KB722 v17 Course Versioning: Setup, Key Behaviors and Reporting Insights

KB722 | v17 | Course Versioning: Setup, Key Behaviors and Reporting Insights

Introduction:

This article provides a comprehensive guide to setting up course versioning for eLearning courses in GyrusAim. It covers key aspects such as learner statuses, notifications, reporting, and operational behaviors.

Setup

Step 1: Enable Course Versioning

  1. Navigate to the Training Assignment page of the course.
  2. Select Course Version Change.
  3. Click Save & Exit.
Screenshot of Training Assignment with Course Version Change selected.

Step 2: Update Course Content

When you're ready to update the course content, follow these steps:

  1. Navigate to the course and click the Edit Action button.

  2. On the Training Info page, update the following fields for course versioning:

    • File Name: Delete the old content file and upload the latest version.

    • Course Version Number: This field will auto-populate with the new version number once you upload the updated content.

    • Course Version Effective Date: Enter the date when the new version should become effective.

    • Apply for Completed Employees: Select this checkbox to require learners who completed the previous version to complete the new version after the Course Version Effective Date.

Screenshot of Training Info page with Course Versioning fields highlighted

Key Behaviors for Learners in various course statuses:

1. Learners in "In Progress" Status with the Previous Version

  • Completion Opportunity: Learners cannot complete the previous version.

  • Access to Previous Version: Learners cannot see or preview the previous version.

  • Reports:

    • Training Transcript, Master Training Report, and Manage My People Report show two entries: one for the canceled enrollment in Version A and another for the enrollment in Version B.

    • Version A is marked with "Canceled" status, and Version B shows as "In Progress."

2. Learners in "Not Started" Status with the Previous Version

  • Version Handling: These learners are automatically enrolled in the new version and do not retain their original enrollment in Version 1.

  • Notifications: Learners see an indicator (“i” icon) notifying them that they cannot take the training until the Course Version Effective Date.

  • Reports:

    • Only one enrollment is visible—the latest version.

    • There is no canceled entry since the course was not started.

3. Learners in "Completed" Status with the Previous Version

  • Impact: By default, completed training remains unaffected by versioning.

  • Re-enrollment Option: If "Apply for Completed" is checked during the versioning process:

    • The completed training expires.

    • Learners are enrolled in the new version with a "Not Started" status.

  • Reports:

    • The Master Training Report and Training Transcript retain the original completion entry.

    • A new entry appears for the latest version.

Reporting Details

  • Master Training Report:

    • Displays the course version number starting from Version 2 onward.

    • Does not show the Date Assigned.

    • Displays canceled and active enrollments where applicable.

  • Training Transcript:

    • Shows an entry for each course completion.

    • Includes the Date Assigned and timestamps.

    • Does not display the course version number.

  • Manage My People Report:

    • Displays only the latest enrollment.

Additional System Behaviors

  • Batch Process: Course versioning operations, including enrollment cancellations and updates, occur during the nightly batch process.

  • E-Learning Training Only: Course versioning is available only for e-learning courses, whether they are standalone or part of a certificate or learning path.

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