Global Learn v2.1 User Guide

Global Learn v2.1

User Guide

Global Learn v2.1 User Guide Version 1.0 Page 2 of 105

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Contents

Chapter 1. Signing into Global Learn ... 6

System Requirements ... 7

Glossary and Terms ... 8

Logging In ... 8

Logging Out ... 11

Chapter 2. Global Learn User Permission Matrix ... 11

Chapter 3. The Global Learn Visual Dashboard ... 17

The Title Bar ... 19

The Toolbar ... 21

The Menu Bar ... 22

User Details ... 26

The Edit Profile Page ... 26

User Picture ... 27

Login Activity ... 30

Course Details ... 30

Transcript ... 32

Chapter 4. Quick Links ... 32

Chapter 5. Dashboard and Dashlets ... 33

Dashlets ... 34

Course Completion Status ... 35

Latest Announcements ... 35

My Courses ... 36

Search Course By Title ... 37

My Direct Reports ... 38

Compliance Health ... 38

Chapter 6. Courses ... 39

Course Catalog ... 39

Entering a course (if you are enrolled) ... 41

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Enrolling and Un-Enrolling yourself from the Course ... 42

Search Course by Title ... 43

Search Course by Description ... 44

Search by Category ... 44

View All Courses ... 45

Navigating Between Pages ... 45

Creating a Course from Course Management ... 45

Course Page ... 46

Editing Section on a Course ... 48

Adding Activity or Resource to the Section ... 50

Editing a file title ... 52

Updating files in the section ... 53

Moving file to right ... 53

Hiding a file in the section ... 54

Duplicating files in the section ... 54

Assigning Roles to the users ... 55

Turn editing on ... 55

Chapter 7. Transcript ... 56

Transcript ... 57

My Transcript ... 57

My Direct Reports ... 59

External Training ... 61

Chapter 8. Company Dashboard ... 62

Company Management ... 63

Edit Company ... 63

Manage Announcements ... 64

Email Templates ... 66

Add Fields ... 67

Audit Trail ... 69

Training Management ... 70

Content Library ... 70

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Manage Certificates ... 74

Course Management ... 75

The Course Metadata Panel ... 75

Viewing Course Completion ... 77

Promoting a Learner to Course Editor ... 78

Updating a Course’s Version Number ... 79

Assigning a Course to a Training Plan from Course Management ... 81

Manage Training Groups ... 84

Manage Sites ... 89

Manage Contact Types ... 90

User Management ... 90

Create User ... 90

List/Edit Users ... 92

Upload Users ... 97

Reports ... 99

Settings... 100

eTMF ... 101

E-Signature ... 102

Jasper Reports Settings ... 104

Settings for email and notifications ... 105

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Chapter 1. Signing into Global Learn

This section includes basic information that will help you to get started with Global Learn to get started with Global Learn, find the following sections.

• System requirements

• Glossary and terms

• Logging in

• Logging Out

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System Requirements

Global Learn LMS is fully functional in standard browsers -- Internet Explorer 10, Internet Explorer 11, Chrome, Firefox, Opera, and Safari. Chrome is recommended for PC users and Mac users.

Global Learn restricts the usage of versions of Internet Explorer with version number less than 10 and also on Windows operating system with versions of Windows XP and earlier.

Table 1.

Operating System

• Windows 7 or Higher

• All currently supported Mac OCX releases

Browser

• Internet Explorer- Version 10 or later

• Edge- Version 20 or later (officially supported versions by Microsoft only)

• Chrome- Current and last release

• Firefox- Current and ESR releases

• OS X Safari- Current and last release

Note-Microsoft® stopped supporting Internet Explorer™ 8, Internet Explorer™ 9, and Internet Explorer™ 10 in January 2016 and

recommended that customers migrate to a supported operating system and browser by January 12, 2016.

Beginning with the release of TI 9.1 (September 2017) we no longer support Internet Explorer™ 8 or 9. Users accessing Global Learn with those browsers will see in some cases a degraded experience and may have trouble using certain features.

Client Software

• For EditOnline Support, Microsoft Office 2010 SP1 or higher

• Optional: Adobe Acrobat, Acrobat Standard, or Professional version 8 or higher may be installed in addition to the included PDF Viewer.

For SAS Datasets, SAS Viewer or compatible software must be installed. The free version is available here:

https://support.sas.com/downloads/browse.htm? fil=&cat=74

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Optional Add-Ons

• DocuSign Standard and DocuSign 21 CFR Part 11 (Latest Cloud Versions)

• Adobe Sign (Latest Adobe Document Cloud Version)

Glossary and Terms

• Home Page- This is the landing page of the application when you login

• Dashboard- This navigates you through the various functionalities of the application

• Course Catalog- This lists the training courses offered by an organization including the capability of a user to enroll himself

• Course Categories- The list of all categories under which the courses are defined

• Transcript- This is the history, or the training log of the courses assigned to the users

• Activity Reports- Report gives the detailed information of the user and his/her course details

Logging In

To Login to Global Learn:

1. Using your preferred internet browser, navigate to https://globallearn.trialinteractive.com/login/ index.php

2. The Login Page opens.

3. Enter the Username and Password.

4. Click Login. Refer to the figure below.

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Forgot Your Password?

