ClearCompany Learning: Documents Learning Object

Documents are files that are viewed by Users and can be made available in multiple ways. In this article, we dive into the document learning object.

In this article:
Document Object Overview
Creating a Document Object
Additional Tabs
Additional Information

Document Object Overview

Document learning objects are used for reading/reference material to complement a complex object. For example, PowerPoint, Word documents, and PDFs. Documents can be added as steps so users read the document and then take a quiz or attend a class.

When creating a document learning object, a user has the two options below:

1. Option One: A manager or an Administrator can share a document in a folder without designating the document as required training. These documents will become visible from the Front End Dashboard. They are accessible at any time. Note: This will only be available to the Users or groups that have been granted access to this document. 
2. Option Two: Documents can be assigned by a Manager or an Administrator. These assigned documents show up in a User’s Assigned Training.

Creating a Document Object

General Upload Document Folders Authors Tags Prerequisites Equivalencies Instance Management User Access Group Access

1. From the administration dashboard click Learning Objects > Manage Objects > +Add Objects.
2. Click Document.
   
3. Complete all required fields to open the creation wizard. Required fields are noted with Yellow text boxes: 
   
   1. Object Name: This is what the object will be named. Required.
   2. Description: A description that will appear on the object detail page. If pasting from another software the formatting will not transfer.
      
   3. Duration: ClearCompany Learning recommends the format for duration HH:MM:SS, this is visible to the User on the object detail page.
      
   4. Duration in Seconds: This field is not displayed in the front end. This is Seconds to complete this learning object. It will populate on the user's transcript.
   5. Owner Group: The group responsible for managing this object. This is a required field. 
   6. Keywords:  Any keywords this object is relevant to, this will help when users search for any associated training. Keywords are not visible from the front end.
      
   7. Certificate Template: Choose the certificate to be awarded after completion of the learning object.
   8. e-Signature Statement:
      1. The default statement is “I certify that I have viewed and completed this item in its entirety.”  This is customizable. Below is how this is displayed.
   9. e-Signature Completion Delay: Minutes until a user is able to confirm completion
   10. Disable e-Signature: Users can disable the e-signature. This is helpful For documents/files that are not critical. Once the users download the file, the system tracks a completion immediately.
   11. Completion Emails Enabled: If enabled, ClearCompany Learning will send an email notification to any User who completes the applicable object. The template for this can be edited by Superadmins in Settings> Email Templates.
   12. Pre-Approval Enabled: Choosing Yes allows the administration teams to allow or deny Users from partaking in learning objects. See below for more information.
       
   13. Object Release Date: If a User tries accessing the object before the release date, they will not be able to open it and will see the message “This training has not been released.''
       
   14. Object Expiration Date: If a User tries viewing the object after the expiration date, they will not be able to access it and will see the message, “This training has expired.” If an object has a passed expiration date, it will show as “expired.”
   15. Comments: The comment box is for back-end purposes only. Comments are useful for any notes you need to keep a list of for this specific object such as updates, last revisions, etc.
   16. Status: By default, all learning objects start out in Draft status. There are four object statuses in the system.
       1. Draft: An initial status that allows for the deletion of steps to complex objects. The status cannot be switched for an object that is active or inactive to DRAFT this applies to: Course, Curriculum, and Success Track object types.
       2. Active: Allows objects to display to users.
       3. Inactive: This status will completely remove the object from view on the front-end, it will still be available for reporting and admins.
       4. Expired: This status removes the object from the front end. Users who have completed an object that is “Expired” will be able to view the objects under their completed training list and download their completion certificates.
4. Click Save to Continue.

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Additional Information: 

Once you save the learning object, the fields above can be edited, and the additional fields below can be edited as well. 

1. Update Object Image: Choose a file to show as the thumbnail for this object.
2. View On Front End: Click this link to view the object from the Front End User experience.
3. View Smart Report Card: Click to view a smart report for this class object.
4. View Pre-Approval: Click to view pre-approvals for this object.
5. Generate QR Code: This will generate a QR code for the object which will allow users to:
   • Download and display where employees are able to scan it.
   • Users will be redirected to their default browser, they will need to enter their credentials.
   • Users can view/take the training.
   • Keep in mind:
     • QR Codes cannot be generated in bulk.
     • Users must have access to the learning object.

