The FlexTraining Total E-Learning Solution
Management Guide
Version 6.2
Section 1: Getting Started
Introduction
FlexTraining is the premier web-based training solution for building and delivering online training over an intranet or the Internet. It is a complete framework for structuring,
building and conducting online training classes of virtually any length or topic. The FlexTraining name originated from its high level of adaptability as it can be
configured and customized in a variety of ways. FlexTraining is built on the concept of customer-defined training content. It provides a framework for constructing and
administering online training classes of almost any type. Each course can have a user-defined number of Sections, Tests, Assignments and Course Guide chapters. Optional features include Instructors and Discussion Forums (Message Board and Chat).
FlexTraining consists of two separate applications, both sharing a common database. Administrators and members of the training team utilize the Management Center environment to configure, construct and deliver the training program. Students access the Student Module environment to retrieve and complete their online training programs.
Management Center:
Set system configuration values, establish policies, approve enrollments, author training content, define courses, tests, and assignments, build course guide(s), schedule classes, define dynamic messages, assign instructors, run reports and monitor classes.
Student Module:
Register for a class, sign into a class, view course content, navigate through (or download) the course guide, access assignments, complete a class, take online test(s), track student progress, make entries in a personal Course Notebook or jump to a Discussion Forum.
The Management Center and Student Module applications share student and class data, but each has its own separate URL address on the web server and its own separate security. The Systems Requirements section provides detailed instruction on installing both modules.
System Requirements
Server Requirements:
Microsoft IIS Server 5.0 or better. Windows 2003 Server or newer.
.NET Framework version 4.0; download available here:
o http://www.microsoft.com/downloads/en/details.aspx?familyid=9cfb2d51-5ff4-4491-b0e5-b386f32c0992&displaylang=en.
ASP.NET State Server active in the Services panel.
MS Access DBMS with ODBC Drivers or SQL Server using OLE Drivers.
Recommendation: Complete software installation and
test in MS Access prior to migrating to SQL Server.
Management and Student (Browser) Requirements:
Any modern web browser, at least Microsoft IE 5.0 for the Management Center. Windows, Mac, or UNIX computer with Internet or Intranet.
Installation and Launching the Software
FlexTraining installation is very simple, consisting of three steps: 1. Install the software from the CD.
2. Perform manual server setup tasks. 3. Verify Installation.
Step 1: Install software from CD
At the web server machine, sign on as a member of the Administrators Group.
Run the program Setup.exe on the FlexTraining Installation CD (if your CD ROM drive has the auto run capability, the setup program will start by itself). When prompted for a directory to install to, choose any directory on the server. It is a good idea to create and use a target directory such as “d:\FlexTraining6.2” or “e:\FlexTraining62.”
You may decide to choose the directory called /InetPub/wwwroot on the web server. However, you may install the FlexTraining software on any drive and directory you wish. When the process is complete, you have completed Step 1. You may remove the
Installation CD from the CD ROM drive.
Step 2: Perform manual server setup tasks a. Set up folder level permissions
The FlexTraining system utilizes the following security accounts on the server: IUSR_<machinename>.
IUSR.
Network Service. ASPNET (if it exists).
The Root Install directory (e.g. d:\FlexTraining62) should have Read/Execute access set to the accounts listed above.
The <install directory>/Database folder should have FULL (Read/write/Execute) access to the accounts listed above.
The following folders should have FULL permissions to the accounts listed above: <install directory>/FlexTraining/asp/content.
<install directory>/FlexTraining/asp/TempFiles. <install directory>/FlexTrainingAdmin/TempFiles. <install directory>/FlexTrainingAdmin/Instructor.
b. Set up Virtual Directories
For IIS 5: First, right click on your website and choose Properties. Click on the
ASP.NET tab and make sure that ASP.NET version 4 is chosen from the list and save. If ASP.Net 4.0 is not available, install the .NET Framework 4.0 on your server (see Server Requirements above).
There are 4 Virtual Directories that need to be created in your IIS Management Console.
Virtual Directory Name (alias) Referenced Location
1 Any Name (suggest “FT”) <installdirectory>/FlexTraining/ASP 2 Must be “FlexTrainingAdmin” <installdirectory>/FlextrainingAdmin 3 Any Name (suggest “FTMB”) <installdirectory>/FTMB
4 Any Name (suggest “FTChat”) <installdirectory>/FTChat
Set up a Virtual Directory for the four applications. After creating the directories, right click on each and click on Properties. In the Properties panel, be sure to set “Read and Execute” permissions for each. Also, make sure the Default Document (under
“Documents”) is set to “default.aspx” for the Management Center Module and the Student Module, and “default.asp” for the Message Board and Chat modules.