To retrieve a forgotten password

1. Click the Forgot Your Password link present on the log in page. Refer the figure below

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2. On clicking the 'Forgot Your Password?' link, the system takes you to 'Reset

your password' section. Refer the figure below

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Once you provide your username, you will receive an email with instructions to reset your password. Follow the instructions and reset your password.

Logging Out

To logout from the application:

1. After logging in, from the User Dashboard, click the Username dropdown located at the top right corner of your dashboard.

2. Click Log out to logout from the application. Refer to the figure below.

Chapter 2. Global Learn User Permission Matrix

This section describes the permissions assigned to the users of Global Learn. Here is

the list of users and their description.

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Task Company

Admin Manager QA Course Editor Learner

Company

Management

Edit Company Info X

Create a Training

Group X

Edit a Training

Group X

Delete a Training

Group X

Bulk Upload

Multiple Training X

User Role Description

Learner The Learner role are those users who are assigned course content to complete.

Course Editor

Course Editors are those who create, manage and administer courses. Course Editors can be assigned as the instructor for multiple courses. They can also be assigned as a dedicated instructor of specific Learners within a course.

QA The QA role gives users oversight of all training within an organization for all users. In addition, the QA Role can provide additional oversight of all external training.

Manager Managers in Global Learn will be able to see information regarding the course enrollment and progress of any users assigned to them a direct report.

Company Administrator Company Administrators have full access to all courses and

users in the organization.

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Add an Additional

Profile Field X

Edit an Additional

Profile Field X

Delete an Additional Profile

Field

X

Edit Notification

Email Templates X

User Management

Create a User X

List Users and Edit

Users Profile X

Manage Mapping of

Training Group X

Manage Mapping of

User's Manager X

Reset User's

Password X

Suspend Users X

Bulk Upload Users with Mapping Configuration of Training Group(s)

and Manager

X

Bulk Download List

of Users X

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User can edit their

own profile X

Course

Management

Create Course X X X X

Add Course to Training Course

Catalog

X X X X

Add Course to a Training Course

Category

X X X X

User can view assigned training

courses

X X X X X

User cannot un- enroll from assigned training

courses

X X X X X

User can self-enroll in training courses

within course catalog

X X X X X

User can access Course Management Page

X X X X

User can Update or Modify Course Version via Course Management page

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User add or associate single or multiple courses to

Training Group directly via Course Management page

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User can view only

their created X (only

created X (only

created X (only created

courses)

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Course Editor is added on Course

Management User can enroll or unenroll learners in

course list on Course Management Page

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User can only add their created courses or courses

where added as Course Editor to course catalog

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User can create/edit courses

from Course Management Page

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User can add any course or courses to

a catalog on the Course Management Page

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User can add completion reminder to a

course

X (all

courses) X (only created courses)

X (only created courses)

X (only created

courses)

User can change or update a Learner's Course Status on

Course Management page

X (all

courses)

General Company

Settings

Configure Sender Email Address to Display in From

Field

X

Configure Sender First Name to Display in From

Field

X

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Configure Sender Last Name to Display in From

Field

X

Enable/Disable Notification Setting for Reset Password

X

Enable/Disable Notification Setting

for Send course enrollment welcome email

notification

X

Enable/Disable Notification Setting

for Send department courses

enrollment welcome email

notification immediate after

configuration

X

Enable/Disable Notification Setting

for Sending course completion notification to Learner + Manager

X

Enable/Disable Notification Setting

for Sending course completion

reminder notification to Learner + Manager

X

Transcripts/Reporti

ng

User can view their own transcript --

My Transcript

X X X X X

User can view their

direct reports X X X

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User can view their own external training - External

Training

X X X X X

User can view external training of their direct reports -

External Training

X X X

User can view all transcripts of company learners

X X

User can view all external training of

company learners

X X

User can add external training for

their direct reports

X X X

User can add external training for

any company learner

X X

Chapter 3. The Global Learn Visual Dashboard

This is the landing page of the application when you login

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For subsequent logins after changing your password, you are landed on the Home

Page which gives you the complete overview of Courses, Transcripts and Latest

Announcements that are associated to you. It also provides Quick Links menu bar

to the left of the home page which navigates you to various functionalities of

Global Learn as shown in the figure below.

