Getting Started: Admin Basics

Getting Started: Admin Basics
Getting Started: Admin Basics
Getting Started:
Admin Basics
An Introduction for Admins to
Basic Functionality
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Getting Started: Admin Basics
Table of Contents
Getting Started with Absorb 5................................................................................................................ 3
Absorb’s Report Interface .......................................................................................................................... 7
Admin Roles & Permissions .................................................................................................................... 12
Admin User Management ....................................................................................................................... 16
Instructor Led Courses (ILCs) .................................................................................................................. 18
An Introduction to Mercury ................................................................................................................... 29
News Articles ................................................................................................................................................................. 29
Billboards ..........................................................................................................................................................................33
Polls ...................................................................................................................................................................................... 38
Contests ............................................................................................................................................................................ 43
Selling Courses ............................................................................................................................................... 48
Report Filters: An In Depth Look ......................................................................................................... 51
Files......................................................................................................................................................................... 58
Saved Reports Overview ..........................................................................................................................66
Generated Reports Overview ................................................................................................................ 67
Message Templates ..................................................................................................................................... 67
Message Template Types ........................................................................................................................ 74
Translations: Instructions & Workflow............................................................................................ 80
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Getting Started: Admin Basics
Getting Started with Absorb 5
Thanks for choosing Absorb LMS! This document was put together with new system
administrators in mind, who are unfamiliar with Absorb LMS, and looking to get up to
speed with basic operations. Below, you will find fifteen articles from our knowledge
base which will be a great launching point to get started. We welcome you to go
through all fifteen below, as well as peruse all of our other documentation within the
Knowledge Base as you need it.
Portal Settings
The following outlines some important setup items you should consider when
configuring your LMS portal for the first time. While not everything is covered here, we
have included a number of the essentials! There are many more features that you may
want to consider based on your organization’s needs. You can check out additional
resources on support.absorblms.com for detailed guides, knowledge base articles,
announcements, and more. We recommend following our Announcements page to
be kept up-to-date on important happenings with Absorb.
Majority of your system-wide settings will be found in Portal Settings which
you can get to via the user profile icon in the top right hand corner of the
admin user interface (UI). Below are a number of items you’ll want to
consider updating, along with a description.
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Under the Info tab, you’ll find a variety of contact details. Here you’ll want to
update your LMS Name, Company Name, and contact details as appropriate.
This information will be automatically populated in any system messages sent
to your users, so you may want to keep that in mind when entering information
here. If you want to monitor all system emails, or have a copy saved for later
reference, adding an email address to the BCC line will automatically blind
carbon copy all emails sent out to all users. Depending on your system usage,
this may yield a high rate of emails if you have a large user count and active
learner base. Using a separate email address here, specifically for this purpose
may may be desirable.
Within the Users tab you have four toggles in which you can choose to enable,
or keep disabled. If you require a certain amount of security or procedure
around new users, this is where you will decide to enforce that functionality.
Absorb only has three required User Profile fields which are Username, First
Name, and Last Name. The rest can be made optional, hidden, read only, or
required if desired. Your choices here will be reflected in the registration form
upon user sign up. Similarly, you can add additional Custom Fields which can
add to the standard, built in fields provided by Absorb. They follow similar
visibility options, but give you the added flexibility to let users and/or admins to
enter additional information that might be highly specific to your organization.
If you intend on asking your users to evaluate courses, updating the Default
Evaluation questions may be helpful to you. It allows you to draw on more
customized questions which get pulled into your course evaluations. Of course,
you can always customize them further at the course level.
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Getting Started: Admin Basics
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The Defaults tab will be important to review as there are a number of settings
that will affect usability for both admins and users. You can choose your
default certificate awarded for course completion, language options, report date
formats, as well as a few other options. You will likely be using reporting
extensively, so choosing how you want them to appear here now, will have you
starting on the right foot.
Setup
The Setup tab, which appears as the gear icon on the lower
left of the admin UI, is where you’ll find some more options
and customization for portal-wide settings.
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Choosing to open Files will bring up a modal window
for your File Manager. If you have any resources that will be used extensively
throughout your portal, you may want to upload them here to start so that you
are ready to go later.
Each Message Template is available in multiple languages, and for a wide variety
of notification reasons. You’ll want to ensure you customize the content of these
templates to suit your needs, and preference in tone and terminology. You can
choose to disable any of them as you like, or have a copy of each message
delivered to a user’s supervisor and/or administrators. Please note that you do
have the option of overriding these options at the course level if so needed.
For additional customization when it comes to portal terminology, you can
review and change terms within Translations. Much like Message Templates,
there are multiple languages for each. This will affect how things are labelled
within Absorb for a more bespoke experience.
If you have users that tend to ask the same questions frequently regarding
courses, or other topics, FAQs is a tool you may want to utilize. You can set up as
many FAQs as you want here to act as a resource for your users, and decrease
workload for your admins.
While you wont have any to start, Generated Reports is a place you can come
back to in order to view any reports you’ve previously generated. This page is a
convenient placeholder for any report you began to generate, but had to move
on to work on something else. Rather than generate the report a second time,
you can come back here to download it.
Users
The Users tab, which appears as the double profile icon, is
where you will be able to manage most everything related to
users, and their organization. You may want to load your users
into Absorb to get going right away, however there are some
settings you may want to take into consideration before doing so.
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While the Users report will give you an overview of your entire user database,
you’ll want to set up your Roles and Departments first. Absorb has four standard
roles, but you can create additional roles to be as particular as needed as to
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Getting Started: Admin Basics
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what your admins do, and do not, have access to. Creating your departments,
and sub-departments, in advance will also give you the the ability to keep your
users and admins cleanly organized. Determining the hierarchy here will also
regulate which users are under an admin’s management. Beyond this, you can
set availability rules dependent on what departments specific users live in.
Another organization option you may choose to use within Absorb is Groups.
While they do not have any type of hierarchy, it gives you the option of creating
a secondary way of organizing your users. You can use Groups to send emails,
enroll users, or share reports with admins, so you may want to set this up
depending on your needs.
If you’re starting out with a blank slate, you can easily import users with a CSV
file from the Users Report. The User Import option will walk you through the
steps of adding users to your database and assign user fields - both standard
and custom - according to the information you choose. When importing in bulk,
it’s important to know that any automatic Message Templates that you have
enabled - such as New User or Course Enrollment - will be triggered upon
adding users into your portal. Be sure that you have customized your Message
Templates within the Setup tab, and at the course level, prior to adding users.
The User report is also where you will be able to edit your users and assign roles
on an individual-by-individual basis. The Account tab within the User editor will
be where you can assign Instructor or Admin permissions. Every user is given
Learner UI access, however this can be disabled if preferred. Be sure to review
the User Management and Roles options. This can drastically change what users
and portal content your admins have access to, and permission to alter.
Enrollment keys can be used in a number of ways, and while you will typically
use them to have Users enrolled into course content, you may opt to use them
as an invitation to Absorb. You can easily have users add themselves to your User
database by giving them an Enrollment Key, which can save admins from
having to do this work manually themselves.
Courses
The Courses tab, which appears as a computer window and
pencil icon, is where all of your course content, resources, and
organization of both come into play. While you can start
adding content as soon as you wish, you may want to look at
setting up your Question Banks, Venues, Global Resources, Competencies and Tags
before adding your content.
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The Courses report is where you can create Courses, Instructor Led Courses
(ILCs), Curricula, and Course Bundles, as well as import any third party content
you may have. You can organize this content by creating Categories and/or Tags
which is in its own report in the Courses tab. Courses on their own can have
multiple chapters and lessons, pulling as much content as required.
However, based on your needs, you can set up a specific learning path with
Curricula, maintaining a particular order to how courses are consumed. As an
alternative, you can also assign a number of courses at the same time with
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Getting Started: Admin Basics
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Course Bundles. These allow users to be enrolled in courses, but complete them
in whatever order suits them.
ILCs are typically classes taken in person, or online, and have a number of
options to make this fully customizable for admins. You may want to look at
creating your Venues in advance of adding sessions to your ILCs to streamline
the process, however you can always create them on the fly as well.
As mentioned before you can organize all of your content with Categories,
however you can also make them more searchable by adding Tags. Tags can
make finding specific content even easier, by assigning specific wording to your
content.
Competencies can be set up in order to provide users with an alternative to
credits or certificates as an award for completing course content. Any
Competencies earned will be displayed in the User’s User Transcript alongside
all of their other learning progress.
If you previously uploaded any widely used Resources through the File
Manager in the Setup tab, Global Resources is where you can make them
available. Anything added here can be made available to your entire User
database, however you can always add availability rules to narrow it down to
whoever the content is best suited for.
Question Banks are a handy tool if you plan on using the Absorb Assessment
lesson option. Here you can create banks of questions which you can later pull
into your courses, which can save a lot of tedious data entry. Question Banks can
be pulled into multiple Assessment lessons, allowing you to pick and choose
how many questions from each are used.
Once you have all of this added, you can utilize as much as you need in your
Course setup. With all of these details already added, you can simply pull the
Competencies and certificate for Completion, or add Tags to your General
Course information.
Reports
The Reports tab, shown as the spreadsheet icon, is where you
will get the majority of your reporting data from. While you
can customize these reports as you work more and more with
them, you can always set up some preferences to get started.
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Within each and every report, you can customize the report columns by
dragging and dropping them, adding addition columns, or removing them
altogether. Adding Filters will narrow down the data shown, giving you highly
granular control over what information is displayed. You can set these layouts as
favourites by creating a new Saved Layout by clicking on the round spreadsheet
icon. Once it’s saved, you can make it a favourite by clicking the star next to it. In
doing so, this will be the default layout when you return to the page next time.
Another feature of Saved Layouts is being able to schedule them to be delivered
to specified users via email. The scheduling feature is customizable, so you can
opt for whatever frequency works best. If you need a hard copy, you can
also print out the on-screen data. Keep in mind that only what is displayed on
screen will be printed. If you have multiple pages, only the page you’re currently
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viewing will print. If you need to have all pages printed, it may be best
to generate a report for download, and print it from your preferred program.
As mentioned before, you can also share your Saved Layouts by clicking on the
round double profile icon on the report. You will get to decide here what groups
will be able to view the same Saved Layout.
Absorb’s Report Interface
The Absorb Learning Management System, presents all of an organization's learning
program information via a familiar and intuitive - tabular, Report-style framework.
Through the use of this centralized user interface Admins can view, share, update,
manipulate, output and act upon any and all of their Absorb data (at the individual
and/or collective level) for any of the learning program information residing in their
LMS.
It is important to note that this particular section of the manual does not focus on any
one single Report and/or tool. Instead, it covers the overall mechanics of the Report
Interface - the Absorb LMS's primary construct for working with all Reports, employed
in every part of the program.
Absorb’s Report Interface
How It Works
Background
All computing software functions by permitting the creation / addition of data by its
users, and then, providing the necessary capabilities needed to manipulate that
information in ways that can provide benefit and utility to all those who use it.
Learning Management Systems are no different in that respect and neither is the
Absorb LMS. With good learning data supplied by an Admin and their organization,
Absorb furnishes all the required tools to be able to effectively manage an entire
learning program of any size and complexity.
Data
In Absorb, a client's user data is contained in the program's extensive relational
database system which effectively houses all of the information generated by a client's
educational activities.
Tools
As to the actual tools required for managing an organization's learning program, these
are collectively grouped at the highest level into Absorb's various modules (i.e. Courses,
Users, E-Commerce, etc.).
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Subsequently, inside each one of these modules are the families of related features (i.e.
Courses, Question Banks, Venues, etc.) which constitute the most commonly accessed
activities that an Admin will likely have need of, at that location in the LMS.
And finally inside each functional feature, are the contextually relevant Actions and
Mass Actions, which are the actual individual commands that can be applied to single
and/or multiple users stored in the Absorb program (i.e. Online Course, Course Bundle,
Curriculum, etc.).
Interface
Tying all of this data and tools together is a hybrid workspace where Admins can
collectively view and carry out tasks on their learning program's users, training classes
and data - which in the Absorb LMS, is embodied in the software's Report Interface.
LMS Design
Once the Admin selects a tool from any of the modules provided in the Absorb
program, that particular tool's full data set (i.e. all database entries relevant to that
aspect of the LMS) will automatically load using the LMS's standard Report format.
It is from this central locus in the Learning Management System, that the Admin can
begin working with their LMS data, using the many different features provided via the
Absorb page's standard Report Interface.
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Actions & Mass Actions
Located underneath the title at the top of every Report page, and also duplicated in
the right hand frame of the LMS as well, are the available commands that an Admin
can choose from in order to modify any of the LMS data entries contained in a Report
they have accessed from the main Navigation Menu.
Options available here are:
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Initiating a command that is applied to a single Report Item (i.e. User, Course,
etc).
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Initiating a command that is applied to many.
(Refer to the Actions & Mass Actions article for detailed instructions on using this
feature.)
Report Filters
Located directly underneath the Actions and Mass Actions menus, this portion of the
Report interface provides all of the available data processing options that the Admin
can choose to apply to their Report.
These options allow the Admin to target individual attributes, contained in each
Report's columns, in order to construct any number of customized Reports that their
specific administrative needs might require.
Options available here are:
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Customizing a Report that has been refined using the attributes of a single
column.