For IIS 6 or 7: The following four Virtual Directories must be created in your IIS
Management Console:
Virtual Directory Name (alias) Referenced Location
1 Any Name (suggest “FT”) <install directory>/FlexTraining/ASP 2 Must be “FlexTrainingAdmin” <installdirectory>/FlextrainingAdmin 3 Any Name (suggest “FTMB”) <installdirectory>/FTMB
4 Any Name (suggest “FTChat”) <installdirectory>/FTChat Set up a Virtual Directory for the four applications. Once you have created the directories, left click on each and choose the ASP Panel.
In the Properties panel, be sure to set “Read and Execute” permissions for each. Also, make sure the Default Document (under “Documents”) is set to “default.aspx” for the Management Center Module and the Student Module, and “default.asp” for the Message Board and Chat modules.
c. ASP-based uploading steps
Note: If you are using Windows 2003 Server (IIS5), you will need to change the
metabase for ASPMaxRequestEntityAllowed entry. The default value is approximately 200k, but you can set it to the maximum size necessary for your environment. If you fail to do this step, any upload over 200k will appear to have uploaded, but the file will not appear (Windows discards the upload transaction without any type of warning). If you are using Windows 2008 Server (IIS 6 or 7), you can set this property in IIS directly by clicking on the site, choosing the ASP Panel and expanding Limits Properties. Change the “Maximum Requesting Entity Body Limit” from 204000 to something larger.
d. Set up your Web.Config file Database Connection Strings
1. Open the files <install directory>/FlexTrainingAdmin/Web.Config and <install directory>/FlexTraining/asp/Web.Config using a text editor such as FrontPage or Notepad.
2. Find the Entry For Database Connection String. 3. If using Access, modify the path to match
<install directory/Database/FlexTraining6.mdb. If using SQL Server, Use the SQL Server connection string example just below the Access example, and modify it with your SQL Server login, password and the database name.
(Note: It is best to run though the entire set up in MS Access and verify that you have everything configured properly before upsizing your database to SQL Server).
4. Save both Web.Config files.
e. Register Graphing Tool (optional step)
FlexTraining includes an Instant Performance Graphing feature in the Management Center. It instantly graphs test performance, plotting class averages against your defined passing scores.
If you plan to use the graphing feature, you must "register" the graphing tool on the server, as follows:
1. Locate and identify the graphing tool "teechart.ocx" file in the directory "OCX" under your FlexTrainingAdmin directory.
2. Note the full path to this file. For example, if you installed FlexTraining on the Server's D drive: d:\inetpub\wwwroot\flextrainingadmin\ocx\teechart.ocx. 3. At the server, either open the Run box (click on Start/Run) or go to DOS mode
and type the following command:
Regsvr32 fullpathToYourOCXfile:
For example: Regsvr32 d:\inetpub\wwwroot\flextrainingadmin\ocx\teechart.ocx If you are unable to register the TeeChart OCX file (which may be the case if a third party is hosting FlexTraining for you), FlexTraining will still operate normally. The only feature you will not be able to use is the Performance Graphs feature on the
FlexTraining Management Center menu.
f. Register xZip.dll
FlexTraining includes a xZip.dll file that is used to compress file packages for certain features in FlexTraining.
You need to "register" the xzip.dll on the server, as follows:
1. Locate and identify the xzip.dll file in the directory "CGI" under your <install directory>/FlexTrainingAdmin directory.
2. Note the full path to this file xZip.dll file.
3. At the server, open the Run box (click on Start/Run), or go to DOS mode and type the following command:
Regsvr32 fullpath To Your xzip.dll
For example: Regsvr32 d:\FlexTraining62\flextrainingadmin\cgi\xzip.dll.
Step 3: Set up your Management Center Login
The first time you access the Management Center, the login is set to the system default: Login: Admin
Password: Default
This login is for first time use only and should be changed immediately for your own security. You may change your login by going to the User’s Menu and selecting the User List in the left menu. Click the pencil icon by “Admin” to change the login.
Step 4: Verify Installation
It is important to note the Virtual Directory names you used in the last step. Those names, when combined with your server’s fully-qualified name, will become the URLs (addresses) for the three applications.
For example, if your server’s Host Name is “train” and your domain is
“mycompany.com,” then the address for the FlexTraining Management Center would be:
http://train.mycompany.com/FlexTrainingAdmin
And, the address for the Student module would be:
http://train.mycompany.com/FT
Students use this address to register for classes, as well as participate in each class, once they are enrolled.
Verify Installation
Access the FlexTraining Management Center at:
Example: http://train.mycompany.com/FlexTrainingAdmin (Use your actual host and domain name.)
Choose the second button on the screen, the “Options” button. You should see a page displayed on the screen that resembles the following:
If you see a screen like the one above, you have successfully installed FlexTraining’s Active Server Pages and database. If you do not, recheck the preceding steps in the installation procedure.