The Upload Document tab allows users to use the “Browse” button to find and select the file to upload as a Document learning object. Once selected, click the “Update File” button to upload it to the learning platform. The file size limit for the document type object is 2GB. The newest file that is updated will be the default one (active) at this time you cannot delete documents.

The Folders tab allows one or more folders to be created or selected to save the Document. Users can create root folders within our system to store documents together. By default there is one root folder "Documents", if users want to better organize their documents they can create separate folders for the document types. (HR Forms, Checklist, Templates, Guides, etc.)

A User or outside contributor can be included as an Author.

User	The Add User button list is populated from the Users inside the learning platform.
Faculty	The Add Faculty button list is populated from the Faculty Management section tab. Faculties can be added via Learning Object Resources.

Users can associate Tags to the curriculum, relevant Tags help Users find specific training. Tags are visible on the front end and searchable/clickable. For more information on Tags check out: ClearCompany Learning: Tags and Tag Types.

This will require users to complete one or more objects before they can take the new created object.

• Complete the fields below
  • Prerequisite Name
  • Prerequisite Description
  • Active
  • Then click Add. This will refresh the page with the name of the prerequisite. Clicking Items allows you to assign an object to the prerequisites.

Adding equivalencies to an object allows learners to skip training if they have already completed similar training.

• Any object type, simple or complex, can be made equivalent to any other object type.
• Learners will still have the option to complete an object even if they have completed an equivalent object.
• Multiple objects can be added to an equivalency so that a learner needs to complete all the equivalent objects before they are given the option to skip.

How does a skipped object appear in reports and throughout the site?

• Shows as complete under my learning
• Shows as skipped under user records when editing a user on the backend
• Smart report run on the object shows the user has completed the object
• Smart report on the user shows the object under completed
• Custom activity report shows “LMS Object Status” as skipped, but there will be a started and completed time even through it was technically never started or completed

Instance Management allows learners to start new instances of a previously completed object without the need for reassignment. This allows only one instance of SCORM/AICC objects to be open at one time. Unless the initial session is closed:

• When the learner attempts to launch another object, they will see a message saying another course is open at this time and will require them to close that session and wait two minutes prior to accessing another.
• When Instance Management is enabled for the class:
  • Users will only have 1 completion per instance allowed. Users could register to multiple schedules for the same class, but once they attend/get a completion, that instance is complete and they will need to use another instance to register/get a new completion.

This allows admins to add or remove Users who have access to this object from the front page.

This allows admins to add or remove groups that can see the Learning Object in the “All Training” library on the Front End.

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Additional Tabs

Pricing

This section is used for companies utilizing e-commerce. When the e-commerce module is turned on, prices for learning objects can be set.To learn more about e-commerce, check out: ClearCompany Learning: E-Commerce Add-On. 

Pre-Approval

When pre-approval is enabled, users with the correct rights can navigate to Learning Objects - Pre-Approval. This will allow users with the "Pre-Approval" rights to Approve or Deny users requesting access to a learning object.

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Additional Information

Manage Objects Cloning

From the Manage Objects dashboard, Learning Objects > Manage Objects, users can:

1. Filter by:
   • Author
   • Status
   • Type
   • More Filters allows you to add tags as filters.
2. When users find the object they need they can click the pencil icon to edit the object.

Cloning allows users to copy objects that they have already created in the system.

Note:

To clone objects, an account role must have both the Add Objects and Edit Objects rights in the system.

1. To clone an object, select the Clone Object button on the bottom right corner of the General tab within the learning object.
2. Additional Options: the following options do not carry over by default, checking the box includes it in the clone. 
   • Pricing (if using E-commerce)
   • User Access
   • Group Access
3. Click Clone.
4. The cloned object by default will be in Draft status.