Customizing a Report that has been refined using the attributes of several
columns.
(Refer to the Report Filters article for detailed instructions on using this feature.)
Report Actions
Located directly under the Report Filters section, this portion of the Report interface
provides the Admin with the various activities they can initiate with respect to
the entire Report, based on the layout currently displayed in their LMS - be it the
original default view of the Report or one that the Admin has customized.
Options available here are:
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Generating an exportable file that provides the Report's information contained
in a different data format;.
Printing a physical copy of the Report.
Scheduling a Report to be generated and distributed on a regularly recurring
basis.
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Sharing the Report with other Admins in the LMS using Absorb's Messaging
system.
Saving a custom layout that the Admin has created.
(Refer to the Report Actions article for detailed instructions on using this feature.)
Report Pagination
Located in two navigation bars situated both above and below the Report data, this
portion of the interface provides the Admin with a number of navigational controls
they can use to access any portion of the information contained in their Report.
Options available here are:
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Navigating directly to the first or last page in a Report.
Navigating forward or backward one Report page at a time.
Selecting a specific page in the Report.
Configuring how many Report entries will be displayed on the page.
(Refer to the Report Pagination article for more information about this feature.)
Report Data
Located in between the two sets Report Pagination controls, this portion of the Report
interface provides the actual contents of the Report along with the various activities
the Admin can initiate when working with the individual columns and/or entries in
their Report.
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Options available here are:
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Customizing which columns are displayed in the Report.
Selecting one or more Report entries in order to apply an Action / Mass Action.
Initiating direct filtering on the basis of an individual column currently displayed
in the Report.
Generating an ascending or descending sort of the Report on the basis of the
data stored in an individual column.
Resizing the width of an individual Report Column.
Reconfiguring the order of the columns in the Report.
Admin Roles & Permissions
In Absorb LMS, there are a number of pre-built admin roles available to assign to new
admin users, each of which come with their own specific set of permissions. There is
also the ability to create custom admin roles, which can allow much greater flexibility
when it comes to an admin's permissions and determining what they can access. This
guide will outline the pre-built admin roles provided in the LMS, detailing what each
role permits. It will then detail the options you have when creating a custom role, and
outline what we refer to as "permission dependencies". Admin roles work in tandem
with User Management, with the former determining WHAT an admin can manage
and the latter determining WHO they can manage. Our Admin User Management
guide can be found here.
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Pre-Built Admin Roles
There are currently five built-in admin roles for Absorb LMS. In descending order of
responsibility, they are:
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System Admin: A system admin is the highest administrative position within the
LMS and can manage everything, including system settings (changes that affect
the entire LMS portal)
Admin: An admin has most of the same permissions as the system admin, but
will not be able to change system settings
Multiple Client Admin: This is currently a placeholder for a future role that will
allow for administrators of multiple client portals to oversee each portal with a
single user account. Note: this role will not have any effect unless configured by
Absorb, when available.
Instructor: An instructor can access the admin interface but can only access and
manage a very limited selection of reports related to adjusting attendance and
grades for ILC sessions
Reporter: The reporter role only allows the user to view reports, and will not
allow them to make any changes to these reports or other content within the
LMS. A reporter can create their own custom reports using filters and save these
reports, as well as being able to export any report as an Excel, or CSV file.
Custom Roles - Permissions Explained
Beyond the admin roles outlined above, the option to create custom admin roles is
also available, and can be highly useful for filling a niche where the pre-built roles just
don't cut it. Custom roles can be created by selecting the ADD ROLE option in the right
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hand sidebar of the Roles page. There are a wide variety of permissions available and
custom roles can be built by selecting particular sets of permissions.
The VIEW and MODIFY permissions are most prevalent here:
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View: This enables users to view reports without any access to edit the data in
those reports
Modify: This enables users full access to add, delete and edit records in the
respective reports
These two permissions recur frequently throughout the permissions categories. There
are currently seven permissions categories, ordered as follows:
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Courses: This set of permissions determines an admin's access to each course
type in the Courses report, as well as the Enrollments, Venues, Resources,
Categories, and Competencies reports. Instructor Led Courses (ILCs) have a
much wider range of permissions available, with customizable access to each
tab in the course and session setup.
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Users: This set of permissions determines an admin's access to the Users report,
as well as the Roles, Departments, Groups, and Enrollment Keys reports. An
admin's ability to access and manage other administrators can also be
established with the ADMINISTRATORS permission under the Users
area. PRIVATE FIELDS will determines whether an admin can see certain
custom fields that have been marked as private by the system administrator(s).
Mercury: This set of permissions determines access to News and Billboards (if
Mercury has been configured for your portal)
Manage: This set of permissions relates to the management of portal-wide
settings, including the Message Templates, Tags, Files, Translations, and FAQs
reports
E-Commerce: This set of permissions determines an admin's access to the
Transactions and Coupons reports in order to manage e-commerce transactions
(if e-commerce has been configured for your portal)
Reports: This set of permissions determines view access to each individual
report in the Reports section of the LMS. *Please see Role Dependencies below
for extra information on configuring access to these reports.
Special: At the moment, this category is only relevant to the Multiple Client
Admin role which will be available in the future, and does not currently have any
available permissions
Role Dependencies
While you can create custom roles with your desired sets of permissions, it should be
noted that some permissions will be dependent on others in order to be fully realized.
Careful thought (as well as some follow-up testing) should be given to your custom
roles to ensure you have accounted for all necessary permissions. A few considerations:
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In order to MODIFY anything in the LMS, you must also be able to VIEW it
Several reports rely on basic view access for users or certain course types. For
example, enabling access to the COURSE ACTIVITY report will get you as far as
navigating to the report itself. To see any records on this report you would also
need to enable view access for online courses. The same goes for something like
view access for users when granting access to the LEARNER ACTIVITY report.
Special Instructor Permissions
In the Pre-Built Admin Roles section above, an Instructor role was mentioned. As
explained, this role allows a user to manage ALL ILC Sessions within the LMS. However,
there is also the option to have an Instructor role that enables a user to manage only
the ILC Sessions for which they are a designated instructor. To achieve this sort of
restricted access, you simply need to enable the INSTRUCTOR toggle, rather than
enabling the ADMIN toggle. This toggle comes with a specific pre-built set of
permissions so it is not necessary to select a role.
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A user with these setting in place will have access to the same reports in the admin
interface as the pre-built Instructor role but will only see the sessions they are an
instructor for, rather than every ILC Session in the LMS.
Admin User Management
What is User Management?
User Management as a concept is quite self-explanatory - it is all about managing your
users in the LMS. It is directly related to things like departments and groups, and its
function is to filter which users an admin has permission to manage. User
Management works in tandem with Admin Roles & Permissions, with the former
determining WHO a user can manage and the latter determining WHAT a user has
access to. Our Admin Roles & Permissions guide can be found here.
When creating or editing an admin in Absorb, you will have the option to make that
user an admin of either ALL, DEPARTMENT, or GROUP, as shown here:
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As displayed above, these categories fall under the title of 'User Management'. They can
be summarized as follows:
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All: This will allow an admin to manage all users in the LMS.
Department: This will limit the users such that an admin can manage to those
belonging to a specific department or departments. Selecting this option will
reveal a dropdown menu from which you can designate said departments.
Oversight of multiple (potentially unrelated) departments can be set up, and by
using the AND SUB-DEPARTMENTS OF option admins can also be set up to
oversee any users in any sub-departments of the one(s) selected.
Group: This will limit the users such that an admin can manage to those
belonging to a specific group. Selecting this option will reveal a dropdown
menu from which you can select the desired group.
These three categories allow you to create a hierarchical structure of administrative
roles and positions within the LMS, allowing you to fully experience the benefits of our
department and group features. With User Management, departments and groups are
not only used for organizing learners, but for organizing admins too.
Learner Department vs. User Management
Department
When creating or editing an admin, there are two areas in which departments are
relevant: the department the user is in (learner department) and the department for
which they oversee as an admin (User Management department). Their "learner"
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department can be found under the INFO tab. This department will be used to match
this user up with any availability rules in the LMS (enrollment rules, resource availability,
etc.). Departments selected under the User Management section in the ACCOUNT tab
will determine which users an admin can oversee and will also match them up with
any courses taking advantage of the Admin Visibility Department functionality. This
could be considered their "admin" department.
User Management and 'Send to Admin'
Messaging
In Absorb's Message Templates, you will often find the optional toggle 'Send to Admin',
which sends a copy of the message to the relevant admin when enabled. These
messages will only be sent to admins who have their User Management set
to DEPARTMENT or GROUP, and never to admins who have their User Management
set to ALL. However, if you would like to create an admin who has access to all users
AND is able to receive these messages, you can do so with the following set-up:
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Select DEPARTMENT as the User Management category for your admin
Set the department they can manage to your portal's top-level department
INCLUDING its sub-departments
This user can now receive Send to Admin messages
*It should be noted that multiple rules will need to be set up if you have multiple toplevel departments
Sharing Saved Layouts
While for the most part, administrators do not need to be part of a group to manage it,
there is an exception when it comes to sharing saved layouts. As an admin you have
the ability to save a layout and share it with others that have access to the admin UI. In
order to do this, you must also include any admins that you would like to share the
report with to the group that you're intending to share it with. While you may have a
user designated as a department admin for a particular group of users, this will not
allow them to see shared layouts unless they are specifically added to the group you're
sharing it with. For more information about sharing saved layouts, please see our article
called Report Actions - Share Report.
Instructor Led Courses (ILCs)
What is an ILC?
An Instructor Led Course (ILC) is a scheduled course that can take place in a physical
location or via a virtual meeting room. Unlike Online courses which provide learners
with resources to view on their own, ILCs are intended to be used when an instructor or
trainer is directing learning to either a group or an individual learner and providing the
resources themselves. ILCs in Absorb can be broken down into 3 parts, the Course, the
Session and the Class.
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The course is the encompassing entity that explains what the content is about. In
Absorb this is where you keep track of the completion settings, email options, course
resources, and more. These options are similar to an Online course, except in place of
the Syllabus, which contains lessons and learning objects, the ILC has Sessions.
Sessions cover all the scheduled times the ILC will take place. A course can have
multiple sessions that all cover the same course material. You can also set up a
recurring session, which will create multiple classes.
Classes are each individual time, date, and venue that dictate when and where the
course will take place.
You can think of a Course as a collection of Sessions, and a Session as a collection of
Classes.
Creating an Instructor Led Course (ILC)
You can create an ILC from your Admin interface under Courses. Start by clicking
the INSTRUCTOR LED button on the right sidebar.
This will bring you to the Add Instructor Led Course window where you can begin to fill
in the information for your ILC.
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Options set on the General, Availability, Completion, Messaging, Resources,
and More tabs will apply to the course as a whole. At any point you can click
the SAVE button to create the new ILC.
Creating an ILC Session
While creating an ILC, or editing an existing one, you can create sessions on
the Sessions tab by clicking the ADD SESSION button along the top.
This will open the Add Session window.
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Getting Started: Admin Basics
Here you can set options for your session. The Details, Enrollment and More tabs will
apply to this session and all its classes. When creating the session, you have a few
options to allow for customization to meet your requirements. The Enrollments tab
specifically outlines what users can enroll in the session. Here you can create Self
Enrollment rules, Approval and Enrollment start/end dates. You can also set a Min or
Max class size. Any self enrollments that exceed the max class size will either be added
21
Getting Started: Admin Basics
to the waitlist if it's enabled or the session will not show for enrollment. Note that
Admins are able to bypass the maximum when manually enrolling users. Minimum
enrollment is used only for reporting. Sessions will still run even if the minimum is not
met.
Creating ILC Session Classes
To create classes you will need to navigate to the Schedule tab in the session details
when either creating a new session or editing an existing one.
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Getting Started: Admin Basics
You can set the options for each individual class here. If you want to add more you can
either clicking the ADD CLASS button at the bottom to manually create each, or by
changing options in the Enable Recurrence option to copy the current class based on
recurrence intervals:
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Getting Started: Admin Basics




Daily will create a class on every day at the same time until the end date.
Weekdays will create a class on every weekday (Monday to Friday) at the same
time until the end date.
Weekly will create a class on every week on the same weekday at the same time
until the end date.
Monthly will create a class once a month on the same numerical date at the
same time until the end date.
Scheduling Venues, on-line vs. live
Venues are set at the class level, so you can have different venues for each class in a
session. If you want to create a new one just click the + button next to the Choose
Venue dropdown menu.
This will open up a section in the Add Session window where you can put in the details
of the venue such as class size, details, type and URL. While URL may not be relevant
for a classroom location if you're hosting an on-line meeting you can place the URL
24
Getting Started: Admin Basics
here to give a link to your enrolled users. Online venues can be through Connect Pro,
WebEx, GoToMeeting, or another URL you specify.
Once everything is set click the SAVE button at the bottom of the venue area.
Note: Clicking the Save button in the Add Session frame will not save the venue.
Enrolled users will see the details of the venue for each class on the course page if
they're enrolled in that session.
Enrollment (course and session)
When enrolling users in an ILC you'll notice that you can select which session to place
them in from the dropdown.