Tuning Your "Time Out" Settings
ASP applications, such as FlexTraining, maintain information about each user in what is called a "Session Object.” The Session Object remembers things such as who you are, what you are doing and the name of the database with which you are working. A
separate Session Object is maintained for each user each time he/she accesses any FlexTraining module.
The IIS Web Server, not FlexTraining, creates and maintains all Session Objects. If you are inactive (i.e., you don't change screens or click on any links) for a period of time, the server erases your Session Object in order to free up memory for someone else to use. When this happens, it is called "Timing Out."
How long does the Web Server wait before timing someone out? Well, that's up to you. You can set the timeout value, in minutes, for each application on your system,
including the FlexTraining Student Module, Instructor Module and the Management Center. The default value in the server is usually 20 or 30 minutes, but you can change the setting if you find that too many users are "timing out.”
For example, some administrators find that the system times out when they are defining test questions and answers in the Management Center. As a result, they will adjust the timeout value for the Management Center to a higher number and extend sessions.
For IIS 5:
1. Open the Microsoft IIS Management Console (Internet Service Manager) and locate the Virtual Directory you have established for the module you are interested in (i.e., FlexTrainingAdmin). The Virtual Directory names are normally highlighted in blue. 2. Right-click on the Virtual Directory name, choose Properties, choose the Virtual
Directory tab and then click the Configuration button near the lower right.
3. Choose the App Options tab and then find the Session Timeout field. Set this value and then click OK until all dialogue boxes are closed. Be careful if setting a value more than 45-60 minutes since keeping the Session Objects open for too long wastes memory and can slow down the server.
For IIS 6 or 7:
1. Open Microsoft IIS Management Console and locate the Virtual Directory you have established for the module you are interested in (i.e., FlexTrainingAdmin). 2. Click on the Virtual Directory Name and choose the ASP Panel.
3. Expand Session Properties and change Time-Out variable from 00:30:00 to your desired setting; click Apply.
Changing Database Management Systems
It is recommended that you initially set up FlexTraining using MS Access, do a quick run through to make sure that everything is working properly and then migrate to MS SQL. This will help troubleshooting immensely if any issues arise.
If you have elected to move the data to MS SQL Server, due to very high usage or a corporate standard, you can do so very easily. In summary:
1. Migrate the data from Access to SQL Server using one of the Microsoft-supplied data migration tools, either upsizing from Access or importing into SQL Server. 2. Edit the file called “Web.Config” in your <install directory>/FlexTrainingAdmin
directory and your <install directory>/Flextraining/ASP directory. In each file, simply change the connect string to match your database manager, your database name and your database ID and Password, if required.
YOU MUST EDIT THE CONNECT STRING in both the Web.Config files. These files contain template strings that are very easy to edit. It’s really just a matter of
commenting and un-commenting a couple of lines of code and editing the Database Login information.
After making the edits, you can restart (open any module from a new browser session) the FlexTraining Modules and they will connect to the new database.
If you encounter any problems, contact your Network or Database Administrator.
Notes:
If you do not have sufficient internal technical and database (MS SQL Server)
expertise to migrate a set of tables from Access, then you should consider
keeping the data in MS Access. Many FlexTraining customers leave their data in MS Access permanently. Those who do not feel comfortable migrating to MS SQL Server and managing a SQL server database will need to keep their data in MS Access. FlexTraining code supports and has been successfully tested with MS SQL Server.
Our database structure has been carefully and intentionally designed to not
include validation logic, data relationships, and even record keys within the database, so there is no "Schema" to migrate, only tables to copy. That keeps migration very simple.
Occasionally, when you copy database tables from MS Access to MS SQL
Server, MS SQL Server fails to properly set up the auto-increment fields. These are fields that automatically set their own value (a counter) whenever a new record is added. You will want to verify that for every table, the field called "ID" is set to be an auto-increment field in MS SQL Server. The one exception to this is the Course Definition table, where the auto-increment field is called
"Course_Def_Number.” Within MS SQL Server, you can use the table
management interface in the Enterprise Manager (GUI) to set the auto-Increment flag for these special fields.
Occasionally, when you convert your data to MS SQL Server, the online tests
with FlexTraining may have errors. If this happens, you can easily resolve the errors by making data type changes within MS SQL Server: In the Test_Detail table, set the Type for field "Question" to "nvarchar" and the length to be any number up to 4,000 (depending on the length of your questions). You will also want to set the Type for field "Rationale" to "nvarchar" and the length to be any number up to 4,000 (depending on the length of your rationale).
Operating the Management Center
Section 2: Company Integration
The Management Center gives you complete control over the structure and flow of your online training environment and each of the courses offered. Each section “menu” takes you through a series of set-up questions that allow you to customize the look and feel of your entire training system. As you move through the set-up screens, you’ll see your custom training environment take shape.
All system and course management functions can be accessed via the menu of icons displayed across the top of the screen.
