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:

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

 

LMS configuration page

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

 

Columns on Users page

LMS365 (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.

 

Column on users page

 

To add new columns to the Users page:

NOTE   

It's possible to create multiple columns with the same title.

 

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.

 

Columns on users page add column

 

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 position to enable editing of data in this column. Once enabled, LMS365 (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.

 

Edit column custom synchronization

 

For custom columns created by administrators in your organization:

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

 

Columns on users page

 

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 LMS365 (Learn365). This action can't be undone.

 

Access to full learner details

LMS365 (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:

  • Learner’s score on activities (quizzes, content packages, learning modules, courses, and training plans).
  • Number of attempts the learner has made to complete an activity (quizzes, content packages, learning modules, courses, and training plans).
  • Time the learner has taken to complete an activity (quizzes, content packages, learning modules, courses, and training plans).

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

 

Access to full learner details

 

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 LMS365 (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.

 

Course targeting

 

Integration connectors

Integrating LMS365 (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 LMS365 (Learn365) integrates with other applications and data sources:

 

NOTE   

If your subscription plan doesn't support integration between LMS365 (Learn365) and Viva Learning and/or Go1, the relevant Connect option will be disabled. In this case, you'll see a yellow banner at the top of the page, which will invite you to upgrade your subscription plan.

 

Integration connectors page

 

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.

 

NOTE   

  • The internal cost per learner depends on the total number of learners in the session. It's calculated by dividing the internal cost of the session by the number of learners with registered attendance. This calculation doesn't include learners whose attendance was marked as absent or absent (informed).
  • The default currency is the United States Dollar (USD). The currency label is displayed next to the Internal Cost field on session configuration panels across all course catalogs on the tenant. 
    Any costs that have already been recorded won't be recalculated if you change the currency. Only the currency label next to the Internal Cost field on the session configuration panel will change.

 

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.

 

Internal cost currency

 

3. Save the changes.

You can get a summary of the internal cost using the LMS365 (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.

 

Line management settings

 

  • 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 LMS365 (Learn365). Here, you can enable these features in preview mode for testing purposes.

 

New features

 

Skills framework features

IMPORTANT   

To be able to configure the Skills framework features settings and use the LMS365 (Learn365) Skills Framework, your organization needs to have a subscription for the Skills Management add-on (note that the LMS365 (Learn365) Skills Framework is included in the Freemium subscription type). If you don't have the relevant subscription, a notification will guide you to contact your reseller, partner, or the Zensai Subscription team for further assistance.

 

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.

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.

 

Skills framework features

 

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