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Getting Started: Admin Basics
Note: You do not have to enroll at the class level. When a learner is enrolled in a
session they will be set to attend every class in that session
By default a learner will receive an email on enrollment into the course. However, you
can change that on the Messaging tab on the course level.
Note: Course Enrollment Emails and Session Enrollment Emails are separate options
on the Course level.
If you don't select a session the learner will be enrolled in the Course only and they will
have access to course resources in Absorb but won't be scheduled to attend any
session classes. The prompt says "allows the learner to choose", however if you don't
have self-enrollment enabled for the sessions they won't be able to enroll in a session
themselves.
Self-Enrollment (course and session)
If you've set Self-Enrollment on both the course and the session then the learners can
handle it all from the interface. Note that you have to set it on each individual session
as well as the course if you want the learner to be able to enroll in both. However you
can set self-enrollment on either individually depending on your desired workflow. For
the Course level this option is available on the Availability tab.
At the Session level this is available on the Enrollment Tab.
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Getting Started: Admin Basics
Note: You do not have to enroll at the class level. When a learner is enrolled in a
session they will be set to attend every class in that session
To self-enroll Learners will navigate to the Catalog, find where the course is (if it's
contained in a category),and click the ENROLL button. This will enroll them in the
course, however they still need to enroll in a session.
When they LAUNCH the course they will see a list of available sessions. Once again,
click the ENROLL button
This will bring them to the course page and will show the list of classes with dates,
times, locations, and Instructor. They are now enrolled in both the course and the
session.
Note: A user cannot be enrolled in a session without being enrolled in the course.
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Getting Started: Admin Basics
Marking Attendance
There are a few ways to mark attendance for a class and session. The session
attendance reminder email will send to the instructor if the option has been enabled
at the course and session levels. On the Messaging tab there is an option to send the
mark attendance reminder email. On the Edit Session window there is an option for an
Attendance Reminder Email.
Note: the reminder email will send out a number of hours before the end of
a Session, not a particular class. The end of the session is tied to the end of the last
class in the session.
Once sent the email will contain a link where they can sign in and mark attendance for
the session.
If the email option is off attendance can still be marked through the Admin interface
by navigating to REPORTS > ILC SESSIONS. There you will see a list of ILC sessions.
Select the one you want to mark and click the Mark Attendance button on the right.
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Getting Started: Admin Basics
There you will have a column for each Class with its date and time, a column for
completed or absent and an overall score for the Course. There are also Mass
Actions available above that will let you mark all learners’ statuses for the Course as Not
Complete, Complete, or Absent as well as assign a score.
Once you have made all of your changes click the SAVE button on the right and
attendance will be marked.
An Introduction to Mercury
The Mercury module is an optional add-on to the Absorb LMS that provides a unique
set of tools to enable Admins to create a more interactive learning environment. When
used in combination, these added features can engage Learners in a more varied and
personal way that enhances the overall user experience.
Mercury's News Articles, Billboards, Polls and Contests are all fully customizable and
each component operates using Absorb's Availability Rules, so every instance can be
directly targeted at exactly the audience the Admin is seeking to reach.
News Articles
Absorb's optional Mercury module is equipped with a News Articles tool. With it
Admins can publish articles specifically targeted at select audiences, delivered via the
Learner's Dashboard. Once an article is published the Learner can see the item in their
News Articles tile, after which they have the option to open a brief summary of the
story, and then if they are interested further, continue on to the full article.
29
Getting Started: Admin Basics
Overview
How It Works
This Mercury component serves an obvious communications purpose. Creating Learner
awareness about the resources available to them (those inside the LMS and beyond)
goes hand-in-hand with encouraging greater overall adoption and usage of Absorb.
Unless Learners are directly made aware that something exists that can help and/or
enrich their learning experience, be it a new course or a learning resource, it is not
likely that they will come across it themselves. So this capability to be able to promote
specific aspects of the LMS should prove very helpful. As far as the possible uses that
this tool can fulfill, that is only limited by the imagination of the Admin in envisioning
different ways to apply the News Article. It can be used to inform audiences about any
number of issues, initiatives, etc. that make up your learning program and also provide
direct exposure to any number of Courses that Learners can access.
Add
News Articles can be added to Absorb by using the News Articles workspace and the
following tabs.
Element
Description
Title
This is what the News Article will be named wherever it appears in the
LMS (mandatory).
Caption
This is an additional field that will appear to Learners as part of the
News Article preview once the item is opened from their Dashboard.
This field can be used for a further brief description of the story or
whatever purpose the Admin has for it (mandatory).
Description
This is the actual news story material, written by the Admin using the
built-in text editor, that will be shown to Learners once they select the
link labeled 'Continue Reading' in the News Article preview
(mandatory).
Thumbnail
This image will be shown as part of a preview of the News Article, once
the Learner selects the item from the News Article tile on their
Dashboard.
Article
Image
This image will be shown alongside the narrative of the full News Article
when the Learner launches the link containing the story
Author
This is the name of the Admin that initially created the News Article. It is
automatically populated by Absorb but can be changed to any other
Admin name that is contained in the LMS.
Publication
This switch determines whether or not the News Article will become
active on the LMS. As soon as the Admin publishes the News Article (by
setting the Publication option to 'On' and saving the change) it will be
uploaded to the News Article tile on the Dashboard of every Learner
that is a part of the intended news audience.
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Getting Started: Admin Basics
Availability Tab
The purpose of the Availability Tab is to determine which Learners will be allowed to
read the News Article by using the LMS's Availability Rules. Similar to other places in
the LMS, the Admin can employ as many rule conditions as are necessary in order to
create the exact circulation list for the story, that they want.
Element
Description
Filter
This is the information category that will be the basis of the Rule (e.g.
First Name, Last Name, Department).
Condition
This is the logical condition that the Rule will have to satisfy (e.g. Starts
With, Contains, Equals).
Value
This is the value of the Rule which is directly entered by the Admin
using the field provided (e.g. 'Marketing', 'Smith', 'New York').
Delete
This deletes the Rule
Refine
Rule
This provides additional Filters, Conditions and Values to further refine
the parameters of the Rule. This allows the Admin to make the
individual Rule as specific as necessary (e.g. all learners whose name
equals "Smith" and who also have a first name that starts with the letter
"D").
Results
This provides the number of Learners that have matched the created
Rule and thereafter will be the individuals that will have the News
Article added to their Dashboard once it is published. Admins should
refer to the information generated here to make sure they have
created the desired group of News Article recipients.
Add Rule
This adds an additional and separate Rule that will combine with any
previous Rules above it to further refine the News Article audience (e.g.
all Learners with last names that begin with "Smi" and have a
Department of "Accounting").
Edit
News Articles can also be modified in Absorb using the same News Articles resources.
Actions
When working with a previously saved News Article the Actions available for use by the
Admin are:
Element
Description
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Getting Started: Admin Basics
Edit
This button will relaunch the News Article workspace where any
selected News Article from the Report can be updated by the Admin
and re-saved.
Delete
News
Article(s)
This button will erase any News Article(s) selected from the News Article
Report (which the Admin will be prompted to confirm). Any News
Article(s) deleted here is permanently removed from the LMS and
cannot be recovered.
Deselect
This button will clear any News Article selection(s) made by the Admin
in the News Article Report.
Save*
This button will save any changes made to an existing News Article and
return the Admin back to the News Article Report page.
Cancel*
This button will cancel any changes made to the existing News Article,
revert back to the last saved version (which the Admin will be
prompted to confirm) and then return the Admin back to the News
Article Report page.
Quick Save*
This button will save the existing News Article without returning back to
the News Article Report page so that the Admin can continue working
on the News Article they are currently editing.
View
History*
This button will open a new dialog box containing a detailed
breakdown of any and all of the change(s) made to the News Article
since it was created - including the date and the party responsible for
the update(s), listed in order of most to least recent. This feature can be
useful for any News Article that multiple Admins may have worked on
and/or to review any previous changes made to the News Article's
content or information.
(* - Action options available after the News Article has been reopened for editing.)
Once the existing News Article is re-saved the Admin can decide to run a filtered
report based on the group of News Articles residing in the LMS.
Report
Absorb's News Articles tool will launch using the standard Report layout as its starting
point where an Admin can: create a new News Article; work on an existing News
Article; and/or, run a custom News Articles Report.
News Article Report
The basic News Article Report can be customized to provide data on any of the
following parameters:
Element
Description
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Getting Started: Admin Basics
Author §
This column displays the name of the LMS Admin that authored the
News Article.
Caption
Refer to the definition in the General Tab above.
Date Added
This column displays the date the News Article was first created and
saved to the LMS
Date Edited
This column displays the date the News Article was last updated and
re-saved to the LMS.
ID
This column displays the News Article identifier automatically assigned
by the LMS and can be used in creating deep links in Absorb.
Is published
§
This column displays the date the Admin switched the Publication
toggle in the General Tab to 'On', making the News Article available to
Learners on the LMS.
Start Date
Refer to the definition in the General Tab above.
Number of
Reads §
This column displays the number of times that Learners have opened
the News Article to view it.
Title §
Refer to the definition in the General Tab above.
(§ - Columns shown automatically as part of the default report view.)
Billboards
Absorb's optional Mercury module offers a Billboard tool. With it Admins can produce
messages broadcasted to any number of select Learner audiences. Billboards can be
published as either video or photo banners (the second of which can also include a
hyperlink) and can be displayed on one or more areas of a Learner's Dashboard. Once
Billboards have been published to the LMS, the targeted Learner audience can be
given the choice to navigate each message in the Billboard slide show independently
through a set order, or have each one cycle automatically, while the Learner remains
on the Dashboard page.
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Getting Started: Admin Basics
Overview
How it Works
In any learning situation the power of images to help communicate information is
indisputable, which is why visuals can always be included as part of any Course created
in Absorb. But with the Mercury component both moving and still pictures can be
used in another way - to inform, promote and inspire a Learner to learn by encouraging
them to use the learning resources you create, every time they access the LMS.
Because of that impressive ability, Billboards are awarded the largest and most
prominent space in the entire Learner Interface - the first page, top and center. It's an
excellent place to make announcements, start new initiatives, promote the resources
available, stage Contests - anything and everything you as the Admin might want the
Learner to know about and take advantage of.
Add
Billboards can be added to Absorb by using the Billboards workspace and the
following tabs
General Tab
The General Tab is used by the Admin to enter the bulk of the information required in
order to create a Billboard.
Element
Description
Title
This is what the Billboard will be named wherever it appears in the LMS
(mandatory). It is not shown in the Learner Interface and is used for
Admin identification purposes only
Description
This is the explanation for the Billboard, as written by the Admin using
the built-in text editor, and can be used to capture whatever details the
Admin wishes to preserve (e.g. how long to run the Billboard for, who
created the visual, etc). This information is also not shown in the Learner
Interface and is again used for Admin identification purposes only.
Billboard
Type
This is the format of the Billboard - either 'Image' or 'Video' to allow the
Admin to choose what style of message they want to display.
Large Image
This is the biggest image size to be used for the Billboard and will be
the one the displayed to the Learner when they view the message on a
large display (e.g. computer monitor). This image should be uploaded
in a size that measures 950 x 366 pixels.
Medium
Image
This is the intermediate image size to be used for the Billboard and will
be the one the displayed to the Learner when they view the message
on a medium display (e.g. tablet). This image should be uploaded in a
size that measures 630 x 366 pixels
Small Image
This is the smallest image size to be used for the Billboard and will be
the one the displayed to the Learner when they view the message on a
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Getting Started: Admin Basics
small display (e.g. smart phone). This image should be uploaded in a
size that measures 310 x 178 pixels.
Target URL
This is an optional hyperlink address that an Admin can add to an
Image Billboard and which is be used to redirect a Learner to an
external site, an internal site or a direct link in the LMS. This option can
be used to augment the message with an additional linked resource or
provide a link to the intended end destination that the Billboard is
promoting.
Video
(Poster)*
This is an optional introductory image that can be displayed to a
Learner as part of a Video Billboard in place of the opening frame of
Billboard's media file. Having this option allows the Admin to create a
title, a summary or whatever supporting information they want to
display as the lead-in for the Video. If no image is provided here the
Billboard will automatically default to the first frame of the Video
instead which the Learner can launch and control using the built-in
media player. This image should be uploaded in a size that measures
630 x 366 pixels.
Video
(Webm)*
This is the Billboard media file uploaded to the LMS in Webm format (a
royalty free version of the HTML5 video format) and is compatible with
most web browsers, except Apple's Safari. If an organization does not
have any Learners that might elect to use an Apple-branded
computing device to access the Learner Interface, then this format is
acceptable.
Video (MP4)*
This is the Billboard media file uploaded to the LMS in MPEG-4 format
which is compatible with all web browsers and is the preferred file
format to use for adding a video to the LMS if an organization has
Learners that might elect to use either Apple or non-Apple branded
computing devices to access the Learner Interface.
Author
This is the name of the Admin that initially created the Billboard. It is
automatically populated by Absorb but can be changed to any other
Admin name that is contained in the LMS.
Order
This number sets the displayed sequence of Billboards presented to
the Learner on their Dashboard. This number is also responsible for a
master ordering of all Billboards present in LMS, regardless of which
Learner audiences they are intended for - or which Admin created
them. For the Learner they will only be presented with those Billboards
that they have been granted access to as per Absorb's Availability Rules.