The menu collection allows you to define system settings, select program modules, configure system behaviors, designate registration and login policies, customize your organizational preferences, define your users and your learners, establish your media libraries, build your learning content and courses, schedule classes, register students, run standard and ad hoc analyses and access optional features, such as Chat, the Message Board and the Instructor module. A host of other user and set-up options are included in the Management Center.
The system allows you to customize and configure your online training environment without programming. Your setup options are organized into related groups and are placed under the appropriate menu item. Make selections, save your changes and jump between option groups as needed.
Software Modules
Would you like to enable FlexAuthoring Extras (Audio & YouTube)?
The premium FlexAuthoring extras feature gives you the ability to include audio narrations and YouTube videos in your learning screens. Select “Yes” if you wish to activate the FlexAuthoring tools.
Would you like to use Skill Groups?
You can create any number of skill groups by assembling one or more courses and requiring student completion toward a designated goal or skill set. If you wish to track student progress toward this goal or skill set, select “Yes” to activate.
Would you like to enable the FlexTraining Internal Message Board?
The Message Board enables your students to communicate asynchronously with one another, post questions and get instructor feedback. If you have purchased the optional Message Board, select “Yes” to activate.
Would you like to enable the FlexTraining Internal Chat Room?
The Chat Room allows real time, synchronized communication between students and/or instructors within a course. If you have purchased the optional Chat feature, select “Yes” to activate.
Would you like to enable the SCORM Reader? (Valid SCORM run code needed)
The SCORM feature allows you to use SCORM 1.2 in your FlexTraining environment. If you have purchased the optional SCORM license and feature, select “Yes” to activate.
Behaviors
Would you like to enable the External Collaboration Tool?
If you want to use a third party chat or conferencing software, select “Yes” to turn on the External Collaboration Tool.
Would you like to show Skills Tracking information on each student's home page?
You can display the Skills Tracking details on the student’s Home Page. Select “Yes” to activate.
Would you like to allow students to view a catalog of all courses that they are allowed to take?
The Course Catalog provides the student with access to a catalog of all courses that are available to that student. Select “Yes” to activate.
Would you like to allow students to search for available courses using the Course Finder?
The Course Finder allows the student to search for courses by entering key words. Select “Yes” to allow access to this search feature.
Would you like to allow students to create/view their own task list?
Students can create a task list for each course. Select “Yes” to allow students to create and manage their personal “to do” list(s).
Would you like to allow students to view the Course Calendar?
The Course Calendar displays courses by the start date. Select “Yes” to provide students with access to the calendar.
Would you like to allow students to view/change their Personal Profile?
The View Student Profile allows students to view and/or update their personal
information, such as name, email address, etc. Select “Yes” to allow students to access and modify their Personal Profile.
Would you like to allow Administrators to view/change their Personal Profile?
The Administrator Profile allows administrators and users to view and/or update their personal information, such as name, email address, etc. Select “Yes” to allow
administrators to access and modify their Personal Profile.
Would you like to force a popup demo onto students upon their first entry into the student module?
The Student Demonstration offers an automatic “Help” popup window the first time a student enters the Student Module after registering. Once the student has viewed the popup, it will not appear again. Select “Yes” to force a popup window the first time students enter the training environment.
After how many minutes should a session timeout?
Set the session timeout value to the amount of time, in minutes, that you would like the system to use for its session expiration limit. When a session is inactive for the amount of minutes specified, the system will automatically timeout and the student or user will be logged out of the system.
Would you like to show the video control bar on Windows Media Player videos in the Authoring Tool?
Select “Yes” if you want the video controls (play, rewind, ff, stop, pause) to display for the student when using the Windows Media Player in the authoring tool.
Would you like to show the audio controls in the Navigation on Windows Media Player videos in the Authoring Tool?
Select “Yes” if you want the audio controls (play, rewind, ff, stop, pause) to display for the student when using the Windows Media Player in the authoring tool.
Would you like to automatically enroll students in courses contained in a skill group when the student is added to the skill group and if a course is added to a skill group that the student is already enrolled in?
FlexTraining uses a concept called Skill Groups to make the setup, maintenance and reporting of skill requirements and training progress easier. A Skill Group is a name for a set of training requirements. Select “Yes” if you would like to have your students automatically enrolled in any course contained in a Skill Group upon enrollment into said Skill Group.
Tracking Options
Would you like to track Classroom Training (off system)?
Any course that is marked as a Classroom course in FlexTraining will be tracked, although not accessible via the Internet. Select “Yes” if you want to turn on Classroom
Training and track test scores for courses that are taking place offline in a classroom setting.
Would you like to enable Item Analysis?
Item Analysis allows you to identify specific data on the effectiveness of your test questions. Select “Yes” to activate Item Analysis and track test results for each question.
Would you like to enable Time Logging?
Time Logging tracks logins, logouts and course content access for students. Select “Yes” to activate.
