LMS configuration: manage general global LMS settings

Introduction

Microsoft 365 global admins and LMS admins can manage the following configurations from the LMS Configuration section of Global Settings:

• Columns on Users page
• Access to full learner details
• Course targeting
• Integration connectors (Integrate365, Content365, and Microsoft Viva)
• Internal cost currency
• Line management settings
• Preview features
• Skills framework features
• AI features

These settings affect all course catalogs on the tenant. In this guide, we'll describe these configuration processes.

 

 

These features are displayed in two columns when viewed in full screen mode in your web browser.

 

Columns on Users page

Learn365 enables you to configure the columns that are displayed on the Users page for all the catalogs on your tenant via the Columns on users page section. You can show and hide Learn365 System columns, and add other columns to customize the page to show other relevant information about your Users.

The default Users columns are specified as Learn365 System columns in the Description column and have the following titles: Display Name, User is in Course Catalog, Email, Job Title, Manager, Department, Office, City, Country, and Company.

In the Columns on users page section, you can add, edit, and delete columns. You can also sort the information displayed by any column and use the Search field, which runs on titles and descriptions, to find the relevant column.

From the Users page of a course catalog, you can select which of these columns you want to display, change the order in which they're displayed, and edit their titles.

 

 

To add new columns to the Users page:

 

1. On the LMS Configuration page, select Columns on users page. The Columns on users page panel opens.

2. Select Add column. The Add column configuration panel opens.

 

 

3. Complete the fields in the Add column panel:

• Title. Enter the name of the column. This field is required. You can enter all or part of a column title in the Search field to find a specific column.
  Type. Select the relevant data type for the column from the drop-down list. Once created, the data type can't be changed. This field is required.
  The default data type is string (displays the information as a string of text, e.g. a job title). The other data types are: Boolean (the value can be either Yes or No), number (numeric), and date (date format).
• Description. Enter the column description. The description is displayed only in the Description column on the Columns on users page panel. You can enter all or part of a column description in the Search field to find a specific column.
• Visibility. Toggle the option On to show this column on the Users page in all course catalogs.

4. Select Save, or Cancel to discard the changes.

 

To edit a column on the Users page:

1. On the LMS Configuration page, select Columns on users page. The Columns on users page panel opens.

2. Select the column you want to make changes to. The Actions panel opens.

3. Select Edit Column. The Edit Column configuration panel opens.

4. The options available depend on how the column was created.

 

For Learn365 System columns:

• The Title, Type, and Description fields can't be edited.
• Toggle Visibility option to On to show the column on the Users page in all course catalogs.
• Toggle Custom Synchronization to On to enable editing of data in this column. Once enabled, Learn365 no longer synchronizes the data from Microsoft Entra ID (Azure Active Directory) and you can populate this column from your own data source. The Custom Synchronization toggle is available for all columns marked as Learn365 System column, except for User is in Course Catalog and Manager.

 

 

For custom columns created by administrators in your organization:

The Title, Description, and Visibility fields can be edited, but the Type can't.

 

 

5. Select Save to apply the changes or Cancel to close the panel without saving.

 

To delete a column from the Users page:

1. On the LMS Configuration page, select Columns on users page. The Columns on users page panel opens.

2. Select the column you want to delete. The Actions panel opens.

3. Select Delete Column. You can't delete Learn365 System columns.

4. A confirmation message informs you that the column and all the information it contains will be deleted from Learn365. This action can't be undone.

 

Access to full learner details

Learn365 enables you to control access to certain details about learners’ training activities. This can be relevant due to your organization's privacy requirements.

Under the Access to full learner details section, you can limit access for line managers and course admins to the following learner details:

For more information about how to restrict line manager and course admin access to learners' details, see this article.

 

 

Course targeting

It's possible to target courses and training plans to a specific audience, meaning only the defined audience can access it. This feature can be enabled across all course catalogs on your tenant via the Course targeting option in Learn365 global settings.

By default, the Course targeting feature is turned off. If you enable this feature, various filters will be applied to courses and training plans based on user permissions so you may encounter a small reduction in performance in your course catalogs.

When Course targeting is toggled Off, every user who has access to a catalog will be able to see all of its courses and training plans, regardless of the training audience targeting settings of individual courses and training plans. However, the target audience settings for individual courses and training plans will determine whether users can access and enroll in the training.

When Course targeting is toggled On, users can see only the courses and training plans that are targeted to them in course catalogs (if there are any). If audience targeting isn't applied to individual courses or training plans, everyone in the catalog can access the training and enroll in it. The target audience is configured when creating or editing individual courses and training plans.