For them their particular Billboards will always follow the master
sequence order and skip over displaying any Billboards in the LMS that
they are not permitted to see
Tags
This is a group of identifiers added to the LMS by the Admin which can
be used to create custom associations with a given Billboard. The
purpose of this option is provided because the Absorb Learner Interface
can allow for the inclusion of more than one set of Billboards on the
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Getting Started: Admin Basics
Dashboard page. So by tagging individual Billboards with different Tags
an Admin can elect to have some Billboards displayed in one area of
the page and others in another (e.g. Having general Billboards at the
top, Course specific Billboards at the bottom). Please note that this
option requires additional configuration work on Absorb's back end in
order to work (see Tags below).
Publication
This switch determines whether or not the Billboard will become active
and be displayed on the LMS. As soon as the Admin publishes the
Billboard (by setting the Publication option to 'Published' and saving
the change) it will be automatically added to the Interface of every
Learner that has been selected as a viewer for that particular message
the next time they navigate back to the Dashboard.
(* - Field options available after the Billboard Type has been set to Video.)
Actions
When creating a new Billboard the Actions available for use by the Admin are:
Element
Description
Add
billboard
This button will launch the Billboard workspace where the new Billboard
can be created.
Save
This button will save the new Billboard and return back to the Billboard
Report page where the newly created Billboard will now appear in
alphabetic order by Title in the Report.
Cancel
This button will cancel the newly created Billboard without saving it in
the LMS (which the Admin will be prompted to confirm) and return the
Admin back to the Billboard Report page.
Edit
Billboards can also be modified in Absorb using the same Billboards resources.
Actions
When working with a previously saved Billboard the Actions available for use by the
Admin are:
Element
Description
Edit
This button will relaunch the Billboard workspace where any
selected Billboard from the Report can be updated and re-saved.
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Getting Started: Admin Basics
Delete
Billboard(s)
This button will erase any Billboard(s) selected from the Billboard
Report (which the Admin will be prompted to confirm). Any
Billboard(s) deleted here is permanently removed from the LMS and
cannot be recovered.
Deselect
This button will clear any Billboard selection(s) made by the Admin
in the Billboard Report.
Save§
This button will save any changes made to an existing Billboard and
return the Admin back to the Billboard Report page.
Cancel§
This button will cancel any changes made to the existing Billboard,
revert back to the last saved version (which the Admin will be
prompted to confirm) and then return the Admin back to the
Billboard Report page.
Quick Save§
This button will save the existing Billboard without returning back to
the Billboard Report page so that the Admin can continue working
on the Billboard they are currently editing.
View
History§
This button will open a new dialog box containing a detailed
breakdown of any and all of the change(s) made to the Billboard
since it was created - including the date and the party responsible
for the update(s), listed in order of most to least recent. This feature
can be useful for any Billboard that multiple Admins may have
worked on and/or to review any previous changes made to the
Billboard's content or information.
(§ - Action options available after the Billboard has been reopened for editing.)
Once the existing Billboard is re-saved the Admin can decide to run a filtered report
based on the group of Billboards residing in the LMS.
Report
Absorb's Billboards tool will launch using the standard Report layout as its starting
point where an Admin can: create a new Billboard; work on an existing Billboard;
and/or, run a custom Billboards Report.
Billboard Report
The basic Billboard Report can be customized to provide data on any of the following
parameters:
Element
Description
Author ‡
This column displays the name of the LMS Admin that authored the
Billboard.
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Getting Started: Admin Basics
Date
Added ‡
This column displays the date the Billboard was first created and
saved to the LMS.
Date
Edited ‡
This column displays the date the Billboard was last updated and resaved to the LMS.
ID
This column displays the Billboard identifier automatically assigned by
the LMS and can be used in creating deep links in Absorb.
Is
Published
‡
This column displays the date the Admin switched the Publication
toggle in the General Tab to 'Published', making the Billboard
available to Learners on the LMS.
Order ‡
Refer to the definition in the General Tab above.
Title ‡
Refer to the definition in the General Tab above. (Note: Report order is
based on this field, alphabetically sorted.)
Type ‡
Refer to the definition in the General Tab above.
(‡ - Columns shown automatically as part of the default report view.)
Polls
Absorb's optional Mercury module also provides Admins with a Polls tool. With it
Admins can conduct polling on any sample group they wish to assemble and research,
with the Poll administered via a multiple choice question that each participating
Learner votes on. Once a Poll is published the Admin can monitor the answers / results
over time and use the assessed opinions however they see fit.
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Getting Started: Admin Basics
Overview
How It Works
This component allows the Admin to tap into an invaluable resource - Learner
feedback. Since Polls are entirely open ended, the Admin is free to create any type of
question they believe would provide them with useful information, on any and every
subject they can possibly think of. The type of information that an Admin can obtain
from a Poll can also be fully designed to suit their needs, simply by how the question is
posed to respondents. For example a Poll query can be designed to be fact-based (e.g.
"Did this Course provide you with the necessary training?") opinion-based (e.g. "How
useful was this Course?") or even choicebased (e.g. "Would you take another Course in
this series?").
Add
Polls can be added to Absorb by using the Polls workspace and the following tabs.
General Tab
The General Tab is used by the Admin to enter the bulk of the information required in
order to create a Poll.
Element
Description
Question
This is the query that the Learner will be asked to answer (mandatory).
Each individual Poll can only pose a single question at a time so if the
Admin wishes to obtain additional responses on other issues, they will
need to create additional Polls.
Thumbnail
This image will be shown as part of the Poll notification, as it appears
in the Poll tile on the Learner's Dashboard.
Add Option /
Answer
This provides the possibility for the Admin to add further Options /
Answers to the Poll. The Admin may add as many potential responses
as they want so that Learners are given the chance to answer the Poll
Question accurately. Since every Poll must offer the respondent a
choice, there must be at least one additional alternative Option /
Answer added here that the Learner can choose from.
Author
This is the name of the Admin that initially created the Poll. It is
automatically populated by Absorb but can be changed to any other
Admin name that is contained in the LMS.
Publication
This switch determines whether or not the Poll will become active on
the LMS. As soon as the Admin publishes the Poll (by setting the
Publication option to 'On' and saving the change) it will be uploaded
to the Poll tile on the Dashboard of every Learner that is being asked
to participate.
39
Getting Started: Admin Basics
Option /
Answer
This is a possible response to the Question, as chosen by the Admin,
that the Learner may select as the Poll answer that best matches their
own.
Actions
When creating a new Poll the Actions available for use by the Admin are:
Element
Description
Add Poll
This button will launch the Poll workspace where the new Poll can be
created.
Save
This button will save the new Poll and return back to the Poll Report
page where the newly created Poll will now appear at the top of the
Report.
Cancel
This button will cancel the newly created Poll without saving it in the
LMS (which the Admin will be prompted to confirm) and return the
Admin back to the Poll Report page.
Edit
Polls can also be modified in Absorb using the same Polls resources.
Actions
When working with a previously saved Poll the Actions available for use by the Admin
are:
Element
Description
Edit Poll
This button will relaunch the Poll workspace where any selected Poll
from the Report can be updated and re-saved.
View
Votes
This button will generate the View Votes Report where the Admin can
obtain an update on the latest results of the Poll (see View Votes Report
below).
Delete
Poll(s)
This button will erase any Poll(s) selected from the Poll Report (which
the Admin will be prompted to confirm). Any Poll(s) deleted here is
permanently removed from the LMS and cannot be recovered.
Deselect
This button will clear any Poll selection(s) made by the Admin in the
Poll Report.
Save*
This button will save any changes made to the existing Poll and return
the Admin back to the Poll Report page.
40
Getting Started: Admin Basics
Cancel*
This button will cancel any changes made to the existing Poll, reverting
back to the last saved version (which the Admin will be prompted to
confirm) and return the Admin back to the Poll Report page.
Quick
Save*
This button will save the existing Poll without returning back to the Poll
Report page so that the Admin can continue working on the Poll they
are currently editing.
View
History*
This button will open a new dialog box containing a detailed
breakdown of any and all of the change(s) made to the Poll since it was
created - including the date and the party responsible for the update(s),
listed in order of most to least recent. This feature can be useful for any
Poll that multiple Admins may have worked on and/or to review any
previous changes made to the Poll's content or information.
(* - Action options available after the Poll has been reopened for editing.)
Once the existing Poll is re-saved the Admin can decide to run reports in order to
determine:



Results of a Poll currently still in the process of receiving responses
Results of a previously completed Poll
Results of a filtered report based on the group of Polls listed in the LMS
Report
Absorb's Polls tool will launch using the standard Report layout as its starting point
where an Admin can: create a new Poll; work on an existing Poll; and/or, run a custom
Polls Report and/or assemble a View Votes Report.
Poll Report
The basic Poll Report can be customized to provide data on any of the following
parameters:
Element
Description
Author §
This column displays the name of the LMS Admin that authored the
Poll.
Date
Added
This column displays the date the Poll was first created and saved to
the LMS.
Date
Edited
This column displays the date the Poll was last updated and re-saved
to the LMS.
Date
Published
Refer to the definition in the General Tab above
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Getting Started: Admin Basics
ID
This column displays the Poll identifier automatically assigned by the
LMS and can be used in creating deep links in Absorb.
Is
Published
This column displays the date the Admin switched the Publication
toggle in the General Tab to 'On', making the Poll available to the
Learners on the LMS that are asked to respond.
Question §
Refer to the definition in the General Tab above.
Vote Count
This column displays the total number of votes received for all the
possible Answers / Options that form the responses of the Poll.
(§ - Columns shown automatically as part of the default report view.)
View Votes Report
Beyond regular reporting activities the most important function of the Polls Report
page is to provide the Admin with the option to create a View Votes Report. With this
report they can view the Poll results from the group of Learners that have participated
up to the point that the report is generated. This report can be run periodically to
determine ongoing research results as the Poll will only be removed from the LMS
once the Admin has turned the Publication switch to 'Off' or they have deleted the Poll
altogether.
This report is a fixed report and cannot be sorted (the information is listed in order of
the Answers / Options determined when the Poll was created) nor modified beyond
displaying the default data types in the following order:
Element
Description
Answer /
Option
Number
This column displays the numerical identifier corresponding to the
specific response provided in the Poll in the order in which it was
initially added by the original Admin that created it.
Answer /
Option
This column displays the full text of the possible response choice
provided for answering the Question.
Total Vote
Count
This column displays the current overall number of times an Answer
/ Option was chosen.
Votes Last
Week
This column displays the current overall number of times an Answer
/ Option was chosen during the previous week.
Votes Last
Month
This column displays the current overall number of times an Answer
/ Option was chosen during the previous month.
Votes Last
Year
This column displays the current overall number of times an Answer
/ Option was chosen during the previous year.
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Getting Started: Admin Basics
Actions
When working with an open View Votes Report the Actions available for use by the
Admin are:
Element
Description
Back
This button will return the Admin to the previous Poll Report page. Since
this report type can not be changed in any way beyond displaying the
results in the format provided, no further options are needed.
Contests
Absorb's optional Mercury module also supplies Admins with a Contest tool. With it
Admins can measure specific Learner activity as defined by either having students
complete a designated Course, or by requiring that they accumulate a certain number
of Credits, within a set period of time. Learners that meet this criteria can all be given a
Reward, or alternatively, select Winners can be chosen by the Admin from the pool of
qualifying Learners as part of a Sweepstakes.
Overview
How it works
This component can be very effective in measuring training goals, and at the same
time, encouraging Learners to complete them in a timely manner through use of
awarded prizes. Having a Contest provides a healthy source of motivation and
competition so that Learners stay engaged with their training and are compelled to
excel, with prizes serving as a positive reminder that learning doesn't have to be work,
it can be fun.
Add
Contests can be added to Absorb by using the Contests workspace and the following
tabs.
General Tab
The General Tab is used by the Admin to enter the bulk of the information required in
order to create a Contest.
Element
Description
Title
This is what the Contest will be named wherever it appears in the LMS
(mandatory). Be advised that any Contest Title longer than 18
characters will automatically be abbreviated when displayed in the
Contest tile.
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Getting Started: Admin Basics
Caption
This is an additional field that will be displayed underneath the
Contest Title as it appears on the Contest tile. It is also added
underneath the Contest dates once the Contest preview is opened
from the Learner's Dashboard. This field can be used for a slogan, a
brief summary or whatever purpose the Admin has for it (mandatory).
Description
This is the details of the Contest, written by the Admin using the builtin text editor, that will be shown to Learners once they select the link
labeled 'See the full Details' in the Contest preview to view the full
version (mandatory). This area can also be used for longer items such
as qualifying information, rules, prize information or whatever purpose
the Admin has for it.
Start Date
This is the day the Contest commences. As soon as the Contest is
published by the Admin it will be displayed in the Contest tile on the
Learner's Dashboard regardless of the date entered here. However,
Learners will not be able to actually enter the Contest (by completing
the learning goal) until this date is reached.
End Date
This is the day the Contest finishes, with the cutoff time being 12:00
AM UTC on the date listed in this field. Together with the Start Date
this information will be displayed on the both the preview and full
versions of the Contest notice to show the dates within which the
Learner has to qualify (i.e. Start Date - End Date).