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The Home Page consists of the following

1. The Title Bar 2. ^{Tool Bar} 3. ^{Menu Bar}

The Title Bar

This is located at the top of the Page and is static irrespective of all pages and contains the following:

1. ^Logo

2. Username Dropdown 1. ^Logo

The logo is located at the top left corner of the Title Bar. If you are not on the

home page, clicking logo takes you to the home page. Refer to the figure below

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2. Username Dropdown

This is located at the top right corner of the Title Bar. Through the username

dropdown, as shown below you can access:

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The Toolbar

This is located below the Title bar which provides the following:

1. The Dashboard to the left of toolbar which displays the location of the visited page in the application.

2. The Language Dropdown which allows you to choose the display language of your

choice.

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The Menu Bar

Menu Bar allows you to navigate through various functionalities of the application. The Menu bar contains the following:

1. My Profile 2. Quick Links 3. ^Dashlets 1. My Profile

My Profile displays the information of the user along with the Avatar Image with the User Name, Role, and Company Name. It also provides the Edit button to allow you to edit your profile. Refer to the figure below.

Clicking the User Avatar takes you to Profile Page

Clicking Edit button takes you to the Edit Profile Page to edit the details.

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Quick Links allows you to access the functionalities as shown in the figure below.

• Quick links menu is static for all the pages in the application and can be accessed from any page

• The menus in the quick links changes as per the user role 3. ^Dashlets

Dashlets are elements of the dashboard which provides a quick overview of the information that matters most to you.

This is discussed in detail in section Dashboard

and Dashlets. Refer the figure below

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Chapter 4. Profile

Profile allows you to view, manage your profile and other related activities. You can visit the page by:

1. Clicking Profile from the Username dropdown 2. Clicking the Avatar Image form the My Profile menu

From the Profile page, you can view and access the following Dashlets

1. User Details 2. Login Activity 3. Course Details 4. Transcript

Refer the figure below:

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The Profile also provides the following buttons in the top right corner of the toolbar:

Reset page to default:

This allows you to reset the current page as default.

Customise this page:

This allows you to customize the course details page from the left pane. Once you click customise this page it changes to 'Stop customising this page' as shown in the figure below

when clicked and provides the links in the menu bar to the left as shown in the figure below.

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User Details

User Details allows you to edit and manage your profile by clicking the Edit profile link located at the top right corner of the dashlet and takes you to the Edit Profile Page as shown below.

The Edit Profile Page

The Edit Profile page contains the following sections:

a. ^General b. User Picture General Section

From the General section, edit the required details. Refer to the figure below.

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User Picture

If no profile picture is set for your account, follow the below procedure to add a new picture to your profile:

1. From the New Picture textbox, click the Add icon to add new image. The File Picker window opens.

2. Select the attachment from the desired location and click Upload This File.

Refer to the figure below.

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3. The picture gets uploaded to the New Picture textbox.

4. You can also drag and drop the required image to the New Picture textbox to upload it.

5. Enter the description for the picture and click Update Profile to upload the

picture for the avatar. Refer to the picture below.

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Note- If there is an existing profile picture and you upload a new picture, the new picture overrides the existing picture.

Deleting an existing picture

Select the Delete check box below the Current picture and click the Update

Profile button. Note that the Delete checkbox is visible only if the Picture

already exists for the profile. Refer to the figure below.

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Login Activity

Activity Log display the details of First and Last access to the site along with its date and time. Refer to the figure below.

Course Details

Course Details provides the list of all the course profiles that are associated to you.

Refer to the figure below.

Clicking any of the course profiles links takes you to the respective Participant

Page of the course profile. Refer to the figure below.

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From the Participants page you can view the following dashlets:

1. User Details: This displays the details of the user email address, Country, city/town and also a link to Edit Profile.

2. Course Details: This displays the list of all course profiles associated with you and the roles assigned.

3. Login Activity: This display the details of the Last access to the course.

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4. Transcript: This provides to link to My Transcript and External Training.

5. Miscellaneous: This provides the Full profile link which takes you back to the Couse details page.

Besides viewing dashlets, you can also manage Course Administration from the Participants Page. This is discussed in detail in section Course Administration.

Transcript

This dashlet provides the links to My Transcript and External Training. Clicking each link will take you to their respective pages.

You can also access Transcript from the Quick links menu.

Chapter 4. Quick Links

Quick Links allows you to access various functionalities of the application. Refer to the figure

below.

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1. Dashboard: Clicking Dashboard takes you to the Dashboard from the page that you are currently on. Dashboard provides the dashlets from which you can access courses and reports (if you are a manager/Admin).

2. Course Catalog: Clicking Course Catalog takes you to the Course Catalog Page which displays the list of all courses that are assigned to you and allows you to enroll/ un-enroll yourself from the course.

3. Create Course: Clicking Create Course takes you to the Add a new course Page which allows you to create a new course.

Chapter 5. Dashboard and Dashlets

Global Learn Dashboard is composed of dashlets which navigates you through various functionalities.

