How to Update Group Learning

Assigning new annual versions of Ideagen CompliSpace content - explanation

Each year, Ideagen CompliSpace releases a new edition of the learning content that you are subscribed to. The learning content is updated for the following reasons:

• in response to any legislative/regulatory changes that have occurred
• improvements in the user experience are made to optimise how users engage with and learn from the content

For records maintenance, the issuing of new learning content allows you to easily maintain entire records of learning content assigned to your staff over previous years.

Past learning attempts from previous years remain accessible in the main reporting screens and the names of learning content will display the year of creation to clarify which versions are old or current.

In most portals, content is typically assigned via Groups, as this is the fastest way to assign learning in bulk. However, it is important that previous versions of the learning are removed from a group, before assigning new versions. This is so any new staff added to the group are not automatically assigned previous versions of the content and also helps you keep track of required learning currently assigned to your staff.

The following guide provides step-by-step instructions on how to assign new annual versions of Ideagen CompliSpace content. These steps are broken down into three parts:

1. How to Remove Old Content from a Group

2. How to Make new content visible 

3. How to Assign the new version of learning to the Group

 

How to Remove Old Content from a Group

If you are using a new Group that has never been used to assign your learning, skip to step 2.

Note before you begin: Removing the content will not remove completed records.

If the status of some assignments have not progressed past 'Assigned' this learning will be automatically removed from that person's dashboard.

• Records in 'Assigned' status: You can export a report for proof that the learning was originally assigned. See also Configuring a Report and Filtering a Report 
• If you do need certain individuals who are still only in 'Assigned' status to complete the older learning (they may have been assigned at a later date than others), use the Manage interface to re-assign the learning and add a due date only for that person/people. 
• Records in 'Not Started' or 'In Progress': the learner will still be able to complete the original assignment of learning once the content is removed from the group, as they are enrolled.

1. Locate the group that the old content was assigned to

2. Click the group name 

3. Select the Assigned tab 

4. Click the three dots next to the content

5. Select Remove from Group in the dropdown menu

How to Make new content visible 

See this article for the process. We recommend using the Custom Selection option to individually select which CompliSpace content you would like to make visible. 

How to Assign the new version of learning to the Group

Note: Before you do this, ensure all members who require the learning have been added to the group and that notifications are switched on (if you would like your staff to be notified when assigned the new version).

1. Locate the group that the old content was assigned to

2. Click the group name 

3. Select Assign 

3. Search for the new content in the white text box and select the required content.

4. Click Continue.

5. Add a due date if you wish.

6. Click Assign.