Type
This is the type of Contest created by the Admin. The choice must
either be a Reward (i.e. with the Contest prize awarded to all qualifying
Learners) or a Sweepstakes (i.e. with Winners of the Contest prize
directly selected from the pool of qualifying Learners by the Admin).
Requirement
Type
This is the type of learning objective that will be used as the basis of
the Contest - Courses (also Curriculum)or Credits. In the case of using
Courses as the Requirement Type, the Admin will specifically select
those learning elements a Learner must complete. If the Admin
chooses Credits, then the Learner will qualify as soon as they obtain
the required number of Credits, regardless of what Course(s) or
Curriculum they have completed to achieve it.
Select
Courses
This opens the selection window where the Admin can designate the
specific Course(s) (or Curriculum) the Learner must obtain in order to
qualify for the Contest when the Requirement Type above has been
set to 'Courses'. This will not be displayed when the Requirement Type
is set to Credits.
Credits
Needed
This is the number of Credits the Learner must obtain in order to
qualify for the Contest when the Requirement Type has been set to
'Credits' regardless what Course(s) or Curriculum in the LMS has been
completed. This will not be displayed when the Requirement Type is
set to Courses.
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Getting Started: Admin Basics
Thumbnail
This image will be shown as part of the Contest notice, as it appears in
the Contest tile on the Learner's Dashboard. This image should be
uploaded in a size that measures 72 x 72 pixels.
Preview
Image
This image will be shown as part of the preview of the Contest, as it
appears when the Learner first selects the Contest item on their
Dashboard. This image should be uploaded in a size that measures 310
x 178 pixels.
Contest
Image
This image will be shown in the full view of the Contest details once
the Learner selects the link in the Contest preview labeled 'See the full
Details'. This image should be uploaded in a size that measures 310 x
178 pixels.
Author
This is the name of the Admin that initially created the Contest. It is
automatically populated by Absorb but can be changed to any other
Admin name that is contained in the LMS.
Publication
This switch determines whether or not the Contest will become active
on the LMS. As soon as the Admin publishes the Contest (by setting
the Publication option to 'On' and saving the change) it will be
uploaded to the Contest tile on the Dashboard of every Learner that
qualifies.
Messaging Tab
The purpose of the Messaging Tab is to set up the two email messages using either the
default (automatic) or custom (Admin created) templates that will be sent by Absorb
in order to notify Learners of the beginning and ending phases of the Contest qualifying and winning.
Element
Description
Completion
Message
This toggle enables the Completion Message. Once selected the
Completion Message will be automatically sent to Learners by the LMS
to their Message Board on the Dashboard and also to the Learner's
email account to inform them that they have been entered in the
Contest, as soon as they have satisfied the qualification requirements.
Winner
Message
This toggle enables the Winner Message. Once selected the message
will be automatically sent to Learners by the LMS to their Message
Board on the Dashboard and also to the Learner's email account. For
this type the Admin alone decides which Learners receive this message
and when. This occurs regardless if it is for a Reward Contest where
every Learner is a Winner, or alternatively a Sweepstakes Contest where
the Admin chooses those Learners that will receive the prize. For both
of these Contests, it is only once the Admin initiates the process via
the Contest Qualifiers Report (see below), that the LMS will send out
the notice to those Learners who have won.
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Getting Started: Admin Basics
Custom
Template
This switch turns on the Custom Template interface. For both message
types above, the Admin can leave the Custom Template option turned
'Off' (default) and use Absorb's standard message template or turn it
'On' and update the message template for that particular Contest using
the built-in text editor directly beneath it to customize the message to
suit their needs.
Subject
This is the heading of the email that Learners will receive. In the case of
the default setting both message types will use a different heading that
indicates whether the Learner is receiving a qualifying notice or a
winning notice. The Admin again has the option to rewrite the heading
to suit their needs.
Body
This is the narrative of the email that Learners will receive and will again
be different based on which of the two message types the Admin is
modifying. In addition to the built-in text editor, Admins can also use
the group of labeled field buttons at the bottom of the interface to
automatically populate the message with custom Learnerspecific
information for each individual message that is sent. This action is
achieved by moving the cursor to where the Admin wants the field
information to appear and then clicking the corresponding button.
Reset
Template
This restores the message template to its standard default language. If
the Admin makes changes to customize a template, but does not save
them, their edits will also be cleared as the template resets itself back
to the standard default message.
Actions
When creating a new Contest the Actions available for use by the Admin are:
Element
Description
Add
Contest
This button will launch the Contest workspace where the new Contest can
be created.
Save
This button will save the new Contest and return back to the Contest
Report page where the newly created Contest will now appear at the top
of the Report.
Cancel
This button will cancel the newly created Contest without saving it in the
LMS (which the Admin will be prompted to confirm) and return the Admin
back to the Contest Report page.
Edit
Contests can also be modified in Absorb using the same Contests resources.
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Getting Started: Admin Basics
Actions
When working with a previously saved Contest the Actions available for use by the
Admin are:
Element
Description
Edit
This button will relaunch the Contest workspace where any selected
Contest from the Report can be updated and re-saved.
Contest
Qualifiers
This button will generate a report of all the Learners that have met the
qualification requirements of the Contest which can be used by the
Admin to monitor the status of the Contest and choose the Winners to
receive the Winner message and the prize See Contest Qualifiers
Report article.
Delete
Contest(s)
This button will erase any Contest(s) selected from the Contest Report
(which the Admin will be prompted to confirm). Any Contest(s) deleted
here is permanently removed from the LMS and cannot be recovered.
Deselect
This button will clear any Contest selection(s) made by the Admin in the
Contest Report.
Save*
This button will save any changes made to an existing Contest and return
the Admin back to the Contest Report page.
Cancel*
This button will cancel any changes made to the existing Contest, revert
back to the last saved version (which the Admin will be prompted to
confirm) and then return the Admin back to the Contest Report page.
Quick
Save*
This button will save the existing Contest without returning back to the
Contest Report page so that the Admin can continue working on the
Contest they are currently editing.
View
History*
This button will open a new dialog box containing a detailed breakdown
of any and all of the change(s) made to the Contest since it was created including the date and the party responsible for the update(s), listed in
order of most to least recent. This feature can be useful for any Contest
that multiple Admins may have worked on and/or to review any previous
changes made to the Contest's content or information.
(* - Action options available after the Contest has been reopened for editing.)
Once the existing Contest is re-saved the Admin can decide to run reports in order to
determine:




Results of a previously completed Contest
Learners that have qualified for an existing Contest
Select winners of a Sweepstakes Contest so that the Winner message can be
sent to the Learner(s) that won
Results of a filtered report based on the group of Contests listed in the LMS
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Getting Started: Admin Basics
Report
Absorb's Contests tool will launch using the standard Report layout as its starting point
where an Admin can: create a new Contest; work on any existing Contest; run a custom
Contests Report; or, run a Contest Qualifier Report.
Contest Report
The basic Contest Report can be customized to provide data on any of the following
parameters:
Element
Description
Author §
This column displays the name of the LMS Admin that authored the
Contest.
Caption
Refer to the definition in the General Tab above.
Date
Added
This column displays the date the Contest was first created and saved to
the LMS. This information is different from the Start Date of the Contest.
Date
Edited
This column displays the date the Contest was last updated and re-saved
to the LMS
End Date
§
Refer to the definition in the General Tab above.
ID
This column displays the Contest identifier automatically assigned by the
LMS and can be used in creating deep links in Absorb.
Is
Published
§
This column displays the date the Admin switched the Publication
toggle in the General Tab to 'On', making the Contest available to
Learners on the LMS.
Start Date
§
Refer to the definition in the General Tab above.
Title §
Refer to the definition in the General Tab above.
Type §
Refer to the definition in the General Tab above.
(§ - Columns shown automatically as part of the default report view.)
Selling Courses
An important feature that has been part of Absorb since the earliest versions of the
LMS, has been the capability to offer organizations the option to merchandise their
training content - to both internal and external learning customers alike - through the
use of Absorb's E-Commerce module.
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Getting Started: Admin Basics
Making the most of this resource requires Absorb's retail operations to have extensive
connections all throughout the LMS, and well beyond the two specific 'E-Commerce'
tools covered in this part of the manual. As such, readers seeking to familiarize
themselves with our software's full suite of commercial features are advised to read the
list below and consult all of the linked topics in order to have a more complete
understanding of all the sales resources available to them.









E-Commerce provides a wide degree of flexibility in the various payment types
(and currencies) it can be configured to accept, such as credit cards through the
use of an external Payment Gateway and/or alternate payment methods such as
Checks, Purchase Orders, Wire Transfers, etc.
Course pricing can be set at the individual Course level and can be made fully
adaptable to different Learner audiences by tying pricing to Absorb's Availability
Rules and Departments
Similar to variable pricing is the ability to offer different sets of Course
inventories to various audiences once again through the use of Departments
Multi-seat purchases of an individual Course, Course Bundle or Curriculum can
be made by a single Learner on behalf of other LMS students through the
creation of an Enrollment Key, which the purchaser can then distribute to those
select Learners in order to more easily coordinate the specific training they
might require
E-Commerce access can be limited to registered customers only requiring that
a Learner either be an existing customer in Absorb, or be required to create an
account as a new Learner in the LMS before they can buy. For added security
and certainty, new customers can be required to verify their email address
before they can make a purchase
Through the use of Coupons various marketing and promotional scenarios can
be implemented by offering deals on the LMS inventory
Coupons can be further used to automatically assigned new customers to a
particular Department which itself can be configured to control what LMS
inventory options and prices new Learners have access to
Courses can be created with a fixed or open-ended completion times to provide
customers flexibility in their training. Similarly, Instructor Led Courses can be
configured to require that a Learner commit to a session at the time or purchase
or allow them to make that choice later on
Absorb's Transaction tool captures a considerable amount of customer purchase
data that Admins can use to run customized reports for the purpose of
monitoring and optimizing their LMS sales
E-Commerce Module
As outlined above, the E-Commerce tools available here are a continuation of the sales
activities initially begun in the course editor of Absorb. At this particular point in the
LMS, the Admin can review the overall health of their LMS retailing effort - with the
reporting capabilities of the Transactions tool; as well as create unique perks to sustain
or further enhance their E-Commerce business - through the targeted use of the
Coupons tool.
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Getting Started: Admin Basics
While this pair each serves a different individual purpose at different times in the sales
life cycle of an LMS 'product', both can be used in maximizing the commercial
effectiveness that Absorb's E-Commerce feature is capable of.
Transactions
Transactions provide extended post-sales information for LMS items that have been
previously sold to Learners in Absorb. With this capability Admins can examine
individual purchases in greater detail, create transaction documentation and record
refunds provided to customers. This makes the Transaction tool in the LMS primarily a
forensic reporting instrument and as such Admins will not necessarily be changing the
data offered here, so much as working with what information is already available, in
order to get other business tasks accomplished.
This matters because in most commercial scenarios, an organization's LMS sales will be
processed by their Payment Gateway (if they have chosen to accept credit cards)
and/or their Accounting department. While both of these financial entities can provide
historical purchase information, both sources will also limit an Admin to the types of
data that they consider important for their own record keeping and reporting information which may, or may not, answer the Transaction questions an Admin has.
That makes it essential to have a dedicated reporting resource built-in to LMS that can
be accessed quickly, without the need to seek answers elsewhere.
Possible uses for Transactions include:




Assisting E-Commerce customers with post-purchase needs
Satisfying financial reporting requirements (accounting, auditing, reconciliation,
etc.)
Monitoring Payment Gateway activity from the LMS side
Improving overall E-Commerce success by analyzing sales / use patterns
Coupons
Coupons allow Admins to more effectively market their learning inventory to both new
and existing customers by offering discounts on select LMS items. As a fullycustomizable financial incentive, Coupons can be purpose-built to meet the needs of a
multitude of E-commerce scenarios. Simply by changing the value, timing, number of
uses and item applicability that a Coupon has, an Admin can target specific audiences
of Learners - and more effectively drive any interest shown in a learning item towards
actual Enrollment.
The effective promotional value that Coupons bring to Absorb's E-Commerce suite,
really can help make a difference in creating a prosperous learning program.
Combined with some of the social tools of the optional Mercury module, the Admin is
easily equipped to devise sophisticated marketing initiatives that can directly
contribute to the LMS's financial success.
Possible uses for Coupons include:
50
Getting Started: Admin Basics



Boosting Enrollment numbers
Enhancing Learner engagement in the learning program
Increasing the LMS customer base with new Learners
Report Filters: An In Depth Look
Absorb's Report Interface provides Admins with Report Filters which are an essential
requirement for refining the data contained in the LMS, so that it can be made more
informative and usable.
With this Admins can isolate and/or summarize the data set contained in their Report,
and then use the desired output to carry out various administrative tasks.
LMS Design
Absorb's Report Filters have been designed to provide the Admin with the ability to
pose highly focused informational requests of their LMS portal's data, through the use
of database queries, which allow for a great degree of control over Report content.
Design Considerations
Report Filtering Needs
Challenges
Regardless of the depth and breadth of data contained in a client's Learning
Management System, every organization (with its group of portal administrators) faces
the same challenges in dealing with all of the information they are using:


What do with all the information that needs to be collectively managed.