There are three ways to go to the Dashboard

1. Click Dashboard present at the left hand side on the screen.

2. Click Dashboard in the Toolbar besides Home icon

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3. Click Dashboard present in the Username Dropdown in the Title Bar

Dashlets

Dashlets gives you the complete overview of the courses and reports that are

associated to and self enrolled by you. Refer to the figure below:

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From dashboard, you can view and access the following dashlets:

1. Course Completion Status 2. Latest Announcements 3. My Courses

4. My Direct Reports 5. Compliance Health

Each dashlet is discussed in subsequent sections.

Course Completion Status

Course Completion Status gives a visual representation of course statuses along with the progress and count of all enrolled and assigned course of the user which are not started, in progress and completed with different color codes and

percentage. Hovering the mouse over each partition on the donut circle displays the total count of courses in the particular status and their progress in the percentage.

Clicking the partition detaches it from the donut circle. Refer to the figure below.

Latest Announcements

Latest announcements are the announcements made for the training group.

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Announcements are visible in the dashlet only if you are a member of the training group for which they are made. Refer the figure below

My Courses

My Courses displays the list of all courses in which you are enrolled in or assigned to along with their status, due date and the progress of the course in percentage.

You can do the following from My Courses dashlet:

1. Enter a Course

2. Search Courses by Title

3. Search Courses by Status

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Enter a Course To enter a course:

Click a course from the Course Catalog Page. You are taken to the Course Page.

Refer to the figure below.

Search Course By Title To search the course by title:

1. Type in the course title in the Search by Title textbox.

2. Click the magnifying glass icon or hit Enter on your keyboard. The dashlet

displays the result if the search criteria meets. Refer to the figure below.

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Sort Courses by Ascending/Descending Order To Sort Courses by Ascending/Descending Order

1. Click the Sort by dropdown

2. Select the required option from the list. The dashlet arranges the courses as per the selected sort criteria. Refer to the figure below.

My Direct Reports

My Reports displays the list of reports of the users who are associated to you or who reports to you. Refer to the figure below.

Note-Manager can view and access transcripts of only those users who are associated to him/her; whereas QA can view and access the transcripts of all users in Global Learn

Compliance Health

Compliance Health displays the details of courses in training groups in a donut chart. You can view the details of courses with following statistics

• Completed on time

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• Not completed/ not yet on due

Refer the picture below to see the Compliance Health dashlet.

Chapter 6. Courses

Global Learn assigns trainings specific to their defined training groups.

These trainings contain the list of courses assigned to the users along with the due dates so that the user can move progressively through their training and complete it in the dedicated time frame.

In Global Learn, you can view and access the following links related to courses from the Quick Links menu:

1. Course Catalog 2. Create Course

3. My Managed Courses

Each of these are discussed in subsequent sections.

Course Catalog

Course Catalog lists all the courses that have been added to the course catalog by a

course creator.

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Click the Course Catalog link from the Quick Links menu to navigate you to Course Catalog page. Refer the Figure below

Each Course tab has the following

1. “Enroll Me” button to the bottom right corner of the course to enroll yourself to the course.

2. Course Type icon above the Enroll button which display the type of course. The following table gives the information of the Course Type.

Icon Course

Type

Standard Training

Virtual Training

Classroom Training

From Course Catalog Page you can perform the following actions:

1. Entering a course (if you are enrolled)

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3. Searching courses by Title

4. Searching courses by Description 5. Searching courses by category 6. View All courses

7. Navigating between pages

Entering a course (if you are enrolled)

To enter a course:

1. Click a course from the Course Catalog Page. You are taken to the Course

Page. Refer to the figure below.

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Enrolling and Un-Enrolling yourself from the Course

To Enroll yourself to the course:

1. Click the Enroll Me button next to the desired course you want yourself to enroll.

The button changes its text from Enrol Me to UnEnrol me and vice versa when clicked. When you enroll to the course, the course displays in the My Courses dashlet.

2. Similarly click the Unenroll me button to Unenrol yourself from the course.

Refer to the figure below.

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Note: The user will not be able to enroll/un enroll a course if the course is assigned to him/her as the Enroll/Unenroll button is not available for such courses.

Only the trainings/courses which are added to the catalog and not assigned to the user can be enrolled/ unenrolled.

Search Course by Title

To search a course by Title:

1. Enter the course title in the Search by Title textbox.

2. Click Search or hit Enter on your keyboard. The search results display if

available. Refer to the figure below.

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Search Course by Description

To search a course by Description:

1. Enter the course description in the Search by Description textbox.

2. Click Search or hit Enter. The search results display if available. Refer to the figure below.

Search by Category

To search course by category:

1. Click the Search by Category dropdown from the Course Catalog Page to reveal

the options. Refer to the figure below.