Would you like to disable the student's ability to right-click when viewing course content?
Disabling the student’s ability to right-click the mouse button helps prevent someone from stealing your proprietary course content. Select “Yes” to activate.
Management Access Logging type: Off - No Management Access Logging
On - Logs Logins/Logouts and changes to Policy/Options/Environment/Users
Management Access Logging tracks important events that occur in the Management Center, such as system modifications, student enrollment, student deletions, course additions, course deletions, etc. Select “Yes” to activate.
Would you like to enable the administrator's ability to Archive Courses?
Archived courses do not appear in any lists, such as reporting, course editor, bulk tools, etc. When a course is archived, it is no longer accessible to students, effectively
disabling the course completely; however, all reporting data is retained in the data archive. Select “Yes” to allow the user to archive a course. The course can be activated at any time.
The Policies Menu configures how students register and login.
Would you like students to be automatically enrolled (Active), require
administrator approval for enrollments (Pending), or be enrolled upon processing payment (Payment)?
The enrollment status setting allows you to set a default enrollment status when a student self-enrolls in a class.
The “Active” status allows access to the course(s) with no restrictions.
The “Pending” status requires that the enrollment will have to be approved by an administrator in the “Approve Enrollments” panel in the Learner Menu.
The “Payment” status requires that the student process a payment prior to being allowed to view a course.
These settings can be adjusted on a course-by-course basis in the Schedule Course section of the Courses Menu. Select the status from the drop down box.
Allow self-registration for first-time students?
This option allows you to choose whether a student can self-register as a new student in the training system or whether the enrollment must be processed by an administrator. Select “Yes” to allow students to self-register.
If you want to Auto-Enroll New Self-Registering Students in any courses, list their Course Numbers here, separated by the Pipe character "|".
If you select the auto enrollment feature, you can create a list of courses, by course number, that are automatically assigned to a student the moment they register for a new account in the training system. If you list more than one course, separate the course numbers with commas (i.e., 100 | 101 | 102). Leave the field empty if you do not wish to enable this feature.
Would you like students to collect demographic information in students' profiles (race, gender, birth date, educational level)?
The demographics option allows you to collect demographic statistics on your students. If you enable this feature, you can still disable designated fields in the Required Fields Manager tool in this menu. You can also use the Required Fields Manager to specify which fields the student is required to complete. Select “Yes” to enable this feature.
Class Enrollment Method
The Class Enrollment Method allows you to choose between three separate enrollment options.
With the “Normal” option, courses will not expire and will not have a specific due date.
The “Subscriptions” option provides that student(s) will have a specific period of time during which they will be able to view the course from the time they enroll. If you choose “Due Dates,” student(s) will have a set due date for accessing the
course, based on the day they enrolled or a designated due date for the entire class roster.
This option is also configurable in the Schedule Wizard. Choose the option from the drop down box.
I want my online learners to access the student environment by:
The Login Method offers two student sign-in options: Entering his/her Email Address
Entering his/her Unique ID
Select the login option from the drop down box to identify which login method you prefer.
Password Policies
FlexTraining allows you to control the separate password policies for students and administrators.
For each password policy, you select the minimum password length, the frequency of required password changes, and the number of attempts for the lockout threshold (i.e., the number of failed attempts until the account is locked, requiring administrative assistance).
Student Password Policies
Student Minimum Password Length:
Choose from the drop-down box the minimum number of characters required for student passwords.
Minimum Number of Lowercase Characters:
Enter the number of lowercase characters required for student passwords in the open field.
Minimum Number of Uppercase Characters:
Enter the number of uppercase characters required for student passwords in the open field.
Minimum Number of Numeric Characters:
Enter the number of numeric characters required for student passwords in the open field.
Minimum Number of Symbolic Characters:
Enter the number of symbolic characters (i.e., #, @, *, etc.) required for student passwords in the open field.
Would you like student passwords to expire after a given period?
Select “Yes” if you want student passwords to expire after a set period of time.
Student Password Expiration Period
Select from the drop-down box the period of time for student password expiration.
Would you like to lock out students who reach the password failed attempt threshold?
Select “Yes” if you want to lock students out after a set number of failed login attempts.
Maximum Failed Attempts before Student account is suspended:
Choose from the drop-down box the threshold for failed login attempts before lock out.
Administrator Password Policies
Administrator Minimum Password Length:
Choose from the drop-down box the minimum number of characters required for administrator passwords.
Minimum Number of Lowercase Characters:
Enter the number of lowercase characters required for administrator passwords in the open field.
Minimum Number of Uppercase Characters:
Enter the number of uppercase characters required for administrator passwords in the open field.
Minimum Number of Numeric Characters:
Enter the number of numeric characters required for administrator passwords in the open field.
Minimum Number of Symbolic Characters:
Enter the number of symbolic characters (i.e., #, @, *, etc.) required for administrator passwords in the open field.
