This article is relevant to customers from all industries.
Each year, Ideagen CompliSpace releases new editions of the Learning Resources (i.e. Courses and Interactives) that you are subscribed to. These Learning Resources are updated if any legislative/regulatory changes have occurred. This is to ensure ease of record management (past learning attempts from previous years remain easily accessible in the main reporting screens) and to clarify the editions that were completed by your learners.
In most portals (single organisation portals), a learning resource is typically assigned via Groups, as this is the fastest way to assign learning in bulk. However, it is important that previous editions of the learning are removed from the group, before assigning new editions. This is so any new staff added to the group are not automatically assigned previous editions of the learning and also helps you keep track of required learning currently assigned to your staff.
This guide provides step-by-step instructions on how to assign new editions of Ideagen CompliSpace courses. These instructions are divided into three sections and should be followed in sequence. These sections provide instruction on:
How to Remove Learning from a Group
How to Make the New Learning Content Visible
How to Assign the New Learning to a Group
How to Remove Learning from a Group (from past years)
Important Notes before you begin:
- Removing a course or resource will not remove completed records, however, if the status has not progressed past 'Assigned' this learning will be automatically removed from that person's dashboard.
- For records in 'Assigned' status: You can export a report for proof that the learning was originally assigned.
- 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 once removed from the group 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 unless the learning has been 'unshared' from the portal because it is particularly old.
Step-by-step instructions:
1. Click the Groups tab in the top menu
2. Select the group you wish to remove learning from.
3. Click the Assigned tab beneath Learning.
4. Click the ellipsis next to the learning you wish to remove
5. Select Remove from group in the dropdown menu
How to Make the New Learning Content Visible
There are two ways that you can make new learning content visible, you can either do it via the Content Dashboard or via the Portal Content Selection menu.
To Make New Learning Content Visible via the Content Dashboard:
1. Click your User Avatar in the top right
2. Select Content from the dropdown menu
3. Click the arrow to the left of the screen to expand the menu on the left (if it is collapsed)
4. Click Go1 Content Hub in the left-hand menu
5. Use the Search bar to filter the results e.g. if you are looking for 2024 content, type 2024 in your search bar and press enter/return on your keyboard
6. Click the book icon next to the Learning Item/s that you wish to make visible
The selected learning item/s will now be available on your Explore menu and available to assign out to users or groups.
To Make New Learning Content Visible via the Portal Content Selection Menu
1. Click your User Avatar in the top right
2. Select Settings from the dropdown menu
3. Select Portal Content Selection in the left-hand menu
4. Select the circle next to Custom Selection to individually select which Ideagen CompliSpace content you would like to make visible.
5. Click the Select Content button.
6. Select the Plus icon on the Learning Resource that you wish to make visible
Please see the below example of content that is visible and not visible on your portal.
At this stage, you may also wish to package your content into a Course/s for ease of assigning and reporting. To learn how to compile your content into a course, please visit this guide.
How to Assign the New Learning to a Group
Note: Before you do this, ensure all members who require the learning have been added to the group and that the correct notifications are switched on (if you would like your staff to be notified when assigned the new version).
1. Select Groups in the top menu
2. Navigate to the group that you wish to assign learning to
3. Select the Overview tab
4. Click the Assign button
5. Type the name of the new learning in the white text box to search for it.
6. Click the name of the learning when it appears in the dropdown menu.
7. Click Continue
8. Add a due date if you wish (you can also select the Remove button if you don't want a due date)
9. Click Assign
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