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View All Courses

1. Click the View All dropdown to manage the count of courses per page.

2. The dropdown lists the options for the count of course per page as shown in the figure below.

3. The page displays the count of courses as per the option selected in the View All dropdown.

Navigating Between Pages

1. In the Course Catalog page, scroll down to the end of the page. The page provides the pagination which allows you to navigate between the pages.

2. You can navigate between pages either by clicking the page number or clicking the single right arrow. Clicking Double arrow shall take you to the last page whereas clicking single arrow shall take you to the next or previous page of the Course

Catalog. Refer to the figure below.

Creating a Course from Course Management

The steps for creating a course from the Course Management section are very similar to those

in the section above in the section on how to create a course from uploaded content but the

user should initiate the process via the Add Course button as shown below.

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Course Page

The Course Page displays the sections and courses that the user is assigned from where user can complete the assigned course or training. Refer to the figure below.

The Course Page provides the following:

1. Sections in the course

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3. The Turn editing on button in the top right corner of the toolbar 4. The location of the course in the top left corner of the toolbar.

To complete a course:

Click the topic link that you want to complete. Notice that every topic has Your progress checkbox next to it. Once the course topic is complete, click the

checkbox to mark it complete. A blue tick appears in the checkbox when clicked.

If the checkbox appears with the dotted border, it will automatically mark the course complete and if the checkbox is solid, you have to manually select the checkbox to mark the activity module as complete.

Refer to the figure below.

If the course contains multiple sections, you can navigate between them by clicking the sections located at the top of the topics list as shown in above figure.

You can also navigate to the next section by clicking the right topic arrow in the

bottom right corner of the topics list. Similarly, you can navigate to the previous

section by clicking the left topic arrow in the bottom left corner of the topics list

which appears from the second section onwards. Refer to the figure below.

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From the Course Page you can do the following:

1. Edit a section on the course

2. Adding activity or resourse to the section

3. Editing a file title

4. Updating files in the section 5. Moving files to the right 6. Hiding file in the section 7. Duplicating files in the section 8. Assigning Roles

Editing Section on a Course

To edit the section of the course

1. Click the Turn editing on button available on the top right corner of the toolbar 2. The following options enables:

• Edit dropdowns

• Add an activity or resource

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3. Click the Edit Dropdown in the section to the right above the checkboxes 4. Click Edit Section that appears by clicking the Edit dropdown

5. The Summary page of selected section opens which provides General and Restrict access section. Refer to the figure below .

6. Enter the required details. Note that the Section name is deactivated by default initially. To activate it, click the Use default section name checkbox to uncheck it. Refer to the figure below.

7. From the Restrict Access section, click Add Restriction if you want to add

restrictions to the section. Select the required option from the Add Restriction

dialog box. Refer to the figure below.

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8. Once all details are entered, click Save Changes. The updated changes are applied to the section.

9. The Section name gets updated on the Course Page.

Adding Activity or Resource to the Section

To add an activity or resource to the section

1. Click Add activity or resource link available at the bottom right side of the sections. Refer to the picture below

2. Once you click Add activity or resource link, a popup appears with the list

of activities and resources that you can add.

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4. To add a resource, drag down the bar and select any of the resources and click add button available at the bottom of the popup. Refer to the picture below.

Editing a file title

To edit a file title:

1. Click the Pencil icon next to the file title.

2. The text box activates to allow you to edit the file title.

3. Follow the instructions to edit the title. Refer the figure below.

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Updating files in the section

To update a file:

1. Click the Edit dropdown next to the required file title. The list of options appear.

2. Click Edit settings from the list.

3. The Edit Settings Page opens.

4. From the General section, update the required details.

5. Scroll down to the Content section. Delete the existing file if you want to replace or upload a new file.

6. To delete a file, click the file. The Edit File Summary dialog box opens.

7. Click Delete from the dialog box and the click Update. The file gets deleted from the section. Refer to the figure below .

Moving file to right

From the Edit dropdown next to the required file title, click Move right from the

list to move the file to the right. Refer to the figure below.

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Hiding a file in the section

From the Edit dropdown next to the required file title, click Hide from the list to hide or unhide the file to the right. This suspends the user from the course and will not be able to receive any notifications for the training. Refer to the figure below.

Duplicating files in the section

From the Edit dropdown next to the required file title, click Duplicate from

the list to create a duplicate copy of the file in the section. Refer to the figure

below.

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Assigning Roles to the users

To assign different roles to the users in LMS, from the Edit dropdown next to the required file name, click Assign Roles from the list from the section. Refer to the figure below.

Clicking the Assign Roles button will open the list of roles along with Description and Users with role

Turn editing on

The 'Turn editing on link followed by a pencil icon is the first link under Course administration. Turn ediiting on is also present on the top right corner of the tool bar.

When you click Turn editing on link, it allows you to edit sections in the course. Refer

to the picture below.