Would you like Administrator passwords to expire after a given period?
Select “Yes” if you want administrator passwords to expire after a set period of time.
Administrator Password Expiration Period
Select from the drop-down box the period of time for administrator password expiration.
Would you like to lock out Adminstrators who reach the password failed attempt threshold?
Select “Yes” if you want to lock administrators out after a set number of failed login attempts.
Maximum Failed Attempts before Admininistrator account is suspended:
Choose from the drop-down box the threshold for failed login attempts before lock out.
E-Commerce
In order to process credit cards or receive PayPal payments, you must have an account with an online Payment Gateway. Basically, a Payment Gateway offers a service that approves or declines the credit card that is sent to them electronically via FlexTraining.
Setup
This will require system settings to be entered within the E-Commerce section of the Policies Menu.
The payment processing clearing house that you have chosen will give you specific information relating to your account with them. This should include, but is not limited to, a username, password and gateway URL.
Enter the above information in the corresponding E-Commerce Account, Login and Password input fields.
Once this information is entered, you must verify that the names and values are set up to your Payment Gateway specifications. Then, you are finished with this page. FlexTraining is designed to work out of the box with Authorize.net and PayPal. If you use any other payment gateway, you may need to customize your payment processing page.
FlexTraining has an electronic form already created (Payment.aspx). When a student registers for a class, this page posts to the payment gateway, and the gateway
responds with an approval or decline directly to that same page (Payment.aspx). Use the E-Commerce section to configure your merchant account and specify how you will process credit cards.
E-Commerce Payment Type(s):
Choose the type of payment that you would like to accept: credit cards, PayPal or both.
E-Commerce Account:
Enter your Authorize.net account ID.
E-Commerce Login:
Enter your Authorize.net login name.
E-Commerce Password:
E-Commerce Transaction Key:
Enter your Authorize.net transaction key.
If you would like to enable students to pay for courses using their PayPal Account, enter your Business PayPal Account:
Enter your PayPal account here. This should be in the form of an email address (i.e., [email protected]).
E-Commerce Test Mode:
For credit card processing: If Testing Mode is set to “On,” transactions will be simulated but not transmitted to the financial institution. If Testing Mode is set to “Off,” transactions are live and will be submitted for processing. This function does not apply to PayPal transactions.
NOTE: Tuition information can be added when the course is scheduled in the Courses
Menu.
Promo Codes
Add a Promo Code
Create and manage promotional discounts and pricing. Entering a promotional code requires a code name, course selection, promo code, price or discount, start date and expiration date. Promo codes offer percentage-based discounts and reduced pricing to students who enter the code when enrolling in a course.
Scheduled Course
Select a course from the drop down box, or leave the default of “All Scheduled Courses.”
Code Name
Create and enter a Code Name for the new Promo Code in the open field.
Promo Code
Create and enter a Promo Code in the open field.
Promo Type
Select “Fixed Price” or “Discount (% off)” from the drop down box.
Price
If you offer a price discount, enter that amount, without symbols ($), in the open field.
Discount - (enter a number 0 - 100, 100 meaning FREE)
For a percentage discount, enter that amount, without symbols (%), in the open field.
Promotion Start Date (mm/dd/yyyy)
Enter a start date from the pop-up calendar.
Promotion End Date (mm/dd/yyyy)
Required Fields Manager
Required Fields Manager
If you elect to enable and track Demographics, each demographic field can be turned on and off individually on this page. The field options for the student profile may be selected from this screen.
The fields First Name, Last Name, User Name (Unique ID), Email and Password are always required and are always shown in the student profile.
NOTE: If Demographics is disabled in your system, all other fields may be turned off
Demographics
Student Demographic Tracking
Student data fields are available for organizational demographic tracking and reporting. This constructive feature includes an on/off option to capture the desired level of
preferred, statistical analysis. The standard fields include Race, Gender and
Educational Level, and may be modified as needed. Three additional Generic fields are available for customization. These fields may be turned on/off in the Required Fields Manager.
Training Environment
Enter Your Company Name
Enter your company name as you would like it to be displayed in FlexTraining. This will be displayed in the browser title bar.
Enter a Name for your Training Environment
Enter a name for the training environment. This will be displayed in various screens and in the browser title bar.
Enter a company logo/banner image
Choose a banner image by clicking on the “Choose Image” button. Browse and upload single and multiple file(s) and select the image to use in branding the training
environment home page. The image may be up to 100 pixels in height and up to 998 pixels in width.
Would you like to use a login image, login text or both?
Choose the type of image from the drop-down box: Image only, text only or both image and text.
Select an image to use on the login pages
Choose an image that will display on the left side of the login home page in both the Admin and Student Module by clicking on the “Choose Image” button. Browse and upload single and multiple file(s) and select the image to use in branding the training environment home pages.