How to turn large quantities of information into something relevant to the work
at hand.
Managing Information
From this predicament, Admins will regularly encounter the situation where they
cannot effectively move forward in their work, until they distill their Report's data set
into a form that is both manageable and relevant to the next administrative activity
that awaits them.
For any database system like an LMS, this type of screening activity is done by applying
a 'database query'. In the particular case of the Absorb LMS, where the program's
database information is communicated via the portal's Reports, this same outcome is
achieved through the use of the product's
51
Getting Started: Admin Basics
Report Filtering.
Report Filtering Methodology
Goal
Absorb Report Filtering is performed by assembling a logical sequence of one (or
more) Admin-defined conditions, that once triggered by the LMS, will determine if the
query being asked of the database can actually be matched to one (or more) entries
contained in the program's data set.
In short, search and return only those items contained in the Report that precisely
match the conditions of what the Admin is looking for.
Steps Involved
At its most basic level, Report Filtering employs a particular data Value that the Admin
is looking to include (or intentionally exclude) as the basis of the Filter. This same data
Value will in turn be keyed to the group of data contained in one of the Report's
Columns (i.e. an LMS database field, possessing a shared class of data Values).
Once engaged, the LMS will directly compare the Admin's desired data Value against
the ones contained in the database Column (database field) - in each one of the
Report's individual Report entries (database records) - in order to find those unique
records that have (or intentionally do not have) the desired Value.
(Constructing a Report Filter can be decidedly more complex than just achieving a
match with a particular database record, but at this point in this topic, this is simplest
explanation of the kind of querying capabilities that the LMS is capable of.)
Report Filtering Results
Filtering Possibilities
The workings of a database query are relatively simple, but extremely effective;
especially, when more than one queries are used in combination (and which is further
detailed in the Report Filter & Multi-Filter Application article).
In the case of Absorb, this process is further enhanced by the large array of data
Columns contained in the LMS's numerous Reports, all of which can be used by the
Admin as Filters.
Many of these individual Report Columns also possess fairly unique attributes and/or
data types, all of which can also be taken advantage of, in order to construct highly
effective database queries, as well.
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Getting Started: Admin Basics
Outcome
By putting all of these concepts together, Absorb's Report Filtering allows the Admin
to fully refine their LMS data set with ever increasing complexity and precision, until
they are only left with the Report information that they want.
Report Data Attributes
The starting point for applying any Report Filter in Absorb, is to first select the required
Column to be used as the source of the query.
It is this initial selection, with the data attributes of the chosen Report Column, that will
be the biggest determining factor as to what kind of Filtering is available to the Admin
- and how their query will need to be assembled.
Based on the Report Column selected by the Admin there will be two Filter-relevant
data attributes to consider, both of which are directly connected to one another.
Report Data Types
The first attribute originating from the Report Column selection, will be the type of
data that the Admin will be using as the basis of the Filter.
 Text based data Values (i.e. alphabetic, numerical and a combination of both).
 Date based data Values (i.e. calendar date and time).
 Global Unique Identifier or GUID based data Values (i.e. complex and unique
alphanumeric combination, used for identifying individual LMS objects).
Report Data Inputs
The second attribute arising from the Report Column selection, will be in how the
Admin inputs their desired data Value, to be used as the basis of the Filter (and which
will be directly determined via the data type above).
 Selectable Input - a group of predetermined selections, accessible via a drop
down menu.
 Direct Input - a blank form field, allowing the entry of any information by the
Admin.
(Readers should be advised that these two terms are not actually part of Absorb's
official terminology, but are solely provided here to make explaining the construction
of Report Filters easier for new LMS users to understand.)
Report Filters
Data Relevant Filtering
Determining Attributes
As described above, the actual filtering mechanisms that Absorb makes available to
the Admin in the LMS, are directly tied to the specific attributes the chosen Report
Column (with each Report Column being capable of one style of Filtering only).
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Getting Started: Admin Basics
Consequently, the LMS will always automatically direct the Admin to the Filter
mechanism that is specifically relevant to the data contained in the Report Column
that they have chosen.
Example
For example, a Report filtered by a Column that contains date information, allows a
query to be built that will target Report data at a specific point in time. Similarly, a
Column containing a GUID can potentially be used to reduce a large data set down to
a single item.
Report Filter Types
Once the Admin makes their Report Column selection, the Absorb LMS will
immediately load their query using one of the following Filter types:
 Binary - Report Filter based on an 'either / or' choice.
 Boolean - Report Filter based on a 'yes / no' choice.
 Conditional - Report Filter based on a logical expression.
 Date - Report Filter based on chronological information.
 Match - Report Filter based on finding the exact information.
 Relational - Report Filter based on a mathematical expression.
 Required - Report Filter based on a mandatory choice.
 Selection - Report Filter based on an optional choice.
 Subset - Report Filter based on a primary or secondary choice.
(The actual structure and functioning of each of these query types is fully described in
the Report Filter Types located below.)
Report Filter Operators
Function Served
Each Report Filter Type offered in Absorb also comes equipped with a dedicated set of
selectable Filter Operators that the Admin can choose from while building their query.
These particular Operators are essentially a series of 'lenses' that better focus the
Admin's query, by precisely defining the logical condition that needs to be satisfied by
the Filter's final results.
Through the use of a Filter Operator a significant proportion of wanted (or unwanted)
Report data potentially stands to included (or excluded) in the final result.
Example
Absorb's Relational Filter from the list above is the most recognizable example of how
these Operators work. In this instance the Filter Operators are exactly the same as in a
basic mathematical statement: Equals (=), Greater Than (>)and Lesser Than (<).
54
Getting Started: Admin Basics
Report Filter Types
Absorb's set of Report Filters are made up of the following, customizable database
queries:
Element
Image
Description
Binary
Filter
This Filter type is used for
those Report Columns that
contain an 'Either / Or'
choice between two
different Filter Values (e.g.
User's Status is 'Active' or
'Inactive').
Boolean
Filter
This Filter type is used for
those Report Columns that
can contain either a 'Yes' or
'No' choice - exclusively (e.g.
User's Login attempt Was
Successful).
Conditional
Filter
This Filter type is used for
those Report Columns that
can contain alphanumeric
Filter Values which can be
used to satisfy a logical
condition (e.g. User's Last
Name Starts With 'Smi').
Date Filter
This Filter type is used for
those Report Columns that
can contain chronological
Filter Values (e.g. '2016-0210 01:00 PM').
Match
Filter
This Filter type is used for
those Report Columns that
can contain alphanumeric
Filter Values which
can only be filtered to
return an exact match (e.g.
Login ID: '63fcc098-e352405f-821a-707ed8713bf4').
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Getting Started: Admin Basics
Relational
Filter
This Filter type is used for
those Report Columns that
can contain numeric Filter
Values that can be used to
satisfy a numerical
condition (e.g. Enrollments
Equals '17').
Required
Filter
This Filter type is used for a
select number of Reports
in Absorb, that
are only populated by the
LMS once the Admin first
makes a selection from the
Report Column's available
Filter Values (e.g. Course
Activity Report requires
that the Admin select one
of the authored Courses in
their portal).
Selection
Filter
This Filter type is used for
those Report Columns that
can contain a collection of
Filter Values that the
Admin can make one or
more choices from (e.g.
Competencies: 'First Aid Beginner', 'First Aid Intermediate', 'First Aid Advanced').
Subset
Filter
This Filter type is used for a
select number of Reports
in Absorb that feature
either a Department and/or
a Category Column, each of
which will also contain a
second set of Filter Values
that allows for filtering to
be carried out on more
than one level (e.g.
Department And SubDepartments of 'Finance').
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Getting Started: Admin Basics
Report Filters
Applying any of Absorb's Report Filters requires an Admin's selection of: the
appropriate Column; the Operator that will refine their Filter; and finally, the Value that
will define what is being searched for in the Report.
To accomplish this, the LMS provides a number of Action choices the Admin can use in
creating, editing and removing their Report Filters. Using these capabilities, multiple
Filters can be engaged by the Admin to increasingly narrow the scope of their Report,
as needed.
Actions
When working with Report Filters the Actions available for use by the Admin are:
Element
Image
Description
Add Filter
(Initiate)
This button will open a dialog box to allow the
Admin to select and create the Filter they want to
apply.
Add Filter
(Execute)
This button will execute the Report Filter that the
Admin has constructed and generate the
required Report.
Update
Filter
(Initiate)
This button will reopen the dialog box to allow
the Admin to update and reapply an existing
Filter and generate a revised Report.
Update
Filter
(Execute)
This button will regenerate the updated Report
based on the changes the Admin has made to
one of their existing Filters.
Calendar
This button will open a monthly timetable where
the Admin can select one or more days for their
Date Filter.
Clock
This button will open a chronometer where the
Admin can select one or more times for their
Date Filter.
Cancel
This button will close the dialog box for any new
or existing Filter in the current Report without
saving it in the LMS (which the Admin will not be
prompted to confirm) and return the Admin
back to the Report page.
Remove
This button will erase the selected Filter in the
current Report (which the Admin will not be
prompted to confirm) and regenerate the Report
based on whatever Filter conditions remain. Any
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Getting Started: Admin Basics
Filter(s) deleted here is permanently removed
from the LMS and cannot be recovered.
This button will erase all Filters in the current
Report (which the Admin will not be prompted
to confirm) and regenerate the default Report
without any filtering applied. Any Filter(s) deleted
here is permanently removed from the LMS and
cannot be recovered.
Remove
All Filters
These Action options will only be available when the Admin is creating a Date Filter
for their Report.
Read more about our Report Filter & Multi-Filter Application in our online article.
Files
Absorb's Setup module provides Admins with a Files tool. By using Absorb's built-in File
Manager, Admins can upload any external learning-related content they might need
to be able to access and use in numerous places throughout the entire LMS.
In addition, the Files tool can also be used to help control which users are permitted
access to a given individual learning asset, simply based on where and how that File is
stored in the LMS.
How It Works
As mentioned, the File tool allows an Admin to easily and substantially increase the
resources they can have available to them in the LMS, by giving them a way to add
their organization's external learning assets that have been already created and/or
obtained elsewhere. The File Manager used to add this content to Absorb is based on
an industry-standard style of file uploader interface that every Admin will immediately
recognize and know how to use.
File Manager Features
As soon as the Admin selects the File option in Absorb, the tool's File Manager interface
will launch in a dialog window that is displayed over top of whatever portion of the
LMS the Admin is working on at the time.
File Manager Interface
The File Manager is initially presented in the interface's default view which points to
Absorb's main file directory. From this point an Admin has a wide range of activities
they can perform by using the major components that make up the Manager, in order
to view and work with their Files.
Element
Image
Description
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Getting Started: Admin Basics
File
Path
Located at the top of the
File Manager, this portion of
the interface lists the
location in Absorb's File
directory that the tool is
currently pointing to. As
indicated the path will first
point to the 'Root' Folder of
the Admin's LMS as a
default, whenever the
interface is launched.
Folders
Located on the left hand
side of the File Manager,
this portion of the interface
lists the collapsed directory
structure of all the Files
stored in the Admin's LMS.
The interface will initially
highlight the 'Root' Folder
as the default (the same as
the File Path) with first level
of directories provided
underneath, whenever the
interface is launched.
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Getting Started: Admin Basics
Files
Located on the right hand
side of the File Manager,
this portion of the interface
lists the collapsed directory
structure of any sub-folders
and Files stored in the
Admin's LMS. Each item
listed here is broken down
into columns based on the
object's File Name
(complete with extension
suffix), the Size of the File,
the Date the File was
uploaded and finally the
Type icon indicating what
the listed item is (i.e. a
folder , doc file
, xls
data , csv data , or an
image ). Each column
heading also acts as a sort
button that can be selected
for re-arranging Files (but
not Folders) to display in
either an ascending or
descending order.
Actions
Located at the bottom of
the File Manager, this
portion of the interface
provides the all of
executable options
available to the Admin
based on what is or is not
selected by them at the
time. (Refer to Actions in
the section directly below.)
Actions
When shown in the File Manager's default view the Actions available for use by the
Admin are:
Element
Image
Description
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Getting Started: Admin Basics
Add
New
Folder
This button (+) will allow the Admin to
create a new File Folder at the level
and location in the directory structure
as determined by the item they select
Folder portion of the File Manager at
the time the Action is triggered.
Unless the Admin chooses a different
location, the Folder will be always
added at the first directory level
directly under the 'Root' Folder as the
default, whenever the interface is
launched. Similarly if the Admin does
not enter a name for the new Folder
the default label of 'New Folder' will
be automatically assigned to the
newly created item.
Upload
Files
This button will launch the File
Uploader window which will provide
the Admin the option to add new
Files to their LMS, either by dragging
and dropping their File in the window
provided or by navigating to it directly
via their computing device's built-in
file navigator. (Refer to uploading
process as part of the Add heading
below.)
Allow
Drag &
Drop
This switch determines whether or
not individual Files and Folders can
selected in the form of a 'physical'
object and then moved to a new
location within the File Manager
interface. When the feature is turned
'Off' any object that the Admin selects
remains stationary and can only be
previewed, renamed or deleted. But
when the feature is turned 'On' (the
default setting) a grip icon ( )
appears next to any item that can be
relocated. Like other software
products that have this feature, this is
done by selecting the item with the
left mouse button, keeping it
depressed while moving the object to
the desired location and then
releasing the button to complete the
move. The Admin should be certain of
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Getting Started: Admin Basics
the item that they drag and drop to a
new location, as any File and/or Folder
moved in this way is automatically
completed as soon as the left mouse
button is released.