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Once you click Turn editing on link, it gets converted to Turn editing off. Refer the picture below.

Chapter 7. Transcript

Transcript is a training log or history of the courses that are assigned to

a user and/or his/her self enrolled courses .

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Transcript

Transcript is a training log or history of the courses that are assigned to a user and/or his/her self- enrolled courses.

Click the Transcript link from the Quick Links menu. Refer to the figure below.

The following sub menus appears:

1. My Transcript 2. My Direct Reports 3. External Training

Each of these are discussed in their subsequent sections.

My Transcript

My Transcript displays the history of all courses that you are assigned to you and

the courses that you are self-enrolled in.

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To view your transcript:

1. Click My Transcripts link from the Transcript menu. Refer to the figure below.

2. The My Transcript Page opens as shown below.

3. The My Transcripts Page displays the details about the Course number, Course title, Course Status, Course Assigned Date and Course Completion Date of your courses. Refer to the figure above.

4. If you want to search or filter for a particular course, select the required details

in the fields and click Search. Refer to the figure below.

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5. You can also download your transcript by selecting the required format from the Export dropdown and clicking Export button. Refer to the figure

below.

My Direct Reports

My Direct Reports displays the training log of the users who directly reports to the manager. Or displays all users if you have the QA role.

To view your direct reports:

1. Click the My Direct Reports from the Transcript menu. Refer to the figure below.

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2. The My Direct Report Page opens. Refer to the figure below. You can also land on this page from the My Direct Reports dashlet from the dashboard.

3. The My Direct Reports Page displays the details about the Employee Name, Course number, Course title, Course Status, Course Assigned Date and Course Completion Date of the user who reports to you. Refer to the figure above.

4. If you want to search or filter for a report of particular, select the required details

in the fields and click Search. Refer to the figure below.

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5. Likewise in My Transcripts, you can also download your reports by selecting the required format from the Export dropdown and clicking Export button.

Refer to the figure below.

NOTE- Only Manager and QA have access to My Direct Reports.

External Training

It may happen that the user or learner may take a course or workshop training outside the organization and receive a course completion certificate. It may need to be added as part of their comprehensive training history. In such cases, the learner submits the completion certificate to the manager , the manager signs the report and add it to the Global Learn as a part of the training for the user. Note: any user with the QA role can add the completion certificate to any user’s training history

Click the External Training link from the Transcripts in the Quick Links menu as shown in the figure below.

Note-

• Only Manager and Admin can add an External Training to the Global Learn.

• The QA can add External Training for all users in the Global Learn.

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• The manager can add External Training only for the users associated with him/her.

You can land on the External Training Page from the Quick Links menu and Transcript from Course Details Page .

Chapter 8. Company Dashboard

Company dashboard gives you a complete overview of the basic settings and management that are essential for Global Learn.

Company dashboard gives you a complete overview of the basic settings and management that are essential for Global Learn.

Click the Company Dashboard link from the Quick Links menu to navigate to

the Company Dashboard. Refer to the figure below.

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The Company dashboard allows you to manage the following for the Global Learn:

1. Company Management 2. Training Management 3. User Management 4. Reports

5. Settings

Each section is described in the subsequent topics

Company Management

Company Management allows you to perform the following functions:

• Edit Company

• Manage Announcements

• Email Templates

• Add Fields

• Audit Trail

Each of the section is described in the subsequent topics

Edit Company

This allows you to edit a company's details. Click Edit company in Company Management. Refer the picture below

Once you click Edit company it takes you to Edit a Company page. Fill in the

essential details and click Save changes button available at the bottom of the

screen. Refer the picture below.

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Manage Announcements

This allows you to view, edit, and delete existing announcements and add new announcements. Click Manage Announcements option from Company Management.

Refer to the picture below.

To add an announcement click Add Announcement button available at the

bottom of the screen. Refer to the picture below.

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This takes you to Manage Announcements page. Fill all the essential details and

click Save Changes button to save the announcement. Refer to the picture below.

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To edit an announcement, click gear icon available under Action section in the Manage announcements dashboard. Refer to the picture below.

This takes you to Manage Announcements page. Edit the details and click Save changes button available at the bottom of the screen. Refer the picture below.

To delete an announcement, click the cross icon under the Action section in Manage Announcements dashboard. Refer the picture below.

Email Templates

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This takes you to the Email templates page where you can see the existing templates titlted by Event Name, Email Template Name and Controls. With controls you can view, override, edit, and revert to default Email templates in Global Learn. Refer the picture below.

Add Fields

This allows you to create a new profile filed, edit a profile filed, and delete a profilke

field in Global Learn. Click Add fileds from the available options in Company

Management. Refer to the picture below.

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This takes you to the Add fields page. You can view the existing Profile fields listed.

To edit a field, click the gear icon available at the right-hand side of the field name.

This takes you to the edit field page. Fill the essential details and click the save changes

button to save the edits.