Enter Text to use on the student login page
Enter text to display on the left side of the Student Module login home page.
What is the Email Address for your Training Administrator?
Enter the email address of the main system contact. This email will also be the “From” email address on any automatically generated emails to students and managers.
FlexTraining allows you to group related courses. If you wish to use a term other than "group", enter that term here.
Enter the term to use in place of the word “Group” when splitting your courses into groups. Groupings are created inside the scheduling area of the Course Building tool. These groupings are visible in the Course Catalog in the Student Module.
FlexTraining allows you to assign levels to your courses. If you wish to use a term other than "level", enter that term here.
Enter the term to use in place of the word “Level” when splitting your courses into groups. Groups and Levels are created inside the scheduling area of the Course
Building tool. Levels are subgroups of the Group option defined above and are visible in the Course Catalog in the Student Module.
System Environment
Enter Full URL to Your Student Module
Enter the full URL for your Student Module and/or Virtual Directory, as installed. Include Domain, host name and directory where the application lives.
Enter Full URL to Your Administration Module
Enter the full URL to your Management Center Module and/or Virtual Directory. Normally, this is your server's URL followed by "FlexTrainingAdmin.”
Enter Full URL to Your Training Content Directory
Enter the full URL to your Student Module’s content directory. This will likely be the URL to your Student Module with ‘Content/’ after it. Other directories are created under this directory during the Install to hold course material, notes, assignments, etc.
Enter Disk Path to Your Training Content
Enter the physical disk path (i.e., D:\...) to your Student Module training content directory from above. Other directories will be created under this directory to hold course material, notes, assignments, etc.
Enter the Full URL to Your Message Board Directory
Enter the web address to your Message Board Module virtual directory.
Enter the Full URL to Your Chat Directory
Enter the web address to your Chat Module virtual directory.
Enter the IP Address of Your Web Server
Enter the IP address for your web server. Do not change this until you have requested and received your run code. This number is used for various internal system calls. The Student Module will not run properly without a correct IP number.
Enter the Run Code Assigned to you by your FlexTraining Representative (Based on IP Address)
Enter your assigned Run Code EXACTLY as issued for your specific software license. If you do not have a valid Run Code, email your IP address and company name to
[email protected]. If you move FlexTraining to a new server, you MUST
obtain a new Run Code.
Run Code Expiration Date (Do not modify unless directed)
Enter the Run Code expiration date. Leave this at the default value (12/31/2098) unless otherwise directed.
Default Date Display Format
Choose the date format that will display for any dates in the Student Module. Your students will have the opportunity to override this setting if they have a different date display preference.
Which Database Manager are you using?
Choose your Database Manager from a drop-down box. Set to "MS Access" if using MS Access as your database. Set to "SQL Server" if using MS SQL Server as your
database software. This impacts some internal formatting of database cells for date-related operations.
Select the number of hours to adjust the time
Choose from the drop-down box the number of hours to offset the local server time to match your training region, if applicable. This sets the FlexTraining server to match student time, not server time, if necessary. If you train in multiple time zones, set this option to match your main location.
Enter the SCORM Run Code assigned to you by your FlexTraining representative (Based on IP Address)
If you have purchased the SCORM Module, enter your assigned SCORM Run Code. If you do not have a valid SCORM run code, email your IP address and company name to
[email protected]. If you have not purchased the SCORM Module, leave this
setting as-is.
SCORM Run Code Expiration Date (Do not modify unless directed)
Enter the Run Code expiration date. Leave this setting as-is unless otherwise directed.
Mail Settings
Choose a Mail Service to use
Select from a drop-down box the mail service for use. CDO is used for a Windows 2000 server or newer. Remote SMTP can be used with your external mail server. Using this option requires that your remote SMTP server be configured to accept this connection.
Remote SMTP Server
Remote SMTP allows you to connect to your own privately run mail server located on a different system than the FlexTraining installation. Enter the web address of your Remote SMTP Server in this field. Set to 127.0.0.1 if you are using CDO.
Remote SMTP Security Type
Choose your mail server authentication method from the drop-down box. Security Type is the type of login access required to use the remote SMTP mail server.
The three options are: 1) Anonymous, which is the least secure method of connection, 2) Basic, which sends the password in clear-text format, and 3) NTLM, which is an encrypted password format. You will need to use the format that is dictated by your Remote SMTP server’s configuration.
Remote SMTP Login
If you chose Basic or NTLM for the Security Type setting, you must enter your SMTP login name in this field.
Remote SMTP Password
If you chose Basic or NTLM for the Security Type setting, you must enter your SMTP server login password here.
Remote SMTP Server uses SSL (Secure Socket Layers)?
If your remote SMTP server requires the use of SSL, specify “Yes” here.
Email Target Matrix
The Email Target Matrix designates various online training events, such as registration, course completion and test results. Establishes email target settings for administrators, course instructors, students and other interested parties.