This button will close the File Manager
Interface.
Close
Add
Once you have determined the external File that you want to add, along with the
folder destination you want it located in, you can transfer it to Absorb using the tool's
File Uploader which is accessed by selecting the Upload Files button.
File Uploader
The File Uploader is used by the Admin to transfer their external Files to Absorb so they
can be directly accessed by the LMS.
Element
Image
Description
Upload To
This is the end destination
for the external File being
uploaded. This transfer
location is based on
whatever item was
selected in the Folder
portion of the File
Manager, as reflected in
the File Path and also
displayed here, so that
the Admin can confirm
that the File will be added
to the correct File
destination.
Overwrite
Files
This switch determines
whether or not the File
being transferred will
overwrite any object that
was previously uploaded
to the same destination,
in the event that it has
the same name as the
incoming item. When the
feature is turned 'On' (the
default setting) the
incoming File will replace
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Getting Started: Admin Basics
the copy already added
and when it is turned 'Off'
any identically named File
can not be added
successfully and an Error
message will be
displayed.
Drag &
Drop Files
Here
This is the area in the File
Uploaded where Files can
be dragged and dropped
as a 'physical' object,
similar to how the 'Allow
Drag & Drop' feature
works in the File Manager
Interface Actions
described above. The only
difference here is that
objects will not be
moving within the File
Manager but brought in
instead, from the outside
of the LMS. In this case,
the external File being
uploaded will need to be
'grabbed' from the
originating location on
the Admin's computing
device and then dropped
within the destination
location inside the
rectangle labeled 'Drag &
Drop Files Here'. It is also
important to note that
regardless of whether the
Allow Drag & Drop switch
is turned 'On' or 'Off' in the
File Manager interface,
this feature of the File
Uploader always remains
available for use.
Upload
File
This is the area where
Absorb's traditional File
Uploader can be
accessed as an alternate
means for transferring the
external File. This is
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Getting Started: Admin Basics
accomplished by
selecting the Upload File
button which
automatically launches
the default file uploader
already present on the
Admin's computing
device, after which the
Admin to navigate to the
desired File and add it
manually.
Status:
Complete
This is the message
displayed as soon as the
external File has been
successfully uploaded to
the LMS. This green
indicator lists the name of
the File that was
transferred to verify that
the upload positively
occurred (and also will be
designated with a check
mark in the case of which
ever item was added
most recently).
Status:
Error
This is the message
displayed in the event
that the external File has
failed to upload to the
LMS. This notification is
comprised of a written
confirmation that the
transfer was not
successful displayed
above a red indicator
listing the name of the
File that was not positively
transferred.
Note: The File Manager has a 255 character limit and 1GB size limit. If you experience any
errors uploading files into the File Manager, please ensure that your files meet these
requirements and you are uploading the file into a parent directory.
Actions
When uploading a new File the Actions available for use by the Admin are:
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Getting Started: Admin Basics
Element
Image
Description
Add New
Folder
Refer to the definition in
the File Manager Features
section above.
Rename
Folder
This button will open a
dialog box to allow the
Admin to give a Folder a
different name.
Delete
Folder
This button will open a
dialog box to allow the
Admin to delete a Folder
entirely.
File
Browser
This button will switch
back to displaying Files
and Folders in the File
Manager interface.
Allow
Drag &
Drop
Refer to the definition in
the File Manager Features
section above.
Close
Refer to the definition in
the File Manager Features
section above.
Edit
After an upload is complete the Admin can use the File Manager to make additional
changes to any of their LMS assets.
Actions
When working with Files and Folders the Actions available for use by the Admin are:
Element
Image
Description
Add New
Folder
Refer to the definition in the File
Manager Features section above.
Rename
Folder
Refer to the definition in the File
Manager Features section above.
Delete
Folder
Refer to the definition in the File
Manager Features section above.
Preview
File
This button will open a new web
browser window where the
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Getting Started: Admin Basics
contents of the File will be
displayed.
Rename
File
This button will open a dialog box
to allow the Admin to give a File a
different name.
Delete File
This button will open a dialog box
to allow the Admin to delete a File
entirely.
Upload
Files
Refer to the definition in the File
Manager Features section above.
Allow Drag
& Drop
Refer to the definition in the File
Manager Features section above.
Close
Refer to the definition in the File
Manager Features section above.
Managing Access
An extremely important subject in the use of Files (and indirectly with Folders as well)
are the different ways in which Absorb can be used to help manage access. For indepth information, please read more about Global vs. Private Files in our online article.
Saved Reports Overview
Absorb's Setup module also provides Admins with a Saved Reports tool. With it
Admins can view a listing of all the Report layout(s) they have previously created and
saved in the LMS.
Any time an Admin creates a custom Report - one that they might want to be able to
run again at a future date - they have the option to save that Report's specific filtering
and layout configuration to the LMS. This provides an Admin with the means to
generate the same Report, but with new data, whenever they need it - without having
to reconstruct that same Report each time.
Based on this capability, the purpose of the Saved Reports tool is to provide a means of
accessing and organizing the inventory of all the Report layouts that an Admin has
saved to the LMS as well as any other saved layouts that have been shared with the
user as a member of a specific Admin group. Additional information is also available on
those saved layouts that have also been configured to send out regularly scheduled
emails containing the most up to date version of the Report.
Given that this tool has been created primarily for display and informative purposes,
the only activities that an Admin can perform here are to delete any saved layout(s)
they no longer need and/or to run a custom Report on the contents.
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Getting Started: Admin Basics
Any Saved Report(s) deleted here is permanently removed from the LMS and cannot
be recovered.
Generated Reports Overview
How It Works
Absorb's Setup module also provides Admins with a Generated Reports tool. With it
Admins can review any Report(s) that they may have previously created and exported
to their computing device, for use in a different software application other than the
LMS.
Any time an exportable Report file is generated in any part of the LMS it is also
captured here, so that if the historical data contained in the Report ever needs to be
accessed again at a future date, it is still available.
Items in Generated Reports are available for re-exportation in the format that they
were originally created in: XLS format for use in MS Excel; and CSV format for use in
other non-Excel spreadsheet applications.
Report
Absorb's Generated Reports tool will launch using the standard Report layout as its
starting point where an Admin can: download a Generated Report; delete a Generated
Report; or, run a custom Generated Reports - Report.
The basic Generated Reports - Report can be customized to provide data on any of the
following parameters:
Element
Description
Date
Added§
This column displays the date the Generated Report was first created
and saved to the LMS.
ID
This column displays the Generated Reports' identifier automatically
assigned by the LMS and can be used in creating deep links in Absorb.
Name§
This column displays the title of the Generated Report.
Report
Type§
This column displays the name of LMS feature in Absorb where the
Generated Report was originally created.
§ These columns display by default when opening the Generated Reports page
Message Templates
Absorb's Setup module also provides Admins with a Message Templates tool. With it
Admins have the option to customize any of the standard email notifications that are
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Getting Started: Admin Basics
automatically generated and sent out by Absorb to Users across multiple
administrative and learning scenarios that occur in the LMS.
In addition to providing Admins with the means to change the wording of any of their
preset Message Templates (including any of the templates in any of the other Available
Languages that have been enabled in their portal) this tool also allows Admins to
configure the types of LMS users that will receive the email notification when it is
generated as well - Learners, Administrators and/or Supervisors.
Overview
How It Works
Fundamental to any productive LMS is the ability to be able to communicate to many
types of users across many different learning situations - easily, efficiently and
effectively. As such, the more information that can be conveyed by an
LMS automatically, the more Admins are free to do other more specialized
work and subsequently the more beneficial an organization's training program can
become. In Absorb this important business need is addressed through the use of
Message Templates.
Message Template Features
The Message Templates tool is comprised of three important features - the actual
Message Template, the list of available Message Fields and Absorb's built-in Text Editor.
Message Template
When working with a Message Template the content items that the Admin can edit
are:
Element
Heading
Image
Description
Located at the
top of the page,
this portion of the
Interface lists
both the name of
the Message
Template being
edited, as well as
the language that
it is being edited
in.
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Getting Started: Admin Basics
Subject
Located
underneath the
Heading, this
portion of the
Interface provides
the heading that
will appear at the
top of the
Message that the
Learner will
receive.
Body
Located
underneath the
Subject, this
portion of the
Interface contains
Absorb's built-in
Text Editor that
the Admin can
use to update the
wording of the
Message
Template they are
working on. (Refer
to Text Editor
below.)
Fields
Located
underneath the
Body, this portion
of the Interface
provides an
expandable list of
all the available
data variables
that the Admin
can choose to
have the
LMS automatically
populate in each
individual
Message that is
sent. (Refer to
Message Fields
below.)
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Getting Started: Admin Basics
To use this feature
the Admin just
needs to drag and
drop any variable
that they want to
include in their
Message
Template, into the
position they
want it to appear
in the Subject
and/or Body of
the email, to have
it added in
HTML format as
indicated by a
double set of
parentheses.
If the Admin
wants to remove
a variable from
the Message
Template instead,
they need to
select the entire
Field variable and
delete it
manually.
Send to Learner
This switch
determines
whether or not
emails created
using the
Message
Template will be
sent to a Learner
once it is
generated and
transmitted by
Absorb.
Send to
Administrators
This switch
determines
whether or not
emails created
using the
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Getting Started: Admin Basics
Message
Template will be
sent to all admins
for the designated
Learner once it is
generated and
transmitted by
Absorb.
Sent to Supervisor
This switch
determines
whether or not
emails created
using the
Message
Template will be
sent to a Learner's
designated
Supervisor once it
is generated and
transmitted by
Absorb.
Reset Template
This button will
erase any
previously saved
changes made to
the Message
Template and
restore it back to
Absorb's default
configuration
(which the Admin
will be prompted
to confirm). Any
changes made in
creating the
custom email will
permanently
removed from the
Message
Template (and
the LMS) once this
is performed and
cannot be
recovered.
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Getting Started: Admin Basics
Message Template Fields
When working with a Message Template the Field variables that the Admin can insert
are:
Element
Description
First Name
This field inserts a User's first name into the Message Template.
Last Name
This field inserts a User's last name into the Message Template.
Middle Name
This field inserts a User's middle name into the Message
Template.
Email Address
This field inserts a User's email address into the Message
Template.
Phone
This field inserts a User's phone number into the Message
Template.
Username
This field inserts a User's user name into the Message Template.
Department
This field inserts a User's department into the Message Template.
LMS Link
This field inserts a URL linking to the Learner side of the
LMS portal into the Message Template.
Admin LMS Link
This field inserts a URL linking to the Admin side of the LMS portal
into the Message Template.
LMS Name
This field inserts the name used to identify the Admin's
LMS portal into the Message Template.
Company Name
This field inserts the name of the Admin's organization into the
Message Template.
Company Phone
This field inserts the contact phone number of the Admin's
organization into the Message Template.
Company Email
This field inserts insert the contact email address of the Admin's
organization into the Message Template.
Date
This field inserts the current calendar date into the Message
Template.
Job Title
This field inserts the position that the User holds in the
organization into the Message Template.
Course Name
This field inserts the name of the LMS Course into the Message
Template.
Certificate Expiry
This field inserts the date that a Learner's Course Certificate
expires on into the Message Template.
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Getting Started: Admin Basics
Edit
While Absorb's default email notifications can effectively handle all of an Admin
portal's automated communications, the LMS still provides the option for modifying
any of the Message Templates to suit a particular organization's individual needs.
Should an Admin decide at a later date that they need to restore a notification back to
its original form, they can easily reset any of the Message Templates from here as well.
Actions
When working with a Message Template the Actions available for use by the Admin
are:
Element
Image
Description
Edit Template
This button will launch the Message
Template workspace where any selected
Message Template can be updated and
re-saved.
Reset to
Default
Refer to the Reset Template definition in
the Message Template section above.
Deselect
This button will clear any Message
Template selection made by the Admin
in the Message Templates Report.
Save§
This button will save any changes made
to the existing Message Template and
return the Admin back to the Message
Templates Report page.
Cancel§
This button will cancel any changes
made to the existing Message Template,
revert back to the last saved version
(which the Admin will be prompted to
confirm), and then return the Admin
back to the Message Templates Report
page.
(§ - Action options available after the Message Template has been opened for editing.)
Report
Absorb's Message Templates tool will launch using the standard Report layout as its
starting point. As already mentioned, from this page Admins can: edit a Message
Template; reset a Message Template; or, also run a custom Message Templates Report.
Message Templates Report
The basic Message Templates Report can be customized to provide data on any of the
following parameters:
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Getting Started: Admin Basics
Element
Description
Custom‡
This column displays the binary answer of whether or not the
default version of the Message Template has been edited and
saved by an Admin.
ID
This column displays the unique identifier generated by Absorb
to distinguish this Message Template from others contained in
the Admin's LMS.
Language‡
This column displays the language that the Message Template
has been composed in.
Send to
Administrators
This column displays the binary answer of whether or not the
Message Template has been configured to be sent to the portal's
Admins.