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To create a new field choose any option from the dropdown menu. Refer to the picture below.

Choosing any of these options will take you to edit field page. Fill the essential details and click Save Changes button available at the bottom of the page.

Audit Trail

This allows you to manage the Audit Trail in Global Learn. Click the Audit Trail

option from Company Management. Refer to the picture below.

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This takes you to Audit Trail page. Fill the essential details and click Show events button to save and show the audit trail. Refer to the picture below.

Training Management

This allows you to manage training related actions. You can manage following things in Training Management.

• Content Library

• Manage Certificates

• Course Management

• Manage Training Groups

Each section is described in the subsequent topics.

Content Library

This allows you to manage course content and other actions in Global Learn.

Click the Content Library option in Training Management under the

Company Dashboard.

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This takes you to the Content Library page. Here you can view the existing courses in the dashboard. You can search for a course, perform bulk actions such as creating a single course or multiple courses, uploading a course.

Company Administrators can also view course metadata, course creation history, associated training groups, edit names, or delete courses.

Refer to the picture below.

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1. To search for a course, enter the keywords into the search bar and click the magnifying glass icon

2. To upload course materials, click on the Upload button near the upper-right corner of the screen. This will open a popup window where you can drag and drop the files or browse for them on your computer.

• To see the list of accepted document types, hover over the

“?” next to “Allowed file formats”.

• Accepted file formats for Global Learn 2.1 are:

• PDF, DOC, DOCX, PPT, XLS, XLSX, TXT, JPEG, PNG, GIF, BMP, PSD, MP4, ZIP, HTML, CURL, JSON

Refer to the picture below.

3. To perform bulk actions, click the checkboxes next to the files and click the Bulk Actions menu to choose from the actions available.

Refer to the picture below.

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4. To delete a file or edit its properties, use the dropdown menu in the Actions column and choose the correct action.

Tagging Files

Adding multiple files to Global Learn is inevitable for most users and locating a file from amongst dozens or hundreds of other files can be daunting. To help with that, we have introduced the ability to add tags to files in order to make them easier to find and display together with other, related files.

Use the following steps in order to tag a file:

1. Navigate to the Content Library.

2. Select the file or files that need to be tagged by clicking on the check box next to the name of the file.

3. Use the Bulk Actions dropdown menu located directly above the list of files and select the Manage Tags option. The Manage Tags window will open.

4. Select or remove existing tags using the top field or create a new tag by typing in the “Add new tag” area.

• Multiple tags may be applied to a document in order to allow for cross-

referencing of files.

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5. Press Save to apply the tag(s)

Previewing Files

In order to preview a file, simply click on the name of the file to open the built-in document viewer. The document will open in a popup window.

Manage Certificates

This section allows you to view certificates in Global Learn. Click Manage

Certificates option under Training Management in Company Dashboard. Refer to the picture below.

This page displays the name of the learner, the course in which the certificate was

earned as well as the version of the course for which the certificate was issued. In

cases where the learners’ accounts are tied to specific sites in a Trial Interactive Site

Collaboration room, the associated Site ID and Site Name are also visible.

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• Clicking on the course name will open the course page.

• Clicking on the PDF icon will download the certificate

Course Management

The Course Management area is designed to give the user a single place to go for information regarding a course or to make changes to course enrollment,

availability, versioning and more. Course Management is located in the Company dashboard or it can be accessed directly from the user’s left-hand menu.

The Course Metadata Panel

Once you have accessed the Course Management area of Global Learn, you will see a list of courses. The courses listed will depend upon your user access level and which, if any, courses you have created.

See the screenshot below:

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From this course list, a user can see the name of the course, the date that the class was created, the version, how many users are currently enrolled in the course, and more.

However, there is more information to be had from this view. Next to the name for each

course is a small ‘i' in a gray circle. Clicking on that icon will open up the course metadata

panel. See the screenshot below.

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From this panel, a user with sufficient access rights can view course information as well as alter some course settings. A company administrator can use the Enrolled Users area to view course progress and jump directly to user’s profile if needed.

Viewing Course Completion

From the Course Metadata Panel, a user can expand the Enrolled Users section to see several users who are enrolled in the course as well as a progress bar to show how far they have progressed toward completion. Clicking on View All Enrolled Users will open the Enrolled Users List where the manager, or company administrator can view all users enrolled in the course and see their progress at a glance.

See the screenshot below.

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Promoting a Learner to Course Editor

Sometimes, it will become necessary to allow another user to edit a course due to a change in personnel or other reason. From the Enrolled Users List (see above) the Manager or

Administrator can select a user and click on the Edit Roles button located in the upper left portion of the window. This will open the Edit Roles window. See the screenshot below.