For information about how training audience and course targeting works, see this article.

 

 

Integration connectors (Integrate365, Content365, and Microsoft Viva)

Integrating Learn365 with other applications and data sources enables all learning in your organization to be found from a single interface. Depending on the platform, connectors can be used to receive data, send data, or both.

Learn more about how Learn365 integrates with other applications and data sources.

 

Integrate365

• Integration with an HRIS.

Content365

• Integration with LinkedIn Learning.
• Integration with Go1.

Microsoft Viva

• Integration with Microsoft Viva Learning.

 

 

Internal cost currency

Under the Internal cost currency section, you can configure the currency that is used to register the internal cost of session-based learning.

 

 

To specify or change the currency:

1. On the LMS Configuration page, select Internal cost currency. The Internal cost currency panel opens.

2. Select the relevant currency from the Currency drop-down list.

 

 

3. Save the changes.

You can get a summary of the internal cost using the Learn365 API.

You can use Microsoft Power BI to build reports. For more information, see this article.

 

Line management settings

Under the Line management settings section, you can configure your line managers' access to, and the scope of features available in, the Line Manager Dashboard.

To configure line management settings:

1. On the LMS Configuration page, select Line management settings. The Line management settings panel opens.

2. Configure the relevant options.

 

 

• Show Line Manager Dashboard. Enables you to manage the link to the Line Manager Dashboard for the whole tenant from My Training Dashboard.
  When toggled On, users with line manager permissions see the Line Manager Dashboard link on My Training Dashboard and have access to the Line Manager Dashboard in the Learn365 Admin Center.
  When toggled Off, users with line manager permissions don't have the Line Manager Dashboard link on My Training Dashboard and have no access to the Line Manager Dashboard in the Learn365 Admin Center. The Manage Enrollments and Training Records option on the Line management settings panel is automatically deactivated.

• Manage Enrollments and Training Records. Enables line managers to manage the enrollment and unenrollment of learners, manage skills, and import external training records via the Line Manager Dashboard. The Manage Enrollments and Training Records option is automatically deactivated if the Show Line Manager Dashboard it toggled Off.

3. Save your changes or select Cancel to close the panel without saving changes.

 

Preview features

The Preview features section describes any new or upcoming features in Learn365. Here, you can enable these features in preview mode for testing purposes.

 

 

Skills framework features

 

Under the Skills framework features section, you can configure whether you want learners to be able to evaluate their own skills. By default, this feature is turned off.

1. On the LMS Configuration page, select Skills framework features. The Skills framework features panel opens.

2. Configure the relevant options.

• Toggle the Self-evaluation of skills feature On to enable learners to add their own skills and rate them via My Training Dashboard. These skills will be added to learners' records with the Valid status, unless line manager approval is required. 
• With the Self-evaluation of skills feature enabled, you can optionally choose whether line managers are required to approve learners' self-evaluation of skills by configuring the Require line manager approval for self-evaluation of skills toggle.
• With the Target skills and skill gap toggle set to On, LMS admins will be able to define target skills, line managers will be able to view their subordinates’ skill proficiency and skill gaps on the Line Manager Dashboard, and learners will see their skills overview and chart in the Skills section of My Training Dashboard.

3. Save your changes or select Cancel to close the panel without saving changes.

For information about how learners evaluate their own skills, see this article.

For information about the line manager approval flow for the self-evaluation of skills, see this article.

For an overview of the self-evaluation of skills process, including actions performed by both learners and line managers, see this article.

For information about target skills and skill gap, see this article.

 

 

AI features

Before admins can create content with AI assistance, you must enable AI-enhanced features. 

Admins can continue to follow their regular (non-AI) content creation processes even if the AI-driven assistance feature is enabled.

1. On the LMS Configuration page, select AI features. The AI features panel opens.

2. Configure the relevant options.

• Ensure the Accept AI amendment to Zensai terms checkbox is selected. For more information about the methods employed by Learn365 to manage data, ensure privacy, and maintain security in the context of AI-powered features, see this article.

• In Microsoft Teams, the regular chatbot is the default chatbot option and is available to users via the Chat tab. However, when the AI-powered chatbot is enabled, it becomes the only available chatbot for users. Enable the Chatbot in Microsoft Teams feature by dragging the toggle to On.

• Enable the Content generation feature by dragging the toggle to On. This enables admins to generate content using AI in Learn365.

• With the Content generation feature enabled, you can enable the generation of content from video by dragging the Generate from video toggle to On.

 

 

3. Select Save. To cancel the action, select Cancel.