Send to Supervisor
This column displays the binary answer of whether or not the
Message Template has been configured to be sent to a User's
Supervisor.
Type‡
This column displays the name of the Message Template.
(‡ - Columns shown automatically as part of the default report view.)
Message Template Types
When the Admin first selects the Message Templates option in Absorb, the tool will
display a Report of all of the default email notifications that are automatically
generated and transmitted by the LMS (again, in all of the available languages that the
Admin's organization has chosen to support).
Message Types
Absorb's standard set of Message Templates are comprised of the following
customizable emails:
Name
Application(s)
Online
Course
Approval
Denied
ILC
Course
Bundle*
Curriculum
Approval
Pending
Online
Course
Description
This Message is automatically sent to the enrolling
Learner by Absorb as soon as the Approving Authority
for a given Course** (which depending on the Course
type can be designated as either the Course Author,
the Course Instructor, the Learner's Supervisor, the
Learner's departmental Administrator or another
specific LMS user) declines a Learner's Enrollment
Request.
This Message is automatically sent to the Learner by
Absorb as soon as they have enrolled in a Course (or
an Admin has done so for a Learner on their behalf)
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Getting Started: Admin Basics
ILC
Course
Bundle
and their Enrollment Request requires the
permission of the Approving Authority before it can
be confirmed.
Curriculum
Online
Course
Approval
Request
ILC
Course
Bundle
This Message is automatically sent to the Approving
Authority of a Course by Absorb, as soon as a Learner
has enrolled, requiring them to either accept or
deny a Learner's Enrollment Request by selecting
whichever LMS link included in the email (i.e. either
the Approval Link or Deny Link) reflects their
enrollment decision.
Curriculum
Online
Course
Certificate
Expiry
ILC
Course
Bundle
Curriculum
This Message is automatically sent to the Learner by
Absorb at 12:00 AM GMT on the first calendar day of
a given month in which a Certificate that they have
previously earned for successfully completing their
training is set to lapse. (This Message type has been
created primarily for those Courses that will result in
a Learner achieving specific skills / qualifications that
need to be kept up-to-date.)
Contest
This Message is automatically sent to the Learner by
Absorb as soon as they have achieved a specific
learning objective (i.e. successfully completion of a
specific Course(s) or the accumulation of a set
number of Course Credits) that is required for being
entered in either a Reward or Sweepstakes Contest.
Contest
Winner
Contest
This Message is automatically sent to the Learner by
Absorb as soon as the Administrator runs the
Contest Qualifiers Report for a given Reward or
Sweepstakes Contest, selects the Learner that has
won the prize and then clicks the Select As Winner
button.
Course
Bundle
Enrollment
Course
Bundle
This Message is automatically sent to a Learner by
Absorb as soon as the Approving Authority for a
given Course Bundle has accepted a Learner's
Enrollment Request.
Contest
Qualification
Course Due
Date
Online
Course
This Message is automatically sent to a Learner by
Absorb as soon as the expected date (as defined by
the Course Author) that the Learner reasonably
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Getting Started: Admin Basics
Course
Bundle
should have completed the Course by, has been
reached.
Curriculum
Online
Course
Course Expiry
Course
Bundle
This Message is automatically sent to a Learner by
Absorb as soon as the chosen date (as defined by
the Course Author) that the Learner should no
longer have access to the Course, has been reached.
Curriculum
Online
Course
Course
Nudge
Course
Bundle
This Message is automatically sent to a Learner by
Absorb (based on predetermined duration and
number of prompts as defined by the Course
Author) in order to remind the Learner to complete
the Course.
Curriculum
Curriculum
This Message is automatically sent to a Learner by
Absorb as soon as they have completed the
Curriculum in accordance with the Course Author's
fulfillment requirements.
Curriculum
Enrolled
Curriculum
This Message is automatically sent to a Learner by
Absorb as soon as the Approving Authority for a
given Curriculum has accepted a Learner's
Enrollment Request.
Enrollment
Key
Enrollment
Keys
This Message is automatically sent to a Learner by
Absorb as chosen by the Admin as soon as they
trigger it through the Send Enrollment Key
Instructions option.
Curriculum
Completed
Instructor
Led Course
Completed
Instructor
Led Course
Enrollment
ILC
This Message is automatically sent to a Learner by
Absorb either when the Instructor for an ILC Session
accesses the ILC Activity Report, selects the Learner
for editing and marks their Sessions status as
‘Completed’ orthey create a User Enrollments Report
filtered by that Learner, edits their enrollment for
that ILC and once again marks the Learner’s Session
status as ‘Completed’.
ILC
This Message is automatically sent to a Learner by
Absorb in the event that: the Approving Authority for
a given ILC has accepted a Learner’s Enrollment
Request or if Allow Self-Enrollment was enabled for
the ILC or the Learner was automatically enrolled in
the ILC by the LMS.
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Getting Started: Admin Basics
Instructor
Led Course
Failed
Mark
Attendance
Reminder
ILC
This Message is automatically sent to a Learner by
Absorb any time the Instructor for an ILC Session
accesses the ILC Activity Report, selects the Learner
for editing and marks their Session status 'Failed'.
ILC
This Message is automatically sent to the Instructor
of an ILC by Absorb to prompt them to record
attendance for each Class in the Session they are
teaching (based on a set number of hours of
advance notice before each individual Class has
been scheduled to conclude, as defined by the
Course Author).
Online
Course
ILC
New User
Course
Bundle
This Message is automatically sent to a brand new
user of Absorb as soon as the Admin creating and/or
importing the information to create a new
LMS account has been completed.
Curriculum
Online
Course
New User
Activation
ILC
Course
Bundle
This Message is automatically sent to a new user of
Absorb as soon as they have followed the
instructions contained in the New User Message
directly above and finished creating an
LMS password for their account.
Curriculum
Online
Course
Online
Course
Completed
Course
Bundle
This Message is automatically sent to a Learner by
Absorb as soon as they have completed the Online
Course in accordance with the Course Author's
fulfillment requirements (i.e. All lessons, in any order;
All lessons, in order by chapter; or, Exams only).
Curriculum
Online
Course
Online
Course
Enrollment
ILC
Course
Bundle
This Message is automatically sent to a Learner by
Absorb as soon as the Approving Authority for a
given Online Course has accepted a Learner's
Enrollment Request.
Curriculum
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Getting Started: Admin Basics
Online
Course
Online
Course Failed
Course
Bundle
Curriculum
Password
Reset
Payment
Approval
Receipt
Receipt Error
Scheduled
Report
Session
Approval
Pending
Session
Approval
Request
This Message is automatically sent to a Learner by
Absorb as soon as they have completed the Online
Course in accordance with the Course Author's
fulfillment requirements, but have failed to receive a
passing grade as measured by the collective group
of scored Tasks and Assessments which form the
basis for the Learner's final mark in the Course.
Users
This Message is sent to an LMS user by Absorb to
provide them with a link they can access in order to
reset their password, as soon as either the Absorb
Learner or Admin clicks on the Forgot Password? link
on the Login page of their LMS.
E-Commerce
This Message is automatically sent by Absorb to a
Learner to inform them that their E-Commerce
transaction has been approved and that they are
now allowed to access their purchased Course for an
LMS item that was paid for by a payment method
other than Credit Card or PayPal.
E-Commerce
This Message consisting of a proof of purchase is
sent by Absorb to the Learner buying a Course via
the LMS's E-Commerce module as soon as the
transaction has been successfully completed.
E-Commerce
This Message is sent to the Admin by Absorb in the
event that a Learner's E-Commerce transaction was
processed in the Payment Gateway but could not be
successfully completed in the LMS.
Reports
This Message is sent to an LMS user by Absorb to
provide them with a link they can access in order to
downloaded a regularly scheduled Report that they
have been chosen to receive by the Admin that
originally authored it and set up the distribution and
frequency of how and when it would be shared.
ILC
This Message is automatically sent to the Learner by
Absorb as soon as they have enrolled in a particular
ILC Session (or an Admin has done so for a Learner
on their behalf) and their Enrollment Request
requires the permission of the Approving Authority
before it can be confirmed.
ILC
This Message is automatically sent to the Approving
Authority of an ILC Session by Absorb, as soon as a
Learner has enrolled, requiring them to either accept
or deny a Learner's Enrollment Request by selecting
whichever LMS link included in the email (i.e. either
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Getting Started: Admin Basics
the Approval Link or Deny Link) reflects their
enrollment decision.
Session
Cancel
Session
Enrollment
Session Full
Session
Reminder
Session
Switch
ILC
This Message is automatically sent to a Learner by
Absorb in the event that the Learner decides to
cancel their enrollment in the Session via the option
in the Learner Interface.
ILC
This Message is automatically sent to a Learner by
Absorb as soon as the Approving Authority for a
given ILC Session has accepted a Learner's
Enrollment Request.
ILC
This Message is automatically sent by Absorb to a
Learner pending Session Approval as soon as the
Approving Authority for a given ILC Session (and one
that does not have an enabled Waitlist) accepts any
other previous Enrollment Requests that results in a
number of Learners equal to the Max Class Size.
ILC
This Message is automatically sent to a Learner by
Absorb (based on a predetermined duration and
number of prompts as defined by the Course
Author) before the start of the first Class, in the
ILC Session that the Learner is enrolled in, is
scheduled to be held.
ILC
This Message is automatically sent to a Learner by
Absorb as soon as they log into the LMS and change
one of their previous enrolled ILC Sessions which will
be followed thereafter with a new Session Approval
Pending Message.
Online
Course
Task
Notification
Course
Bundle
Curriculum
Waitlist
ILC
This Message is automatically sent by Absorb to
those particular LMS users (i.e. Admin, Supervisor,
Course Author, other) as chosen by the Course
Author (or subsequent Admins making edits to the
Task) to receive notification whenever a Learner has
completed a Task required as part of completing a
specific Course.
TThis Message is automatically sent by Absorb to a
Learner pending Session Approval in the event that:
the Approving Authority for a given ILC Session (and
one that does have an enabled Waitlist) accepts any
other previous Enrollment Requests that results in a
number of Learners equal to the Max Class
Size or the Session permits self-enrollment and the
Max Class Size has already been reached.
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Getting Started: Admin Basics
(* - Course Bundles as mentioned in this table actually refers to any of the individual
Courses that make up the Course Bundle instead.)
(** - Unless otherwise indicated the use of the word 'Course' in this table refers to any
type of LMS training - Online Courses, ILCs, Course Bundles and Curricula.)
Translations: Instructions & Workflow
In our Setup - Translations online article, we indicated that every word of text in every
one of Absorb's Learner supported Languages, is already translated and turn-key ready
in the Admin's portal, as soon as it is enabled in the LMS. While this is entirely true,
there are actually a few additional scenarios that might also require a Translation on
occasion, should the Admin have need of them.
The Learner Interface comes equipped with a wide assortment of Tiles that can be
activated by Absorb for the Learner to use in their portal. From this collection of Tiles,
there are five that can be enabled by Absorb, but which require the Admin to
specifically assign both a Title and Name that will be meaningful to their particular
Learner audience:





Catalogs
Courses
Enrollment Keys
Hyperlinks
Resources
To add any of these new Tiles to the Learner's Dashboard, Absorb will first enable the
individual Tile feature and then enter the Title and Name labels previously provided by
the Admin to Absorb - in English. With this the setup task will be complete, if English is
the only Language that is required.
However, should the Admin's portal support learning in other Languages, it will be up
to the Admin to create all of the Translations on their own. Using the English Title and
Name assigned to the Tile as the initial Translation Keys, the Admin will first have to
add a brand new Translation for each Tile field - with both the Key and the Value fields
sharing the exact same English word. This initiates the start of the Translation,
completing the first half of the process.
In the second part, the Admin will next need to have both the Title and Name terms
translated into the other Languages they require. As soon as all of the translated
information is ready, the Admin will once again need to add each of the two terms as
separate brand new Translations - employing the exact same English Key label as
before - but this time with the newly translated text entered as the Key's Value.
This second part is then done again for each Language (as selected from the tool's
drop down menu) that needs to be translated, and then repeated as many times as
the Title and the Name need to be translated. Once all the Languages have been
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Getting Started: Admin Basics
entered as brand new Keys, each with their own special Values, the Translation work is
done and all versions of the Tile will work correctly.
Fortunately for Admins, this task will likely not have to be performed very often. And in
truth, it takes far more time to describe this work - than it does to actually complete it.
Translations Workflow
Making use of the Translations features available in the tool's standard Report view, is
absolutely imperative if an Admin needs to change a term used in the LMS. The reason
is, that unless an Admin is fluent in every single Language supported in their LMS, they
will be unable locate all of the Values of a particular linguistic Key - unless they have a
means of finding them.
As such, the most common workflow that an Admin will be following in the
Translations Report will be to:

Copy from the Learner Interface, the specific text that the Admin needs to
change.
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Getting Started: Admin Basics




Paste the copied text, to be used as the search term in filtering the Translations
Report by Value.
Use the resulting Value Report to capture the particular Key name associated
with the selected text.
Use the resulting Key name as the search term in filtering the Translations
Report by Key.
Take the resulting Key Report with all of the instances of the Key and make the
necessary updates.
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