The “Course Reset” selection ensures that email notifications are automatically sent to designated recipients if the administrator uses the virtual gradebook to reset a student’s progress or changes the course completion status from complete to incomplete.
The Hierarchy function is used to manage data and privacy levels within the software. Essentially, it is a data control tool that allows users to access specific information based upon the hierarchy levels you define. Identifying your hierarchies is an essential first step in constructing your online training environment, and it is recommended that these are established at the very beginning of your training program development. To establish hierarchies, there are a few one-time setup tasks you must complete. They include setting the number of levels in your management hierarchy, entering the label for each level and creating groups within each level, if applicable.
Hierarchy & Terminology
You can create a hierarchy with one to four levels. The hierarchy level determines what data each user can access. Hierarchy levels can include zones, regions, divisions, departments, department heads, etc., to name a few. The following examples demonstrate the use and benefit of the hierarchy function:
Example 1: Single Hierarchy
Create one hierarchy level, such as “Region.” A level called “Region” might have two groups: 1) East, and 2) West.
When a course is created, it is assigned to a hierarchy level. If the course is assigned to “Region” (All Regions), it is universally accessible to users and learners (by design, if there is no sub-group identified, the level would be
considered a default level of “All”). If the course is assigned to “East” or “West,” it is accessible only to those in the same “East” or “West” levels.
When students and users are registered, they are assigned to a hierarchy level. If they are assigned to “Region” (All Regions), they have access to all courses, including “East” and “West.” If students and users are assigned to “East” or “West,” they will have access only to courses or information assigned to the “East” or “West” levels.
The hierarchy creates fields that can be viewed in the filters for Bulk Enroll, Bulk Level Assignment, Bull Manager Assignment, Reporting, etc. For instance, the “Region” hierarchy would display as “All Regions,” a default item that users can select if they want students, users, courses, etc., to be assigned to all of the items in that level. The filters offer an “All” selection option or a drop down list. These filters and drop down lists are not visible when viewing and/or modifying the hierarchy layout.
Example 2: Multiple Hierarchies
Create multiple hierarchies to establish various organizational levels and control vertical access within each level. For example, a company may have multiple regions, and within each region, a division and a division head. This structure would require three hierarchies. Therefore, the environment can be assembled as noted below:
Create the first hierarchy titled “Region” (Level 1). The level called “Region” might have two groups: 1) East, and 2) West.
Create the second hierarchy titled “Division” (Level 2). The level called “Division” might have three groups, 1) Operations, 2) Sales, and 3) Finance. Each Division, the East and the West, will include all three groups (Operations, Sales and Finance).
Create the third hierarchy titled “Division Contact” (Level 3). The level called “Division Contact” might have one or more individuals within each of the three “Division” groups (for example, Operations might have two Division Contacts, Jane Jones and John Smith). The following print-screen illustrates how these multiple hierarchies display.
When a course is created, it is assigned to a hierarchy level.
o If the course is assigned to “Region” (All Regions), it is universally accessible to users and learners (by design, if there is no sub-group identified, the level would be considered a default level of “All”).
o If the course is assigned to “East” or “West,” it is accessible only to those in the “East” or “West” levels.
o If the course is assigned to “Operations” and “West,” it is accessible only to those in the same “Operations” and “West” levels.
o If the course is assigned to “Jane Jones,” it is accessible only to those in her assigned level (i.e., Jane Jones, Operations, West, Region).
When students and users are registered, they are assigned to a hierarchy level. o If they are assigned to “Region” (All Regions), they have access to all
courses, including “East” and “West.” They have universal access to courses and learner information (by design, if there is no sub-group identified, the level would be considered a default level of “All”). o If students and users are assigned to “East” or “West,” they will have
access only to courses or information assigned to the “East” or “West” levels.
o If students and users are assigned to “Operations” and “West,” they will have access only to courses or information assigned to the “Operations” and “West” levels.
o If students and users are assigned to “Jane Jones,” they will have access only to courses or information in her assigned level (i.e., Jane Jones, Operations, West, Region).
You may return to these sections at any time to add new values to a level or to change the terminology used for each level.
If you wish to revert to a flat organization, click on the "Edit Structure" link in the Organization Menu to the left.
View/Edit Hierarchy
This section allows you to view or edit the hierarchy as defined in the previous step. You may add an unlimited number of security segments across each hierarchy level, which may broaden the number of sections while tightening access to system data. These security segments control student access to courses and restrict access for
management center users, including course listings, reporting and student data.
Default Hierarchy for Self-Registration
You may set a default hierarchy level for all students that self register. This allows you to keep privately offered classes out of public view. Select default levels from the drop-down boxes.
Edit Structure
This feature allows you to choose between a Flat or Hierarchy Structure. Select the structure that best represents your organization and training environment.
