the certificate (for example, the Course Title, Learner Title, and Certificate Expiry Date), add them inside curly brackets (for example, {Learner Name}). You can choose the tag names freely. Later, you’ll map them to system fields.

 

Design your Word certificate template

 

Configure template

On Configure Template, all the variables from the uploaded template that are set in curly brackets are displayed. You can now connect these variables with Learn365 fields.

 

Variables on Configure Template

 

Additionally, you can add a QR code (optional) to your certificate. When enabled, the QR code will be added to the bottom right-hand part of the certificate. Enter the text you want to be encoded in the QR Code. You can include the variables shown in the following image.

 

QR-Code.png 

 

During configuration, you can run a Test preview. Custom values can be used for testing.

 

Run a test preview

 

Select Run test to create a certificate based on the inserted test values.

 

Run test

 

Once you're happy with the outcome, submit your custom certificate template to save it. By default, the custom certificate template is disabled. Set the Active toggle to On to allow this custom certificate to replace standard ones.

 

Enable the certificate for replacement

 

Manage custom templates

Overview

The Custom Templates page shows all your created custom certificate templates. The following information is displayed:

  • Title.
  • Learn365 Template. The Learn365 template (Id) that will be replaced by the custom certificate.
  • Creation Date.
  • Modification Date.
  • Modified by.
  • Created by.
  • Active. A status that shows if the custom certificate template is enabled or disabled.

 

Manage custom templates

 

Edit

When you select a custom template in the list, you can Edit it.

 

View Course List

When you select a custom template in the list, you can display a Course List. The course list shows all courses (where the selected Learn365 Template is assigned) that will trigger the replacement of the certificate.

 

View course list

 

Activity log

The Learn365 Certificate Builder logs all activities. On the Activity Log page, you'll see all registered events that occurred in the solution. This includes a timestamp and a message about the logged activity.

 

Was this article helpful?
0 out of 0 found this helpful

Comments

Article is closed for comments.