From here, a user can be promoted to a Course Editor role within the class, allowing them to

make changes to course content as needed. Simple check the Course Editor box and press

Update. Once the screen refreshes, the user will have a Course Editor icon next to their name

in the list of Enrolled Users.

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Updating a Course’s Version Number

Global Learn allows users to manually indicate a course version. This will assist in keeping track of who has taken the most up-to-date version of a class and who may need to retake a course if they have already completed a significantly outdated version.

Courses with the SQS indicator next to them will not be able to be manually versioned because the content is linked to a TI Content Management room. These courses will be updated when the related document is updated in the linked room.

In order to update the version number for a course, follow the steps below:

1. Navigate to the Course Management menu in the Company Dashboard.

2. Select the course whose version needs to be updated.

3. Open the “More Options” dropdown menu above the grid and choose Update Version (Major changes to course content) or Modify Version (Minor changes to course content).

4. The course will copy and prepare for versioning.

5. When the course is ready for versioning, a 3-segmented progress bar will appear in the

Version column.

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6. Click on the second segment. The Version Settings window will open.

7. Adjust any settings as desired and provide a reason for the change.

8. Indicate whether or not to update a training assignment for a specific user or group of users.

9. Press Save.

10. The second segment in the Version column will fill.

11. Click on the 3

segment in order to publish the new version of the course.

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12. A message will be displayed that a new version of the course has been published and the visible version number will be increased.

Manage Course Enrollment via Course Management

In prior versions of Global Learn, user enrollment had to be managed from within a course.

Now, user enrollment can be managed directly from the Course Management area of the Company Dashboard.

To enroll or unenroll users, follow these steps:

1. Navigate to the Course Management menu in the Company Dashboard

2. Select a course by checking the box next to the course name.

3. Open the More Options dropdown menu above the grid and select Enroll/Unenroll Users.

4. When the Course Enrollments window opens, move any learners from the unenrolled side to the enrolled side and press Finish.

5. A confirmation window will appear. Press Confirm to complete the course enrollment.

Assigning a Course to a Training Plan from Course Management

Training Plans are addressed in another section of the User Guide but here we will discuss adding a course to a training plan. In order to add an existing course to a training plan, use the following steps:

1. Navigate to the Course Management menu in the Company Dashboard

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2. Select a course by checking the box next to the course name.

3. Open the More Options dropdown menu above the grid and select Training Plan.

4. The Training Plan window will open

a. The list of groups currently associated to this course is under the “Current Training Groups” area. The groups which are currently not associated with the course are under the “Potential Training Groups” area.

5. Select a group from either area and use the Add or Remove buttons to assign or

remove a training group association with a course.

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6. Press Finish

7. A confirmation window will be displayed.

8. Press Confirm to complete the process.

Manually Mark Courses as Complete

Occasionally, a learner may have completed an external course which is the equivalent of one of the courses indicated as required for them in Global Learn. In a case such as this, a

Company Administrator can manually mark a course as complete for the learner.

To manually mark coursework as complete, follow these steps:

1. Navigate to the Course Management menu in the Company Dashboard

2. Select a course by checking the box next to the course name.

3. Open the More Options dropdown menu above the grid and select Manage Learners Status.

4. When the Manage Learners Status window opens, select the user(s) whose status should be altered.

a. If a user has been enrolled as a part of a group, you will need to select the course and the group in order to display the list of users enrolled as a part of that group.

5. Move the user(s) to the Selected Learners side of the window.

6. Choose the correct Status and Completed Date.

7. Give a Reason for making the change.

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8. Press Finish.

9. A confirmation window will appear. Press Confirm to complete the process.

Manage Training Groups

This allows you to manage training groups. Click the Manage Training Groups option under Training Management in Company Dashboard. Refer to the picture below.

This takes you to Manage Training Groups page where you can perform following actions:

• Add new training group.

• Search by group name, group types, study specific, non-study specific and show courses pages per page.

• Manage actions like Manage training group courses, manage training group users, edit groups, and delete groups.

Refer to the picture below.

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The following actions are described in the subsequent topics:

• Add New Training Group

• Manage Training Group Courses

• Manage Training Group Users

• Edit Groups

• Delete Groups

Adding a New Training Group

This allows you to add a new training group in Global learn. To add new training group click on Create Training Group, available at the top-right corner of the screen. Refer to the picture below.

This redirects you to a new tab 'Create Training Group' in your browser.

Fill in the long name and short name of the group and click Save Changes.

Refer the picture below.

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Manage Training Group Courses

This allows you to manage training plans and training group courses in Global Learn.

To Manage Training Plans and Training groups, click the list icon available under Actions. Refer to the picture below:

This takes you to a new tab in a page 'Training Plans'

• Select Training Group from the dropdown list. You can update the course selection by clicking the Update Course Selection button.

• Add or Remove Courses from the list available.

• You can also clear the selected courses by clicking Clear buttons available at the bottom of the screen

Refer the picture below: