Your Learning

IBM
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Tables of Contents
Your Learning documentation 1

How to offer learning in Your Learning 1

Your Learning Reference Manual 14

Areas of Interest 15
Banner and touts 25
Comments and ratings 32
Create channels 32
Create learning activities 48
Create quizzes 54
General tab now 56
Questions tab 58
Settings tab 61
Save as Draft 63
Publish 63
Quiz reporting 64
Special use-case tag groups 67
Creation of tag groups/tags 70
Profile tag groups and tags 81
Apply and monitor tags 84
Alternative learning activities 94
Flagged learning 99
Learning assignments 100
Administrator learning assignments 103
Manager assignments 116
Learner experience 125
Learning invitations 129
Administrator learning invitations 131
Invitations for learners and managers 143
Learning plans 150
General tab 160
Sections tab 163
Items tab 166
Learning tracks 172
Multi-language support in YL Builder 181
Notifications 189
Ownership change request 193
Programs and resources 198
Recommended channels 205
Recommended digital credentials 209
Reporting 212
Reporting for managers 236
Roles and Groups 240
Steps for creating Roles and Groups 241
Suggested Roles and Groups 242
Understanding access control in groups 245
User groups: creation, member settings and management 247
Group Spaces: enabling, member settings and management 256
Group Space dashboards 263
 Group Space permissions 270
Scheduled jobs 272
Shared icons 274
Spotlights 278
Suggested matches 284
Switch ID 289
Target audience 292
Welcome to IBM Your Learning documentation

How to offer learning

With selected content providers, we connect and integrate their learning catalogs and transcript data into
Your Learning.

Credentials are also an integral part of the Your Learning platform, included in recommendations and search.
We automatically import your organization's digital credentials and badges along with external digital
credentials through Credly connect. Soon we're extending this feature to other credential and certification
providers.

The Your Learning platform offers ways for people who have access to share learning with others. This
guidance will help you learn how to use the Your Learning Service Center to create and offer an engaging
learning program for your audience.

There are five steps to consider when sharing learning with others:

1 2 3 4 5
Create Share Publicize Measure & report Offer Help

Create learning
Great learning content providers abound for a vast array of industries. Your Learning's not a learning content
management system but offers various ways to create and present learning activities to learners. There are
two ways to add learning within Your Learning - integrate learning content providers (like O'Reilly Safari,
SkillSoft, Udemy) or create your own learning activities. In most cases, our clients are working with learning
content providers but you can include your own content. The content might be a Powerpoint presentation, a
webinar, a video, a document, etc. The following information are tips, resources and best practices for content
creation.

8 Tips for Creating Effective Microlearning Courses

6 tips for creating great e-learning content

Here is some guidance on creating different types of learning offerings with the content you already have
ready.

Create and host a learning video

Resources for creating great videos:

A Beginner's guide to Taking Great Video on Your Phone

Courses to Help You Create Better Images and Videos
Optimal Video Length for Student Engagement

Where to Store your Videos

Your Learning 1
 In order to add your videos to Your Learning, you will need to store them in a place where they can be
accessed via a URL. Your organization may have secure places to offer. Your organization may also have
private versions of the places below for you to use. Note that some of these sites are banned in certain
countries. Here are a few ideas:

Watson Media
Box
Vimeo
YouTube
Dropbox
Google Drive

Additional video resources

Captions, Transcripts, and Audio Descriptions
Camtasia for creating videos (Mac and Windows)
Final Cut Pro for creating videos (Mac)
Audacity for creating audio files (Windows, Mac, Linux)
Royalty-free images and music
Unsplash
iStock
SmartSound

Create and host e-Learning or self-paced learning offering

A number of platforms are available to enable you author your own e-Learning courses. Most authoring
platforms offer hosting, but if you have learning that is private, you may need to host your content yourself. As
long as the content is available via a URL, you will be able to add it to Your Learning.

Adapt Learning: This open source platform, available free of charge, makes it possible for you to design
and author engaging, visually appealing self paced online courses without the help of a developer --
although development customization and enhancements are possible. Courses may be delivered as
SCORM packages or HTML5 websites.
Moodle as a course development tool as well as a Learning Management System (LMS). It is free, open
source software.
This article discusses other open source content management tools.

Share learning in Your Learning

How do you share and present your learning content - from trusted sources, content you've created, or
possibly online free content - within Your Learning? First, all of the learning content needs to be added into
your tenant's learning catalog. The connectors and integration of content from your trusted sources are
automatically added to your tenant learning catalog but content may also be registered manually in your
learning catalog. Once in your catalog, learners can search by keywords, name or title for learning content
matching their needs. Both types of learning content may be tagged for categorization and personalization. In
some cases, you'll want to provide additional guidance or prescribed learning - a list of prerequisites or
learning activities to be taken in a recommended order. Assessments can be included for you learning content
with stand alone quizzes or in combination with learning plans.

Automated learning content

We refer to content that comes into Your Learning by automation as trusted sources of content. Learning
content from providers like LinkedInLearning, O'Reilly, SkillSoft, Cornerstone, etc. can be brought into Your

2 Your Learning
Learning by an automated feed. The content that comes various sources that is structured can be
programmatically imported and made available to learners immediately. In addition, scheduled learning
(classes that are face to face or virtual) using a Learning Management System can also be imported.

These trusted sources of content require some programming to be developed, called a connector, which will
involve a technical team member to work with the IBM team to get the source of content set up. Once that is
done, it will automatically feed in new content, updates to existing content, and deletions.

There are three types of learning activity transcript types. Typically, transcripts created and recorded in Your
Learning for trusted source content are either "Source managed" or "Source initiated." This indicates the
transcripts data - which may include progress or completion information - was received from a trusted source.
The transcript data sent is based on the trusted source's tracking and data structure. Therefore, though there
is a basic information required for Your Learning transcripts, the transcript data may vary by trusted source.

You may view learning activities by trusted source in the Service Center learning catalog. Click the link for
learning activity catalog on the Learning Catalog tile.

In the learning activity catalog, there are many filters available to view your learning activity catalog. The
trusted source filter provides the option to view activities by any trusted source configured for your tenant.

Your Learning 3
 Manually registering learning content
We expect that most of your learning content will be provided by trusted sources yet your organization's
learning professionals may also create learning content. Visit our register learning activities documentation
for instructions on manually registering your content into your tenant learning catalog through the Your
Learning Builder. Learning activities registered manually will have a transcript type of "User initiated."

Sharing content and providing guided learning experiences

Once your learning content is available in Your Learning, learners can begin searching and discovering it. IBM
culture has a strong focus on enabling employees and teams to direct their career paths through experience
and discovery. Yet we also know our large learning catalog can be overwhelming to search. Therefore we've
created search features and tools within Your Learning to assist our learners to find relevant content and

4 Your Learning
 guided learning experiences. The following is a list of some of the features available to learners and learning
professionals to assist learners in finding and sharing your learning catalog content.

Learning plans
Learning plans allow learning professionals to create recommended guided steps to complete one or more
learning activities intended to reach a specific learning goal. For example, you may have preferred learning
activities recommended for all customer service representatives in your organization. If there's an order for
how the learning activities should be taken - progression of beginner topics to advanced - learning plans are a
good tool. Learning plans allow you to break up and group learning into ordered sections. Entire sections or
individual learning activities may be marked required or optional to complete the learning goal. Non-learning
activities called plan-specific tasks can be added to learning plans. You may also include a quiz assessment
completion for sections or the entire learning plan before it can be marked complete by the learner. Learning
plans have a robust name-level engagement and completion reporting available. For detailed instructions on
creation and usage of plans

Channels
Channels provide grouped learning recommendations by category, topic, or purpose. Standard channels are
maintained manually, adding and removing learning as needs change. Dynamic channels are created through
categorized and personalized tagging and update automatically as curators add and updates tags. Where
learning plans are a prescribed list of ordered learning, channel learning is optional. For example, create a
channel with all of the recommended customer service representative learning activities. Learners subscribe
to the channel and may pick and choose which activities are relevant to them. The expectation is a channel is
actively curated by your organization's subject matter experts to assist learners in finding recommendations.
In this way, a channel does not have a concept of being complete. It is a way for learners to see learning that
pertains to a certain subject which changes all the time. Think of a channel like Netflix genres - you don't ever
complete a list in Netflix, and new shows are constantly added. For detailed instructions on creation and
usage of channels, visit our Channels documentation.

Learning tracks
Learning tracks are curated sets of recommendation channels which can be grouped by any relevant category
like topic, skill, role, steps or levels to be taken in a recommended order. They give organizations fine control
over what appears as recommended learning, their own "landing page" for their learners. Target audience
settings allow them to be created and displayed for one or multiple demographics, roles or skills. As
recommendations, learning tracks provide guidance but are optional.

For organizations which prefer recommendations through dynamic channels and curation through tagging,
learning tracks used in combination with dynamic channels can be easier to update and maintain. For detailed
instructions on creation and usage of learning tracks, visit our Learning tracks documentation.

Quizzes
A quiz can be added to any learning plan, channel, or learning track or as an individual learning assignment.
Combine a trusted source learning activity with a required quiz of your own creation in a learning plan to
evaluate your learner’s knowledge of the subject. Quizzes can also provide learners a way to gauge their own
progress or as an option to test out of a subject. Quizzes are a type of learning activity and therefore each quiz
attempt creates an individual transcript associated with the learner. For detailed instructions on creation and
usage of quizzes, visit our quiz documentation.

Publicize learning

Your Learning 5
 With your learning catalog established, focus turns to identifying and categorizing courses to facilitate
learning adoption. Organize learning by topic or your organization's goals. This may mean tagging learning
activities or creating groups of courses in learning plans, channels or learning tracks. Then review the various
options to promote and publicize learning to your learners.

Categorize your learning activities with tags

Set up learning activity suggested matches which appear at the top of related search results
Advertise in a tout or spotlight on your tenant home page
Send invitations or create learning assignments for key learning activities

Tag Learning
Tagging improves findability and reporting, helps lay the foundation for cognitive functions, and enables better
content curation. Tags can be both based on your organization's taxonomy or a customized list of topics,
goals, etc. For example, you could tag all learning activities pertinent to a particular job role in your taxonomy
and then create a dynamic channel for that job role to allow learners to view and take those courses. Learn
more about tagging.

Spotlights
When you're looking to grab learner's attention on your tenant home page, use Spotlights. Over 75% of all
IBM employees discover and start learning from Spotlights. They're Your Learning's prime advertising which
can be targeted and personalized with your organization's demographics, job roles and skills taxonomy, or
tagging. Learn more about Spotlights.

Touts
Similar to spotlights, touts provide a short high profile text only call to action on the home page masthead
banner. Only one tout can be displayed to a learner at a time and can be targeted and personalized to your
organization's demographics, job roles and skills taxonomy. Learn more about touts.

6 Your Learning
Suggested matches
Suggested matches are links to learning activities, channels, digital credentials, programs and resources, or
webpages that show up at the top of a Your Learning search result. When learners search the learning catalog
using configured keywords, the first results display first. Learn more about suggested matches.

Invitations and learning assignments

Invitations and learning assignments can provide a more direct promotion approach as they both have the
option to send an email or slack notification to learners. This can be helpful to reach the learners not actively
visiting the Your Learning site. Please consult your organization's legal and privacy policies before creating
invitations, assignments and notifications. Invitations are recommendations with no expectation of
completion. There are two types of learning assignments, required and non-required. Both include a due date
and display in learner's learning assignments queue.

Your Learning 7
 Other ways to highlight learning
In addition to tagging, spotlights, touts and suggested matches, consider configuring recommended channels,
recommended digital credentials and programs and resources for large learning programs that pertain to
most or all of your organization.

Report on learning
Once your learning is being found and consumed, it's time to measure and report on its use. Reporting
documentation on Your Learning

Types of reporting access

If you need name level detail of who completed the learning activities, you must request special access. Each
organization handles access requests differently, depending on Global Privacy restrictions. By default, roles
are set up to assign people to be able to see name level detail for each the following countries:

Germany
Austria
Latvia
Lithuania
Philippines
Israel

Then, there is a role set up for people who can name level detail for people from all countries other than the
above. And finally, there is a role set up for people who can see name level detail for all countries.

Measuring Learning Activities

Depending on your access, you may see completion reports for any learning activity. Go to the Completion
Reports area in Manage Learning in the Your Learning Service Center.

From there, configure the Learning Completion report and choose the options you'd like. You can select a
single Learning Activity or multiple activities.
8 Your Learning
You will be able to see the number of completions, hours, unique learners, and dollars (if applicable) for your
learning activity/ies.

If you would like to see information about people who have enrolled in your activities, but may not have
completed the learning, then choose the Learning transcript report instead of the Learning completion report.

Managers can see who of their direct reports (who are not in one of the above countries) have completed any
learning activity by going to that activity in Your learning, and selecting Your Team Completion Status.

Your Learning 9
 Measuring learning in channels
Basic channel reporting consists of the number of people who have added the channel. You can view details
about channels you own by selecting Manage Channels from the Your Learning Builder page.

10 Your Learning
You will be presented with the channels you own or manage and the number of subscribers for each channel.

If you would like to see how users are interacting with channels, you can configure the Channel user actions
report from the YL Platform Usage reports page.

Your Learning 11
 To see who has completed activities that are part of a channel, run an Individual transcript records report (you
will need the correct access), and select the channel in the filter area.

12 Your Learning
Offer learning help
When your learners have questions, they need answers promptly. Your Learning has a few ways to make sure
this happens. First, you can customize where they should go when they select the ? icon that is always
available in the header.

At IBM, we offer a few different ways for our employees to get help: - Chat bot - Get support - Send feedback -
Getting started

Your Learning 13
Chat bot
Your IBM client team can help you build a chat bot using our Watson Assistant. It can be simple enough to
answer most questions, or it can be very detailed, where it may use AI to predict what the learner needs and
offer personalized suggestions for learning.

You can also augment your chat bot by offering to connect people with live help - your 'power users' who want
to make themselves available to answer questions from your audience.

Get support
At IBM, we have a team that is devoted to helping learners. When someone selects Get support they are
connected to a self-help application that has a case management / ticketing tool. You may wish to use the
help tool you may already use for other internal applications.

Send feedback
The Your Learning Feedback survey captures immediate feedback about the Your Learning system. This
feedback is used by our IBM developers to make improvements in Your Learning. If you would like to see the
feedback that your learners are giving us, please ask your IBM Client team.

Getting started
The Getting Started tutorial is shown the very first time a learner uses Your Learning, and then is always
available for review when someone chooses this option.

IBM Your Learning

14 Your Learning
Introduction
The intent of this document is to provide our Clients with the information that describes the functions for
setup and ongoing business operations of a new Your Learning instance in the multi-tenant environment.

Your Business Operations team

The Business Operations team for Your Learning are those who will manage content within the Your Learning
ecosystem. This can include adding learning, reviewing content for flags and comments, creating and
monitoring channels, and promoting learning via spotlight and recommendations.

These team members should have working knowledge of the organization of the company and their HRIS, to
be able to advise people on targeting recommendations and spotlights to the right groups.

Each client will decide upon the roles and abilities the Business Operations group has, as well as the other
roles for support and configuration.

View and print a copy of this entire documentation: Your Learning Documentation PDF download

Areas of Interest
All organizations periodically determine their priority job roles and skills needed to maintain and grow their
business. These may be high growth jobs in your industry or people skills. Your human resources, learning,
and workforce planning staff work with the senior executives of every area of your organization to identify the
skilling and staffing needs that will make the organization successful in the future. The resulting list is your
recommended job roles and skills which we call "areas of interests." This list of roles, skills and topics are
configured and incorporated into the learner profile, the recommended job roles and skills page, and Watson
recommended channels. Learning professionals can also help boost learning content by tagging it with the
associated areas of interest tags.

With these areas of interest roles and skills configured, learners choose their matching interests in their Your
Learning profile and can review the recommended "Hot Roles and Skills" page which contains individual
learning activity recommendations by areas of interest. The recommended content is linked to recommended
channels created by your learning professionals or Watson generated channels personalized to match the
learner's profile selections. Areas of interest may also be used as a target audience selection, e.g. create a
spotlight for a new customer service course with a target audience of learners who have selected "customer
service representative" as a job role in their profile.

Once your areas of interest are determined, group the job roles or skills into categories. The categories are
typically collections of like items, e.g. a "People Skills" category may contain written communications,
emotional intelligence, leadership, and presentation skills. Within Your Learning, the areas of interests use

Your Learning 15
 these categories as the top level of a two-level hierarchy with the category as the title or group label for
display. Currently IBM has five categories but your business may have less or more. There's no hard rule to the
number of categories or areas of interest your organization may use but review the following example and
consider overall design and presentation to learners when they view their profile and recommended job roles
and skills pages.

Note: If your organization integrates your HRIS job roles and skills taxonomy with Your Learning these data
points will be linked into the areas of interest and job roles and skills configuration.

Areas of interest at IBM

To assist in the understanding of how areas of interest may be configured and used, the following is IBM's list
of categories and areas of interest and how they flow into learner profiles, recommendations, promotions and
reporting.

Category Areas of Interest

Enterprise Analytics, Artificial intelligence, Cloud, Industry skills, Quantum, Security
Strategic Skills
IBM Professions Architect, Communications, Data Science, Design, Enterprise Operations, Finance,
General Management,
Hardware Development and Support, Human Resources, Legal, Manufacturing,
Marketing, Offering Management,
Product Services, Project Executive, Project Management, Research, Sales, Services
Solutions Management,
Site Reliability Engineer, Software Development and Support, Supply Chain, Technical
Specialist
People Skills Adaptability and flexibility, Business acumen, Creative thinking and innovation, Critical
thinking and
problem solving, Cultural intelligence, Decision making, Emotional intelligence, Growth
minded, Leadership,
Leadership for managers, Learning agility, Mindfulness, Negotiation, Personal branding,
Presentation
skills - eminence, Presentation skills - executives, Presentation skills - foundations,
Resilience,
Teamwork and collaboration, Time management, Trusted advisor, Verbal
communications, Written communications
Popular Topics AWS, Ansible, Automation, Azure, Blockchain, Coaching, Cyber Security, Devops,
Docker, Excel, Hybrid cloud,
IBM garage, Industry jumpstart, Java, Javascript, Kubernetes, Linux, Machine Learning,
Mentoring,
Openshift, Python, Redhat, SAP, Salesforce, Sql, Systems, Udemy
Ways of Working Agile, Design Thinking
Skills
The above areas of interest display in the learner profile, a section titled by category with multiple choice
selections for each area of interest. Learners may choose a single topic, all or none in each category. Note: We
recommend our learner's review and update their areas of interest selection every six months.

16 Your Learning
Once learners have set their preferences in their profile, advertise to those learners with many of the Your
Learning promotion tools. For example, create a spotlight - a learning advertisement on the Your Learning
home page - which only displays to learners that have selected an interest in that topic. The screenshot below
is how target audience is set by Areas of Interest using a spotlight form. Learn more about setting target
audience with demographic filters.

The recommended Hot Roles & Skills page is created automatically using some or all of your organization's
areas of interest. Each area of interest may be configured with target audience settings to limit topics to those
that pertain to them. For example, set the Software Developer role to only display if the learner is in the
Information Technology business unit. Or, the Negotiation skill should only be viewed by people who are
sellers. But the Agile skill should be something everyone can see.

Your Learning 17
 When learners select a tile from the recommended Hot Roles and Skills page, they receive additional
information from the area of interest record about the role or skill and a list of recommended learning
activities and channels they may subscribe to.

Configuring areas of interest

The goal of setting up your areas of interest is to allow you learners is three-fold:

1. Allow learners to indicate their preferences for learning content

18 Your Learning
 2. Provide learning professionals a way to target and report on learning content using those learner
preferences
3. Create curated recommendations by the areas of interest which learner may browse on the Hot Roles
and Skills page.

Your organization may choose to only use the first 2 above options or all 3. The full configuration is a multi-
step process. This is an overview of the process followed by detailed instructions of each step of the process.

1. Determine categories and areas of interest for your organization.

2. Create the category records.
3. Create the areas of interest records associated with each category.
4. When creating the area of interest records, decide if there should be a corresponding
recommendations page in the Hot Roles and Skills. For areas of interest records without corresponding
recommendations pages, it's configuration is complete.
5. If you select to have a Hot Roles and Skills page for the areas of interest, a recommended channel
needs to be created. This means additionally, you need to:
a. Create a channel and populate it with recommended learning content relevant to the topic.
b. Create a recommended channel record using that channel of recommended learning content
and set the target audience in the recommended channel record to match the Area of Interest
name.

Note: You can create recommended channels using Watson generated recommendations but Watson
generated channels are only eligible for activities with at least 100 learner completions. When Your Learning
is first implemented, you can choose to not use the Hot Role and Skills recommendation pages until you've
attain enough learner completions.

Lastly, though not required for maintaining areas of interest or recommendations, to assist with creation and
maintenance of recommended channels, we advise the use of tagging. Tagging both boosts the Watson
recommendation training and also allows learning professionals to create dynamic channels for
recommendations.

Areas of Interest dashboard

Once your organization has decided on the structure of for the categories and areas of interest, you can create
the associated records. Users need the AREAS OF INTEREST - ADMIN global role to add and manage the
Areas of Interest records.

To view, add or edit areas of interest and categories, from any Your Learning page, scroll to the bottom and
click your Service Center link. Navigate to the Platform settings tile and click Areas of Interest.

Your Learning 19
 The dashboard lists all areas of interest records by category.

Add categories
Start by creating your categories. Categories will display on the profile page and optionally the Hot Roles and
Skills page for the targeted audience you choose.

1. From the areas of interest dashboard, click manage categories.

2. From the areas of interest categories dashboard, click create category.

20 Your Learning
 3. Enter an areas of interest category title. This text will be the label displayed to the learners and also
used to create the category id. The label may be changed in the future but the associated id can't be
modified. The learners never see the area of interest category id, it's only used by the system.
4. Enter an areas of interest category description. This description displays on the Hot Roles and Skills
recommendation page.
5. You may change the default language and add additional language translations.
6. Click save to complete the category record.

Create areas of interest

1. From the areas of interest dashboard, click create area of interest.

Your Learning 21
 2. Select the category from the list of areas of interest categories.
3. Enter the area of interest label. This text will be the label displayed to the learners and also used to
create the area of interest id. The label may be changed in the future but the associated id can't be
modified. The learners never see the area of interest id, it's only used by the system.
4. Enter the area of interest description. This displays on the Hot Roles and Skills recommendation page.
5. You may change the default language and add additional language translations.
6. For tags, you can associate tags to this area of interest. Click add tags to select from your current tag
groups and then specific tags. Tags from more than one tag group may be added by clicking add tags
again. This tagging will help with curation of the Watson pattern created recommended channels.
7. Click the checkbox to include the area of interest in the Hot Roles and Skills pages. For each Hot Roles
and Skills page you will need to have one or more a corresponding recommended channel with
recommended learning.
8. For visible to select if all learners may view this area of interest or a targeted audience. For example,
you can set a Software Developer area of interest to only display to learners in the Information
Technology department.
9. Click save to complete the area of interest record.

22 Your Learning
Recommendations for Hot Roles and Skills pages
For each area of interest which you set to have corresponding Hot Roles and Skills page, you'll need to create
a channel and associate that channel to the area of interest in a recommended channel or use Watson
generated channel recommendations.

Manually created recommended channels

Note: Review the channel creation documentation to not only learn how to create a channel but understand
the differences between standard and dynamic channels. Dynamic channels highly rely on an ongoing tagging
process by curators but may reduce overall maintenance of curated channels. Ask your IBM representative to
review the features for more details.

If you aren't using Watson generated recommendations, follow these instructions for each area of interest
configured as a Hot roles and skill page.

Your Learning 23
 1. Identify learning content for area of interest recommendations.
2. Create a channel using the linked instructions.
3. With a completed channel, create a recommended channel using the linked instructions. When filling
out the recommended channel form, for target audience (step 7 in instructions for Add a
recommended channel) choose the demographic filter to be Areas of Interest and match it to the area
of interest for this channel. This will link the recommended channel to the Hot Roles and Skills page for
the area of interest specified. See example of setting in below screenshot.
4. Confirm the recommended channel is linked to the Hot Roles and Skills page by returning to the Areas
of interest dashboard and click the view page link in area of interest entry row.

Watson generated recommended channels

Note: You can create recommended channels using Watson generated recommendations but Watson
generated channels are only eligible for activities with at least 100 learner completions. When Your Learning
is first implemented, you can choose to not use the Hot Role and Skills recommendation pages until you've
attain enough learner completions.

To create Watson recommendations for all configured Hot Roles and Skills pages, follow these instructions.
This will result in Watson recommended channels to be created for ALL areas of interest and be linked to each
Hot roles and skills page. You don't need to set a target audience or create a recommended channel for each
area of interest.

1. Create a recommended channel using the linked instructions.

24 Your Learning
 2. When filling out the recommended channel form, use the Channel ID or ID Pattern field and enter
CNL_REC_TOPIC-{areasOfInterest} as the pattern. See example of setting in below screenshot.
3. Confirm the recommended channel is linked to the Hot Roles and Skills page by returning to the Areas
of interest dashboard and click the view page links in area of interest entry rows.

Masthead Banner and Touts

You may customize the masthead banner - the page-wide horizontal image - at the top of the home page, YL
Builder page, or YL Service Center page. The home page only advertisement called a tout can also be
customized. These graphics and text can be created independently, uploaded, and changed as needed.
Multiple banners can be uploaded and will rotate automatically each day. Below is an example of how they
appear in the Your Learning interface.

Your Learning 25
Masthead images dashboard
For this access, the user must have the Your Learning Security role MASTHEAD IMAGE - ADMIN.

From any Your Learning page, scroll to the bottom and choose YL Service Center. From there, navigate to the
Platform settings area and select Masthead images.

The masthead dashboard provides a list of active images by page and option to add a new image. There are
tabs for each page that allows a masthead image to be set. The images are sorted by the rotation order which
is set by administrators. Each image has the day for it's next display date which is updated at midnight
Coordinated Universal Time (UTC). Once active, the current day's image cannot be edited unless another
image is first designated as the current day's image. Setting the current day's image is an option only available
on the ellipsis (3 dots) menu in the last column of the dashboard.

Though not necessary, consider using multiple images to provide variation and interest to learners. IBM has
thirteen images in rotation for the Your Learning home page. Using thirteen images results in a staggered

26 Your Learning
 image that provides a different image every day for two weeks, yet doesn't result in displaying the same image
on the same weekdays.

Reorder masthead images

You may reorder masthead images by either dragging and dropping the image entries or by changing the
rotation order numbers.

a. Click and drag the drag and drop handle for each item to the new position. The numeric
assignments will automatically be reordered.
b. Change the numeric assignments for the item by entering new number assignments directly.
Entering numeric assignments higher than the total number of items will move the item to the bottom
of the list.

Add a new masthead image

Prior to uploading an image, use these recommended guidelines when creating banners for the Your Learning
platform. Only upload images that your organization is authorized to use.

3200 x 800 px size recommended; 1600 x 400 px minimum (4:1 ratio)

JPG recommended for photographic images (e.g., people); otherwise PNG. No animated GIFs.
250 KB file size recommended; 2.0 MB max file size.
Keep in mind that some text and elements will display over the top of the left side of the banner image.
Avoid adding text to the masthead images. They are not multilingual or accessible.
Preview the image on multiple devices (including mobile) to ensure it displays as expected.

Instructions to add an image which meets the above specifications.

1. From the masthead image dashboard, click add image.

2. For application choose the page where the image will be displayed.

Your Learning 27
 3. Click upload to select the image file to be used.
4. Set the status as active to include it in the active rotation.
5. Click save.
6. Once saved, from the masthead image dashboard, on image record entry, click to preview to confirm it
displays as expected.

Masthead touts dashboard

For this access, the user must have the Your Learning Security role MASTHEAD TOUT - ADMIN.

From any Your Learning page, scroll to the bottom and choose YL Service Center. From there, navigate to the
Promote learning area and select Masthead touts.

28 Your Learning
 The masthead touts are similar to spotlights, designed as a call to action advertisement of courses or
programs for all learners or targeted to specific audiences by demographics, job roles or skills. The masthead
touts dashboard lists all current active touts, sorted by display order which is set by administrators. If there
are multiple touts visible to a learner, the first tout in the display order will be shown. Touts aren't rotating.
Touts are only allow for two lines of text. Note that there is only one tout displayed for each learner and the
system will take the first matching one according to that learner's demographics, so it's best to put the touts
for 'all learners' at the bottom of the list on the Tout management page.

Create a tout
1. From the masthead touts dashboard, click create tout.
2. Enter text for the first line to be displayed. There's no character limit but should be kept to
approximately 40 characters or less to display correctly. The text will not wrap.
3. Enter text for the second line to be displayed. There's no character limit but should be kept to
approximately 30 characters or less to display correctly. The text will not wrap.
4. Enter the url of the learning activity, digital credential, channel, or site where the learner will find or
start the learning. This is the link the learner will be directed to when they click the tout text.
5. To display in multiple languages, click and choose another language and click add. Multi-language
support

Your Learning 29
 6. Target audience can be all learners or a target audience specified by your tenant's taxonomy. Learn
more about setting target audience with demographic filters.
7. Set the status as active to include it in touts to be currently displayed.
8. Click save.
9. Once saved, from the masthead tout dashboard, on tout record entry, click to preview to confirm it
displays as expected. It's recommended to check the preview on multiple devices, including mobile.

Tout example
The following is an example tout specified to only display to learners matching the Country demographics of
USA. This option is an IBM demographic selection and your tenant taxonomy may be different.

30 Your Learning
Published masthead tout on YL home page
Below is the example tout published on the YL home page.

Your Learning 31
Comments and ratings
Learners may add comments (reviews) and ratings to learning activities. Learning activity comments can be
viewed by all learners. If a comment is determined to be inappropriate, the support team or learning catalog
administrators may remove them. Comment deletion is provided to users with the CATALOG - ADMIN or
COMMENT - ADMIN global roles. Removal of comments is performed on the learning activity page by clicking
the remove comment link below the comment to be removed. Comments can only be removed, not edited.

Channels
Channels are groupings of learning activities and/or digital credentials with a common theme or purpose.
Channels can be used as 'living' containers of activities and credentials to help learners with common job
roles or subject areas of interest to find the most relevant learning. Channels may be created manually by
learning professions or Your Learning creates recommended channels for learners using artificial intelligence
based on learning activity completion rates and tagging. Learners may subscribe to channels to periodically
check the contents.

Channel type Description

Standard Channel owners manually add and remove learning items and may set item sort order.
Dynamic Channel owners specify learning item criteria based on tags and filters for activity type
and learning provider.
Note: Neither channel type will display unavailable or expired learning items.

Channel vs. Learning Plan

32 Your Learning
 Commonly, learning professionals wish to create a collection or series of learning activities for learners and
are unsure of the best Your Learning tool to use: learning plans or channels? Both are composed of a number
of learning items put together in a group for learners. Here are the differences between channels and learning
plans:

A channel doesn't have a concept of being complete. It's a way for learners to see learning pertaining to
a certain subject, and this changes all the time. Think of a channel like Netflix genres - you don't ever
complete a list in Netflix, and new shows are constantly added.
A learning plan can be completed, and certain elements can be set as required, optional, or
required/optional for certain people.
Quizzes can be added to both channels and learning plans but channels don't provide a way to set a
procedural order of when to take the quiz. In addition, you can't make a quiz required in a channel but it
can be required for completion in a learning plan. Practice quizzes can be helpful in channels to allow
learners to test and assess their knowledge.
A learning plan has robust name-level engagement/completion reporting available.
Non-learning activities called plan-specific tasks can be added to learning plans but not to channels.
A learning plan can be assigned, required, and used in an invitation. Channels can be recommended
but not assigned or used in an invitation.

Learn more about guided learning tools.

Create a channel
For this access, the user must have the Your Learning Security role CHANNEL BUILDER - CREATOR. To have
the ability to edit any channel, regardless of owner, the access role needed is CHANNEL BUILDER - ADMIN.

From any Your Learning page, scroll to the bottom and click your YL Builder link.

1. To create a new channel, click create channel.

There are 2 tabs on the channel form. The first tab is general. The second tab is named items for
standard channels and dynamic channel settings for dynamic channels.

2. Enter a title which is short and easily understood.

3. Enter a description to provide details to help the learner assess content for relevance and interests.

Your Learning 33
 4. To provide the channel title and description in additional languages, click add language. Multi-
language help
5. Choose an icon for the channel.

6. If you're an administrator or privileged member of a Group Space and want to share ownership of this
activity with a Group Space, check the box for owned by a parent Group Space and select the Group
Space.
7. Default channel type is standard. To create a dynamic channel, click the pencil icon and choose
Dynamic and then click Apply.
8. The channel owner defaults to the id of the user creating the channel. The owner can be edited after
creation.
9. Additional individuals may be added as channel editors.
10. By default, channels aren’t searchable but for it to return in search results, click yes, searchable. As
not searchable, you will be responsible for communicating the url of the channel to the intended
audience.
11. Click next to navigate to the Items or Dynamic channel settings tab.

34 Your Learning
Standard channel settings

Adding learning items

Standard channels are built by manually adding and removing learning items.

1. Click to add learning activities or digital credentials. Both can be added to one channel but need to
be added separately.

Your Learning 35
 2. There are 3 options for finding and selecting learning activities. Digital credential selection only
provides a search feature which functions similar to the learning activity search tab.
a. Use the search by entering search terms to locate the learning items. As you enter terms, a type
ahead feature lists possible matches. Select from those matches or if no matches, press enter to
initiate the search and the results will be listed below.
Note: If the activity isn't in the default search, select All Active when searching.

b. Click the your learning items tab to view learning activities from your completions, your queue,
learning activities you've registered, learning plans you manage, or quizzes you manage. This is a very
useful option for learning professionals who are have ownership of large sets of activities.

36 Your Learning
 c. Recommendations requires you to first find and select an activity in the search or your learning
items tab. With an activity selected, then click the recommendations tab and it list of recommended
activities will display based on that activity.
3. In all select activity tabs result lists, click add to choose items. You may add multiple items from the
list and it will change the button to added. These buttons can be toggled on and off.
4. Click done to add the selected items to the channel.

Your Learning 37
Re-ordering items
While creating or editing a channel, the items appear, top to bottom, in the order they will appear to the
learners. There are two options for re-ordering items in a channel:

a. Click and drag the drag and drop handle for each item to the new position. The numeric
assignments will automatically be reordered.
b. Change the numeric assignments for the item by entering new number assignments directly.
Entering numeric assignments higher than the total number of items will move the item to the bottom
of the list.

Note: When a learner completes an item in a channel, that item will move to the end of the channel when the
learner views it.

Setting item audience

By default, all learning items add to the channel will be visible to all learners but in standard channels, you
may set target audiences by items for specific learner demographics.

1. Click the ellipsis (3 dots) icon menu on the learning item row and click settings. The learning item row
will expand to display visibility settings.

38 Your Learning
2. Click target audience. Learn more about setting target audience with demographic filters.
3. Select a demographic filter from the list and click add.
4. A row will be added for the demographic filter. Choose matches or does not match and select from the
list or available criteria.
5. Click done to save the settings.

Your Learning 39
Dynamic channels
Dynamic channels are built by selecting learning item criteria based on tags and filters for activity type and
learning provider (trusted source). Dynamic channel criteria is designed to coordinate with your organization's
profile and standard tags and tag groups. The channel criteria could be based on only activity type and
learning provider filters but may result in too large a set of results to be helpful. Examples shown will all
include tagging criteria.

Important: Results will match all combined criteria statements. If matching results are low, modify criteria or
update tagging.

Note: Trusted source is a term used in Your Learning to indicated a source of learning content from a trusted
learning provider. Trusted sources are the learning provider partners or vendors your organization has
connected to your tenant. Trusted sources may be internal or external to your organization.

Dynamic channel settings

When you choose to make the channel dynamic (step 7 above in Create a channel instructions), the form tabs
change General, Dynamic channels settings, and Items preview.

Note: As of Q1 2022, tags may be applied to learning activities and digital credentials. If you choose to
include both learning activities and digital credentials in a dynamic channel, the tags specified in channel tag
criteria must be tags allowed for target (in the tag group settings) to both learning activities and digital
credentials. Combining criteria of multiple tag groups - one only targeted to learning activities and another
only targeted to credentials - will prevent any matching criteria. This only applies to the tag criteria. The
additional criteria and filters for learning activities and digital credentials apply to their respective learning
content type.

1. On the Dynamic channel settings tab, for items to include in channel, choose if you want to include
learning activities, digital credentials or both.
2. Click Add tag criteria.

40 Your Learning
3. Choose a tag group.
4. Select to include any tag in this tag group or at least one of the following tags.

5. Click Next. If any tag in this tag group the tag group is added as criteria and you can skip to step 7.
6. Otherwise, click the checkboxes to select from the list of tags in the tag group. If the list is large, the
search can help filter the list.

Your Learning 41
 7. Click confirm to add the selected tags. The tag criteria will be added and displayed on the dynamic
channel settings tab. More than one set of tags may be added.

8. If learning activities are included for this channel, additional criteria for learning activities provides
filters by activity type or trusted source. Choose matches or does not match and select from the lists.
One or more selections may be specified.

42 Your Learning
9. If digital credentials are included for this channel, additional criteria for digital credentials provides
filters by credential type, presentation type or trusted source. Choose matches or does not match
and select from the lists. One or more selections may be specified.

Your Learning 43
 10. Choose channel sort criteria settings based on inclusion of learning activities or digitial credentials.
Each learning content type has sort options and only display. If the channel includes both learning
content types, choose which type to display first. The sort options for learning activities is by number of
completions, date added to catalog, ratings or interest level. The sort options for digital credentials are
number earned and date added to catalog. Note: With any sort order, the learner will see their
completed channel items moved to the end of the channel item list.

44 Your Learning
 11. Choose the maximum channel size to limit the number of items to be included in the channel. The
default is 10 with a maximum of 50.

Item preview
After configuring the dynamic channel settings, click next: preview to view the learning items which currently
match the criteria settings. If preview results are low, modify criteria or update tagging. As new learning
content becomes available and matches the channel criteria, the channel will automatically update, adding
and dropping learning items based on the criteria and sort order.

Note: New tagging activity isn't immediately propagated within your tenant. By default tagging will update
every two hours but the schedule may be different depending on your tenant configuration.

Your Learning 45
Enable target audience tagging
Standard channels have target audience settings for each item in the channel. Dynamic channels learning
items are based on criteria which may result in channel content changing as new content is added or tagged;
there isn't a static list of items in the channel to set target audiences. Therefore tag groups allow you to tag
learning activities or digital credentials with a target audience which will only be applied when the activity
or credential is included in a dynamic channel. To use this feature, your tag group needs to have enable target
audience tagging turned on. For more information on tag group settings, visit tag group creation instructions.

To set a target audience, start on a learning activity or digital credential landing page. Click actions and then
add tag(s). After adding a tag with target audience tagging enabled, click the down arrow on the tag.

The target audience selection criteria will display below the tag. Choose the demographics, roles or skills to
be targeted and specify the criteria. Choose save when complete.

46 Your Learning
 With a target audience set, if this learning activity or digital credentials meets a dynamic channel's criteria
settings for the tag with the target audience setting (not any tag on the learning activity), it will be included
in the channel but only seen by the target audience specified for this tag.

Saving and publishing a channel

The minimum fields required to save a draft channel are title, one learning item, and an icon selection. At any
point during creation of a channel, click save as draft on the channel footer to make an incremental save of a
channel. A message will appear confirming draft saved, close the channel form and display your draft
channels. Click the channel entry to continue working on or edit the channel.

The minimum fields required to publish channels are title, one learning item (one manual item or one criteria
setting), and an icon selection. When you've made all the edits and are ready to make the channel visible to
learners, click publish to make the channel active. To review the learning items published for a dynamic
channel, click view in YL from the channel dashboard. Depending on the item sort specified, by default the
items will update daily but the schedule may be different depending on your tenant configuration.

Deactivate channel
To deactivate a published channel, from YL Builder, click manage channels and open the published channel
to click deactivate from the footer. Deactivating a channel will remove the channel for any learners who've
subscribed.

Your Learning 47
Register learning activities
The Your Learning platform allows learners to find, consume, and complete learning activities that can be
tracked on a centralized transcript. Learning activities are added to the Your Learning catalog through an
automated trusted source or as manual additions in Your Learning Builder. In addition, you may install the
Your Learning plugin browser extension which launches the YL Builder from any url, creating a learning
activities using that url. To register learning activities through the YL Builder or plugin, the user must have the
ACTIVITY BUILDER - CREATOR role.

Note: These instructions don't address creation or maintenance of trusted source content, only registering
activities in Your Learning Builder, with or without the plugin.Any learning activity that is added to the learning
catalog via a trusted source system doesn't need to be manually added. The custom connector will add and
maintain the trusted source catalog automatically.

Install and use the Your Learning plugin

Note: The plugin is a browser extension available for Firefox, Chrome and Edge.

1. The Your Learning Builder is available from the bottom of any page of Your Learning.

2. Select Register activities faster with the YL plugin.

3. Click the Add to <browser name> (Firefox, Chrome or Edge) button to initiate the extension download
and install. Follow the instructions provided by the browser to install the extension and if desired, pin it
to the browser toolbar.
4. When you're on a webpage you want to register, click the YL plugin icon from your browser.

48 Your Learning
 5. The register learning activity form launches with the url address automatically populated. This is the
standard YL Builder learning activity form. Continue with step 3 of the instructions for the learning
activity form.

Register activities - YL Builder learning activity form

The Your Learning Builder is available from the bottom of any page of Your Learning.

1. In YL Builder, from the learning activities tile, click Register an activity. The Your Learning Builder is
available from the bottom of any page of Your Learning.

Your Learning 49
 2. Enter the url address of the learning activity and click continue.

3. Enter a short title, easily understood by people with varying contexts.

4. Provide details in the description that would help the learner assess if this is content of relevance and
interest to their needs. Many standard rich text formatting options are available and the field can be
expanded to better enter, read and edit the description field.
Note: Title and description fields are key fields used for Watson recommendation analysis and YL
search indexing.
5. Indicate keywords that may be relevant to the topic when learners search.
6. Click add language to include additional languages for the offered content. Multi-language help
7. Choose the activity type. As some learners prefer activities of a certain type, and will search
accordingly, be sure to indicate type accurately. For activities with multiple links, skip this step; the
activity type is specified on the link tab.

50 Your Learning
 8. Enter estimated duration of time to complete the course. Sometimes this is a best guess, for example
with reading a white paper or other document. For activities with multiple url links, choose calculate
from links and individual activity duration is specified for each link on the Links tab.
Note: The time entered is automatically assigned as the completion time for the learner's transcript.
Depending on source and transcript type, the learner may be able to modify the duration to more
accurately record their time spent.
9. Select or add an icon that will be part of the course entry in the learning catalog search. Adding icon url
must point to direct image URL.
10. Check the box if the learning has a cost. This corresponds to the search filter option.
11. If you're an administrator or privileged member of a Group Space and want to share ownership of this
activity with your Group Space, check the box for owned by a parent Group Space and select the
Group Space.
12. For include in search results, check to have the learning listed in search results. There are times you
may not want it in search, for example limited availability activities that will be directly communicated
to the audience.

Your Learning 51
 13. Click save.

Register a learning activity with multiple urls

Our multiple link learning activity option is designed for a series of micro learning activities all on the same
topic. For example, you have a series of six 3-5 minute videos on key aspects of customer service. Instead of
creating six learning activities - which learners would need to find, add and complete individually - create one
learning activity with links to the multiple videos. When a learner marks the learning activity complete, it's
recorded as one transcript for the set. If you're looking for a more guided approach including setting specific
learning activities as required for completion consider creating a learning plan.

1. Begin the creation of the learning activity in YL Builder by clicking register an activity.
2. Instead of entering the url address, click register a learning with multiple urls.
3. The form will have two tabs - General and Links. For the General tab, follow the steps 3-12 above for
registering an activity with the YL Builder learning activity form.
4. After completing the General tab, click the Links tab or click Next: Links from the bottom navigation.
By default, the Links form provides two link sections.

52 Your Learning
Your Learning 53
 5. Enter a link title.
6. Enter the associated link url.
7. Select a learning activity type for the link.
8. Enter the time duration of the individual link. With calculate from links selected on the General tab, the
duration of each link will be combined for the total duration. Repeat steps 5-8 for the second link.
9. If additional links are needed, click add link and completing each new link section up to ten links.
10. With all links entered, click save.

There are two options to rearrange link order. For ease of use in link reordering, first click Collapse all.

a. Click and drag using the link section handle to a new position. The numeric assignments will
automatically be reordered. b. Change the numeric or letter assignments for the link section by entering new
letter assignments directly. Entering numeric assignments higher than the total number of links will move the
link to the bottom of the link list.

Editing learning activities

1. Learning Activities from trusted source systems must be edited at the trusted source.
2. Learning activities entered directly into Your Learning can be edited by the contributors and directly in
Your Learning.

Editing in Your Learning

Those with access to edit the activity - owners, editors and administrators - will find the option available in the
learning activity itself directly in Your Learning. The function is available under Actions and Edit this activity.
This will open the edit window where any learning activity data fields can be modified.

Editing an activity from Your Learning Service Center: If it is an activity that you added to Your Learning, go to
the YL Builder page and then select Manage Activities.

Find the activity you wish to edit in your list. Select the title to expand the activity card. From the Actions
menu, select Edit this activity. You will be provided the screen to edit the data fields for the learning activity.

Quizzes

54 Your Learning
 A quiz can be added to any learning plan, channel or as an individual learning assignment. Combine a trusted
source learning activity with a required quiz of your own creation in a learning plan to evaluate your learner’s
knowledge of the subject. Quizzes provide learners a way to gauge their own progress or when combined with
a learning plan as an option to test out of a subject. Quizzes are a type of learning activity and therefore each
quiz attempt creates an individual transcript associated with the learner.

Create a quiz
To create a quiz, the user must be assigned the QUIZ BUILDER - CREATOR role.

From any page in Your Learning, scroll to the end of the page and click YL Builder. On the Quizzes tile, click
Create a quiz.

Quiz navigation includes header menu with links to YL Builder forms, three tabs General, Questions and Quiz
Settings, and dynamic footer provides choices for canceling, saving drafts, deactivating, publishing and
additional navigation to the quiz tabs.

Your Learning 55
 Next: General

General
Defines the general information about the quiz. Learners will see this information on the activity page in Your
Learning.

1. Enter a Title and Description. Use a title and description understandable to learners in any context.
Explain what they should expect during the quiz process. These will appear on the quiz landing page.
You are required to enter a description of at least 50 characters.
Note: These fields are key field used for Watson recommendation analysis and search indexing.
2. If the quiz will appear in alternate languages, click Select language to add a language or change the
default language. Multi-language help

56 Your Learning
3. Choose an Icon from the list or provide a url or upload your own. This icon will display in the search
results, learning catalog and quiz activity landing page.
4. Enter Estimated time to complete this quiz as time duration to be credited to total learning hours.
Quizzes don’t track the time a learner takes to complete a quiz. The estimated time entered in this field
will be automatically assigned as the duration for each completed quiz attempt.
5. If you're an administrator or privileged member of a Group Space and want to share ownership of this
activity with your Group Space, check the box for Owned by a parent Group Space and select the
Group Space.
6. The Channel Owner defaults to the id of the user creating the channel. The owner can be edited after
creation.
7. Additional individuals or group spaces may be added as Quiz Editors.
8. By default, quizzes aren’t searchable but for it to return in search results, click Yes, searchable. As not
searchable, you will be responsible for communicating the url of the quiz to the intended audience.

Your Learning 57
 Once you have entered the information on this tab, click Questions tab or on the footer click Next: Questions
->.

Go to questions tab.

Questions
Question text entry allows rich text formatting and url links. The only question type is multiple choice with 2 or
more answers and one or more correct answer can be specified. True/false questions are simply a question
with two answers set to true and false. Questions are assigned a number and answers are assigned a letter, in
the order entered. You may rearrange the question or answer sequence. Note: There is no spellcheck in the
question and answer text entry.

Add Question
1. Click the Question tab.
2. Click Add question. The question form opens in a pop-up window.

58 Your Learning
3. Enter Question text.
4. Enter Answer text for at least two answers.
5. Click the checkbox(es) for Correct Answer. Answers with one correct answer will display as a radio
button and only allow one answer. More than one answer will display as checkboxes for multiple
selections. Note: In order for the learner's answer to be correct, the learner must select all of the
correct answers. There is no partially correct answer. It will either be completely correct or completely
wrong.
6. Click Add answer for each additional answer.
7. Optional, click Add hint. Depending on the purpose of the quiz, include a hint or reference back to the
learning content to the learner.
8. Optional, click Add author note to enter text note that will only be displayed to the authors and editors
in when in edit mode in Quiz Builder.
9. Click Apply.

Your Learning 59
 The completed question will display with corresponding number, its list of answers and additional question
configuration settings. Repeat steps to create more question answer sets.

Additional Question Options

Randomize answer order

Each question has the option to randomize answer order. The default quiz settings can be found on Quiz
Settings tab. Determine your default quiz settings and then override the default randomize setting for
individual questions as needed.

With your quiz settings default to randomize answers, answers for all will be resorted each time the quiz is
taken. If a set of answers include an answer referencing other answers – like “All of the above” – that answer
needs to be the last answer and therefore the question’s randomize setting should be set to No. This will also
affect true/false answers.

Visible to
Questions can be targeted to all or a group of learners based on demographics or skills. By default, individual
questions are Visible to all learners but can be targeted to specific audiences based on your company’s job

60 Your Learning
 roles, skills or demographics, or any combination thereof. Learn more about setting target audience with
demographic filters.

Reordering questions and answers

After the initial save of a question answer set, there are two options to rearrange question or answer order. For
ease of use in question reordering, first click Collapse all.

- **a.** Click and drag ![drag drop handle](ylindex_files/drag-drop-handle.png

"Drag drop handle icon"){: height="30"} each question or answer entry to the new
position. The numeric or letter assignments will automatically be reordered.
- **b.** Change the numeric or letter assignments for the question or answer by
entering new letter assignments directly. Entering numeric or letters assignments
higher than the total number of answers will move the answer to the bottom of the
answer list.

Once you have entered the information on this tab, click Quiz settings tab or on the footer click Next:
Settings ->.

Go to quiz settings tab.

Quiz settings
Quiz settings control how the learner will see and interact with the quiz and apply to the entire quiz. The
choices may be similar to the individual questions for your quiz, but these selections apply to all of this
quizzes questions.

1. Randomize answer order

Whether all answers of all questions will display in a random order each time a learner takes the quiz.
When planning your quiz questions, consider if the order of the answers is relevant to how it will be

Your Learning 61
 comprehended. The default setting is No. Typically, randomized answers are used for strict evaluations
to deter cheating. This may not be necessary for practice or knowledge quizzes when you are already
providing the answer key on completion of the quiz.

Answers referential to other answer responses – such as “A & B” or “All of the above” – shouldn’t be
randomized. Using true/false values in answers doesn’t prevent them from being randomized. For
learner ease of use, it’s recommended not to randomize true/false answers. If you have some answers
you want to randomize but not all, to reduce maintenance determine which set are the majority and set
this option to apply for the quiz. Then return to individual questions to mark those as exceptions to the
default.

2. Randomize question order

By default, a quiz will ask the learner the quiz questions in the numbered sequence specified on the
Question tab. Click Yes to shuffle the question order for each quiz attempt.

3. Number of questions
You may choose to create a pool of questions, and have only a random number of them asked to each
learner. By default, quiz settings will ask the learner every question on the Questions tab. To vary the
questions asked on each quiz attempt, click Ask a random subset of # questions and choose the
number of questions to be selected. Keep in mind, if a question is visible to a specific audience, the
subset of a pool of questions doesn’t select questions based on targeted audience.

4. Passing score (percentage)

Set the passing score for the quiz by using the sliding bar or directly entering the numeric percentage in
the box.

5. Days allowed for attempt

While there is no countdown timer, you may set the number of calendar days a person has to complete
the quiz. Within that timeframe, the learner may close the browser window and then come back to
resume the quiz within this set number of days. As a learning activity, each quiz attempt creates a
transcript record. The number of days allowed for attempt is a function of the activity status for
reporting results. Quiz activity statuses are in progress, completed and enrollment cancelled. For
each learner, when the time limit is reached for in progress attempts, the transcript status will be
changed to “enrollment cancelled”. In the reporting, this serves to close out any open and incomplete
quizzes. Reporting for each learner will be the numbers of attempts (each individual quiz transcript),
date timestamp, quiz score and status.

6. Time a learner must wait between attempts

If the learner does not pass the quiz, they may reattempt the quiz any number of times. This setting

62 Your Learning
 determines the amount of time (if any) one must wait in between attempts.

7. Feedback on final evaluation

Depending on the purpose of the quiz, set if you want to provide the answer key to the learner on
completion.

Practice will also show the answer key at the end of the quiz whether the quiz score was
achieved or not. Most often used to help the learner gauge their learning comprehension.
Knowledge test will only display the answer key if the learner passes the quiz. This is the
default.
Strict evaluation will never show the answer key to prevent learners sharing the questions and
answers.

Once you have completed quiz settings, click Save as draft or Publish.

Next: save quiz as draft or publish quiz.

Saving a quiz
The minimum fields required to save a draft quiz are Title, Description, and Icon. At any point during creation
of a quiz, click Save as draft on the quizzes footer to make an incremental save of a quiz. A message will
appear confirming Draft saved but won’t close the editing interface. The message includes a link to view
draft quizzes which will open the Manage quizzes page. The manage quizzes page can also be accessed from
the Quizzes link on the header.

Next: Publish quiz

Publishing a quiz
The minimum fields required to publish a quiz are Title, Description, Icon, and one completed Question.
When you are ready to include the quiz for use in the learning catalog, click Publish from the quizzes footer. A
prompt will ask you to confirm, click Publish. The quiz will now be available for all learning authors to be
added in learning plans, channels, etc. Note: If you haven’t previously saved the quiz as a draft, the Publish
button only appears one the quizzes footer on the Question settings tab.

Your Learning 63
 Quiz reporting
Each quiz attempt is saved as a transcript and therefore uses the Service Center Individual transcript report.
To view transcripts including learner names and their quiz results, a NAME LEVEL DETAIL ACCESS role or
Group Space permission is needed. With the correct access, the report includes the following fields:

Field name Field description

learnerTranscriptSt Transcript status is the quiz result
atus Completed = Passed
Unsuccessful = Failed
Enrollment cancelled = Didn't complete in time allotted
duration Completion time attributed to learning totals from quiz field Estimated time to
complete this quiz.
It's not the time it took the user to complete the quiz.
learnerCNUM User id
learnerName Learner name
transcriptType Source Managed: transcripts are managed and tracked by the trusted source, in this
case, Your Learning
completionDate Date timestamp of successful completions only, date used on completion report
LAID Quiz learning activity id
learningOrderID Date timestamp of quiz attempt start time.
learningActivityTitl Quiz title
e
deliveryType Quiz

Quiz results - Individual transcript report

1. Enter the reporting period.
2. For Report filters click the Learning activities selection field to choose Learning Activity.
3. Click Add filter.

64 Your Learning
 4. From the select learning activities filter, click the Your learning items tab.
5. Change the filter list to Quizzes you manage in Builder. Your list quizzes of will display. If you don't
manage the quiz, you can use the search option instead. Remember if the quiz is not searchable (which
is the quiz default) switch to search all active.
6. Choose the quiz by clicking Add.
7. Click Done.
8. Returning to the configure report, the quiz activity will be listed as the filter. To run the report click
Continue.
9. The report page that follows will display the filter options specified and the report columns. Click
Download.csv.
10. A download prompt will display. This prompt may look different depending on your browser and
operating system. It will automatically be named report.csv. Typically, you may choose to open the
.csv (comma separated file) in a spreadsheet application, like Microsoft Excel. Click Ok to open as a
spreadsheet or save it to review later.

Your Learning 65
Quiz records - learning transcript report
Without name level detail access, you can run a report to view the number of times any learner has taken the
quiz. From the Jump to report field, select Learning transcript report. Choose similar date and filter options
as the individual transcript records. Click Run report to receive an on screen report with a summary of quiz
records.

66 Your Learning
Special use-case tag groups
Specific tag groups within Your Learning are pre-configured to facilitate system functions that may be utilized
for learning content management.

Administrative
This tag group contains multiple administrative tags. This tag group can be used by administrators, support,
catalog managers or other designated taggers.

Tag Purpose
ADMN- Exclude learning from cognitive recommendations, e.g. remove content which matches
NoRecom recommendation criteria but it's in a different language than the main tenant language.
ADMN- Hides the mark complete button on a user initiated learning activity. May be used when
HideComp another system controlled completion is used to complete the item (e.g. via API)
ADMN-NSRCH Used to force activities to be excluded from the default search result sets.
ADMN-SRCH Used by learning professionals to designate content as searchable. Overrides the system
determined low interest algorithm

Available to
This tag group is used specifically to highlight learning activities made available only to specific user groups,
and thus hiding them from all other users. The available-to group tag is automatically created during tenant

Your Learning 67
 configuration. When a learning activity is tagged with an available to tag id, the members of the group will be
the only users able to see the learning in search results.

Note: This is not a security feature. If a user has direct link to the learning (from, for example, an email or the
'share' function from another learner), they may still view the learning activity landing page.

Notes:

Set up of an Available to tag requires creation of a tag, a role and a user group; all three need to be
named the same to link them together.
Tag ids cannot contain spaces. Existing user groups can be used if their names don't have spaces.
Once created, you can't edit or re-use user group names or tag names.

The following instructions include images which use Commercial as the example name for the available to
tag, user group and role.

1. In the Service Center, from the Tag management tile, click Tag groups.
2. Uncheck the box for Show only tag groups you manage.
3. Click the Available To tag group. This tag group is pre-configured; you don't need to create it.

4. Scroll to the bottom of page and click Add a Tag. This will expand a section on the form with the tag
fields.
5. Replace the auto-generated four-digit number in the id field and enter the chosen name to be used for
the tag, group and role. Ids may contain only alphanumeric characters, underscores, or dashes.
6. Enter a description indicating it's a tag to make learning available only to the corresponding group.
7. Enter a label for the tag including the chosen name. This label can include spaces.
8. Click Submit to save the tag.

68 Your Learning
 9. Create a user group using the chosen name with the users to whom the content should be available.
For further instructions review how to create user groups.
10. After the user group is created, the global role needs to be added. In the Service Center, from the
Access Control tile, click Global Roles.
11. Click Add role.

12. The enter the name of the role as available_to- plus the chosen name used for your tag id and user
group. In this example the entry is available_to-Commercial.
13. Enter the role description, indicating it's for an available to tag.
14. For users with this role, click Members of selected user groups.
15. Click the Select user groups button.

Your Learning 69
 16. Enter the chosen name of the user group and click the search button.
17. From the search results, click Add for the user group with the same name. The button will change from
Add to Added.
18. Click Done to save the user group selection and return to the global role form.

19. On the global role form, click Save to complete.

Creation of tag groups/tags

70 Your Learning
What are tags and why use them?
Tags are a defined set of values used in the process of classifying content in the Your Learning ecosystem.
Tagging is achieved by associating a piece of content with one or more values, in one or more categories of
interest or by your organization's taxonomy (e.g. topic, industry, role). Tagging provides a common, agreed
upon language for describing content across many learning sources, audiences, and stakeholders. Applying
your organization's defined set of values lays a foundation for Your Learning's AI recommendations to get the
best content to the right audience. Additionally, it improves catalog search, provides reporting on common
groups of learning and assists with content curation.

What are tag groups?

Tag groups are a 'bucket' for tag values owned and administered by a specific organization in the Your
Learning Service center. Each organization defines what tag groups and tags are relevant to them. Tag groups
can also be assigned and managed by a Group Space.

More specific categorizations of content may be needed by your organization. Here are some tips to help
determine if a tag group is appropriate:

Do you require reporting on a specific set of content?

Is the content area 'living,' i.e. created, updated and maintained regularly?
Will there be ongoing staff to maintain/own the tag group and monitor the tagged content?

Tag groups are created by tag administrators. Each tag group can have multiple designated owner and editors
to manage the tags. Additionally, tag groups can be set to only allow limited taggers to apply the tags to
content. Or, the tag group can be open for all taggers to apply tags to content.

Creating a tag group

Tag groups can be created by those granted the security role TAG - ADMIN.

There are four types of tag group types. All types of tag groups are created with the instructions below but
some fields on the tag group form only apply to specific types. Note: See links for more information on
specific tag group types in the table below.

Tag Group
Description
Policy
Basic Standard tags, most tag groups use this policy
Primary Allow users to pick which tag is 'primary' or most important when multiple tags are
applied
Profile Tag groups associated to profile configuration (areas of interest, demographics, taxonomy,
etc.) visit profile tag groups
System Pre-configured tags with reserved names which the system uses for specific functions,
more info at special use case tags

1. From any page in Your Learning, scroll to the end of the page and click YL Service Center. On the Tag
management tile, click Tag groups.

Your Learning 71
 2. On the Tag groups dashboard, select Create Tag Group.

3. Choose a tag Policy.

4. In Tag Group ID, enter a short recognizable code for the tag group. It won't be displayed to users. It
cannot be changed once saved.
5. Enter a Tag Group Label which describes the tag group in a way that it can be recognized by
administrators, for reports, and by taggers who will see it in the selection list. The label can contain
spaces.
6. Enter a Tag Group Description. This won't be seen by learners, but can be used to help administrators
know the purpose of the tag group.
7. For Category select General. Other choices are for administrative purposes only.
8. Default Status is active which allows the tags to be added to content. Inactive is not available for
tagging.
9. For Target, select if the tag should be available for activities, channels, digital credentials or all.

72 Your Learning
10. Designate Owner names by typing their name and selecting the match from the list.
11. If the tag group will be owned by a Group Space, click the box next to Owned by a parent Group Space
and choose the Group Space name.
12. Set the Authorized taggers to limit who may apply these tags. All taggers will give anyone with tagging
permissions to use the tag group. If tag group is owned by a Group Space, choose Tag group owners
and authorized taggers from Group Space. To provide a specific permission list, select Tag Group
Owners and Selected Users to enter names of those users.
13. Set target audience allows the tagger to set a target audience using a tag group. This needs to be
turned on to choose a profile tag group in dynamic channels (and any future profile tagging feature).
Note: All authorized taggers will be able add or change the target audience criteria; the all taggers may
not be appropriate for cross team taggers.
14. The Set importance allows taggers to set tag importance level of high, normal or low for tags.
15. Click the box for Include a "Not Applicable" tag to allow taggers to exempt these tags from specific
learning or channels.
16. Click Save to save the tag group.

Your Learning 73
How to administer a tag group
Once a tag group is created, it is the responsibility of the tag group owners to maintain the information,
including tags and owners. Tag group owners may do any of the following:

Add, edit and delete tags

Add and remove owners
Edit any of the tag group information

Add, edit, and delete tags

1. From any page in Your Learning, scroll to the end of the page and click YL Service Center. On the Tag
management tile, click Tag groups.

74 Your Learning
 2. On the Tag groups dashboard, click the name of the tag group to modify. Note: By default, Show only
tag groups you manage is checked on and only displays tag groups for which your id is entered as an
owner. If you've been given TAG - ADMIN access as a global role or Group Space priviledge, de-select
this option.
3. Scroll to the end of the page and to view the tag group's tag list. Click show description if you wish to
see the description that was created for each of the tags in the list.

Add individual tags

Tags may be added one at a time using the tag creation subform on the tag group page.

1. At the end of the tag group page, click Add a tag.

2. The tag id is a combination of two fields - the uneditable tag group id used as a prefix and a four
character alphanumeric code. The code is designed to be a number automatically incrementing with
each tag entry, unless the tag admin overrides it with a unique identifier. Once a tag id is submitted, it
can't be changed and therefore maintains continuity for reporting purposes. This id is only visible to tag
administrators.
3. Enter a tag label is the tag title or name which displays to the taggers in the tag selection lists and to
learners on the learning activity landing pages. This is required but may be changed later. If changed,
the tag label will change on all prior and new learning objects to which it is tagged.
4. Description is optional, free form text describing the use or purpose of the tag. It may be edited later.
It's not seen by the learner.
5. Click submit to add the new tag to the tag group. It will display in the tag list which is sorted by tag
label, not the tag id.

Your Learning 75
Bulk load of tags
Lists of multiple new tags can be added at once using the bulk add tags option.

1. To add several new tags at once, click Bulk Add Tags.

2. Enter the text list of the multiple tags. In the bulk tag text box, there is example text which clears when
the cursor is placed in it. The format is tag id, tag label, and optionally tag description separated by the
pipe symbol (|) and each entry separated with a line return.

Tag id: The unique numeric code part of the tag id. The bulk submission automatically includes
the tag group id as the prefix.
Tag label: The tag title or name which can include multiple words and spaces.
Tag description: The description of the tag which can include multiple words and spaces.

3. Click submit. The tag list will refresh and display the new tags.
Note: Errors in the formatting or data will display below the input text box.

Bulk load tag example:

Tag group id is Retail. The line entries do not need to be in order of code id. Additionally, some entries include
descriptions and others don't; place holders for blank or null values aren't needed. The following text was
entered into the bulk add tags text box.

76 Your Learning
 0005|Marketing|Marketing topics
0006|Distribution|Distribution logistics
0007|Finance|Finance topics
0008|Inventory|Inventory and merchandise topics
0010|Purchasing
0011|Sales
0009|Customer Service|Customer service topics

Result of submission of example tags.

Edit a tag
At the tag group page, in the tag list, click the edit icon for an individual tag.

The edit tag form displays. You may modify the tag label and description. Click submit and a confirmation of
successful change displays.
Note: All tag label updates will automatically apply to any learning upon which the tag is applied.

Your Learning 77
Delete a tag
To remove a tag, start at the tag group page, in the tag list, click the delete (X) icon for an individual tag.

A prompt will display for you to confirm deletion of the tag which will permanently delete the tag from all
learning activities and channels. Click Remove to delete the tag.
Note: Removal of a tag also removes the option to configure reports, even historically, for the tag.

Tagged learning activities

To view all learning activities by each individual tag, click the Learning link from the tag row in the tag group's
tag list.

78 Your Learning
 The Your Learning learning activities search page loads using the tag id as the search filter.

View recent tag activity

To see recent tagging activity for an individual tag, in the Recent Activity column, click View. The recent
activity report displays with the selected tag configured in the Report on filter. For more information on this
report, visit the recent tag activity report documentation.

Add tag group owners

1. On the tag group page, select Edit Tag Group.

Your Learning 79
 2. To add an individual owner, place your cursor in the owner field and enter the owner name. The type
ahead will display possible matches. Click the matching name to add the new owner. The name will
added to the owner list.
3. Additionally, a Group Space may also be given ownership of a tag group. Click the checkbox for owned
by a Parent Group Space and select the Group Space name.
4. Click Save to submit the changes.

Remove tag group owners

1. On the tag group page, select Edit Tag Group.

80 Your Learning
 2. To remove an individual owner, click the delete X icon to the right of the owner's name. The owner will
be removed.
3. Additionally, a Group Space may be removed by unchecking the checkbox for owned by a Parent
Group Space.
4. Click Save to submit the changes.

Profile tag groups

Profile tagging uses your organization's taxonomy values by attribute as tag groups. Learner profiles allow
learners to choose their areas of interest and also contain your organization's HR data and taxonomy for that
learner like employee type, business unit, location, job categories, roles or skills. Profile tagging connects
these data sets with learning content to personalize the learner experience.

Creating a profile tag group

After reviewing the standard tag group creation instructions, the following field selections are specific to a
profile tag group:

1. Tag group policy/type is set to profile. Once the tag group is saved, this can't be changed.

Your Learning 81
 2. With profile set as policy, an additional field profile attribute appears. Choose the attribute you wish to
use for profile tagging. The attributes are your organization's area's of interest, demographics and job
role and skills taxonomy. Once saved, this attribute can't be changed.
3. Tag id and label follow the same rules as standard tag group creation but you may wish to include
profile in the tag group label to more easily identify profile tags vs. basic/general tag groups.
4. With all necessary fields (including owner, edit, authorized taggers, etc.), click save to create the profile
tag group.
Note: The following screenshot has been edited to display the necessary profile tag group fields; the
owner, editor, Group Space, and authorized tagger fields are still available but removed for brevity.
Complete the other tag group fields as needed.

5. With the profile tag group created and saved, determine the values to include. The default is to use the
complete list. If this is your choice, you're done. To use a subset of values, to the right of profile tags,
click the edit icon.

82 Your Learning
6. Choose use a preferred set of profile values. Click save. The default is to use the complete list.

Why might you choose a preferred set versus the complete list? Example: A profile attribute for job
category has 95 values but your team's tagging purview is only 12 of those categories. Selecting a
preferred list of those 12 values will speed up the tagging time by selecting from 1 of 12 tags versus
searching through all 95 tags every time.
7. If you select a preferred set, then click add preferred tags.

8. Search and select the subset of values.

Your Learning 83
 9. Click done when complete.

10. The preferred tags are added to the tag group. More may be added or removed as needed. Note, the tag
id matches to the job role id in your organization's taxonomy.

With a profile tag group configured, you may proceed with applying the tags.

Applying, removing and monitoring tags

84 Your Learning
 Tagging is available to those who are granted the TAG - TAGGER security role. Taggers could be open to all or
limited to learning professionals or subject matter experts who will curate the best of the learning content for
their individual program or area of expertise. Some tagging can also be done in source systems if the tagging
service is established with the source system.

Once tagging access is granted, taggers may tag content in two ways: through the learning activity and
channel catalogs or directly in the Your Learning user interface.

Tag maintenance in Service Center catalogs

The more efficient way to add tags to learning content is through the Service Center learning activity or
channel catalogs. To start, from any page in Your Learning, scroll to the end of the page and click YL Service
Center. On the Learning catalog tile, click either Learning activity catalog or Channel catalog.

Note: Digital credentials can only be tagged in the Your Learning user interface.

This is the administrator catalog search which provides many options for filtering and sorting your
organization's learning content. How you locate and subsequently determine which learning items to tag can
vary greatly by organization. To consistently maintain tags over time, we recommend you create a tagging plan
to periodically add and update tags. For example, a tagging team may review and tag learning when new
learning provider (trusted source or vendor) content is first added with a follow up tagging review once a
month.

Recommendations for searching, filtering and sorting learning content to consider when creating a tagging
maintenance plan.

Search filters Possible purpose for tagging

Trusted source Learning providers may have specific type of content or topics, e.g. O'Reilly Safari is
and vendor primarily technical documentation which could be tagged with technical or programming
related tags.
Completions, Review and tag popular learning which users have indicated to be useful.
Ratings, Interest
level
Activity type Your organization or audience may have a preferred activity type (e.g. videos) or recently
added activities are a specific type.
Date added to Useful for periodic updates to reduce search results to those items that haven't been
catalog reviewed since the last tagging update.
Learning owner Useful when owners wants to tag their own content.

Your Learning 85
 Search filters Possible purpose for tagging
Tag group and Filter out content already tagged for tag groups or tags you manage by choosing "Does not
tags contain" the tag group or tag.
In YL default The only catalog search filter turned on by default. Learning content is assessed
search periodically to remove "low interest" learning items to increase search performance.
Turning off this filter to see all learning content helps review learning items which could
be relevant but no longer display in the default search.
Sort order Description
Relevance Default sort is ordered by search term relevance
Avg. rating Sort by calculated average rating
Date added to catalog Displays most recently added learning items first
Duration Sorts by duration of learning items, shortest duration first
Activity id Sorts by id in alphanumeric order
Raters Sorts by number of ratings submitted
Completions Sorts by number of completions, highest number first
Source Sorts by learning providers
Type Activity type (assessments, books, learning plans, podcasts, etc.) in alphabetic order
With the above information, determine your process for selecting learning items for review.

1. Enter search terms and select relevant filters. Search terms aren't required, you could filter for all
trusted source activities in the past month.
2. Click Search to view the results. The number of items found will display above the sort field.
3. The default sort is Relevance or select another sort order.
4. To view existing tags on the learning items, click the Show tags checkbox.
5. In the result set, select one or multiple learning items to add or remove tags. Optionally, you can
choose to select or deselect all learning items displayed.

86 Your Learning
Add tags
1. Click Add Tags.

2. Choose a Tag group

3. Click the checkboxes to select from the list of tags in the tag group. If the list is large, the search can
help filter the list.
4. Default tag is normal but if the tag group allows, can be changed to high or low.
5. Click Add. With Show tags checked on, the learning activities selected should then display the tag(s)
added.

Your Learning 87
Remove tags
1. Click Remove Tags.
2. The list of tags currently set for the selected learning items will display. Click the checkboxes for the
tags to be deleted.
3. Click Remove. With Show tags checked on, the learning activities selected will no longer display the
deleted tags.

Tagging in the Your Learning user interface

Though not as efficient for tagging large sets of learning items, users with tagging access may add tags
directly one by one to individual learning items. Note: this is the only option available to tag digital credentials.

1. From either a learning activity, digital credential or channel landing page, click the Actions menu.
2. Click Add tags.

Activity example:

Channel example:

88 Your Learning
3. From the add tags prompt, select a Tag group.
4. Choose tags from that group by clicking the checkboxes next to the tags to apply to the learning item.
5. Click Add.

Your Learning 89
 6. The tags are added and display on the landing page.

Enable target audience tagging

Tag groups allow you to tag learning activities with a target audience which will only be applied when the
activity is included in a dynamic channel. To use this feature, your tag group needs to have enable target
audience tagging turned on. For more information on tag group settings, visit tag group creation instructions.

To set a target audience, follow the steps 1-6 above for learning activities only; this feature doesn't apply to
channel tagging. After adding a tag with target audience tagging enabled, click the down arrow on the tag.

The target audience selection criteria will display below the tag. Choose the demographics, roles or skills to
be targeted and specify the criteria. Choose save when complete.

With a target audience set, if this learning activity meets a dynamic channel's criteria settings for the tag with
the target audience setting (not any tag on the learning activity), it will be included in the channel but only
seen by the target audience specified for this tag.

Tagging Subscriptions
90 Your Learning
If there is a specific tag or tag group you would like to monitor, tagging subscriptions will provide an easy way
of using the recent tag activity option as well as email notifications of tagging activity.

1. To create a subscription, from the Tag Management tile, click Your Subscriptions.

2. To create a new subscription, select add subscription.

3. Choose to subscribe to an entire tag group or specific tags.

4. Select the tag group. If choosing the entire tag group, skip to step 6.
5. Choose specific tags by clicking the checkboxes next to the tag names.
6. Click add.

Your Learning 91
 7. A confirmation prompt will display with the subscriptions added. Click ok.

8. The tag subscription dashboard displays with the newly added subscriptions.

92 Your Learning
 From the tag subscription dashboard, you may use the links to view tagged content and recent activity. You
may also modify email notifications for all subscriptions (all tag subscriptions are combined in one email
notification) and remove tag subscription by clicking the delete X icon. View a [sample tag subscription
notification](notifications.html #Tag subscription notification)

Recent tag activity report

The recent tag activity report provides a list of all tagging activity by date, tagger, action, tag, and affected
learning activity.

To view the reporting, from any page in Your Learning, scroll to the end of the page and click YL Service
Center. On the Tag management tile, click Recent tag activity.

The default report will display all tagging actions for all tag groups by learning activities. The following are
options to configure the report. Filter changes immediately refresh the report with updated matching data.

1. For provides the option to view tagging by learning activities or channels.

2. Tagged By defaults to All taggers. Click the field to see a list of taggers which allows you to filter by a
specific tagger.
3. Actions has the options for All but you may also filter by tags added or removed.
Your Learning 93
 4. A specific date range may be added for Report period.
5. Tag reporting can Report on all tags, tags you subscribed to or a specific tag group.

Alternative learning activities

In the lifecycle of learning content, courseware becomes outdated, replacement learning activities are
created, and learning providers for your organization may change. Additionally, learners may learn the same
knowledge from different sources or have prior experience equivalent to your organization's learning content.
Therefore, Your Learning provides the option to identify and tag alternative learning activities for equivalent
content. When learners view the learning activity landing pages, the alternative learning activities display as
"Other ways to get credit for this activity." When learning activities are tagged as alternatives, they can be
set as a one-way or two-way relationship.

As a one-way relationship, learning activity A has an assigned alternative learning activity B. Activity A
will display activity B as an alternative on it's landing page. Completion of activity B will be accepted as
a substitute for activity A but completion of activity A won't be accepted as a completion activity B.
As a two-way relationship, the activities are both alternatives for each other. If one has a status of
complete it will be accepted as the substitute for the other. Both will display the other activity as
alternative learning activities on it's landing page as a way to receive credit for the other.

Important: Due to the alternative activity relationships, both learning activity owners should agree to the
alternative learning activity tagging. This is particularly important if the learning activity may given as a
learning assignment or included in a digital credential or certification program for the alternative learning
activity completion will satisfy the requirement.

Examples of alternative learning activity usage:

94 Your Learning
 A learning activity designed as a slide presentation with text is re-designed in a more accessible video
format. The delivery format is different but essentially the same information. Both are available to
learners, tagged as alternatives for each other, and learners may choose which format works best for
them. (Two-way relationship)
Learners complete popular learning prior to joining the organization. Equivalent learning course can be
found in the learning catalog. A quiz for the content can be created and tagged as an alternative to
allow learners to confirm their knowledge of the subject without completing the course. (Depending on
purpose, could be a on one-way or two-way relationship.)
An organization switches from O'Reilly Safari Live training to Udemy. Though the Safari courseware is
marked as unavailable to future learners, prior Safari learner transcript completion history remains in
Your Learning. A Udemy activity equivalent to a deactivated Safari learning activity can be tagged with
the Safari learning as an alternative learning activity. (One-way relationship)

Determining completion status with alternative learning

activities
The rules to determine use of an alternative completion are as follows:

1. If the user has one or more completion records for the learning activity, the most recent completion
record is returned.
2. With no completion for the learning activity, if there exists a completion of an alternative learning
activity, the most recent completion record of the alternative learning activity is returned.
3. Any incomplete status of alternative learning activities is ignored; only full completions are substituted.

Alternative learning activities in reporting

In manager and Service Center reporting, completion of an alternative learning activity is accepted as a
completion but will show with a different icon. A solid green checkmark icon is displayed for a learning activity
completion and a green circle outline with green checkmark indicates an alternative learning activity
completion.

Your Learning 95
 Example of alternative learning activity tagging
In the below example, multiple alternative learning activities are given, including different delivery types and
a prior expired version of the activity. The learner completed the prior expired version. If this learning activity
is given as a learning assignment, the completion of the alternative learning activity would satisfy the learning
assignment requirement. Also, this activity is part of an IBM Agile digital credential program and therefore is
accepted as a completion for the digital credential program.

Who can tag activities as alternative learning?

Due to the nature of the alternative learning activity relationships and resulting completion substitutions, the
ability to tag learning with alternative learning activities is typically limited to a small group of administrators.
To reduce administrative effort, we recommend the learning activity owners consult with each other and agree
to alternative learning activity tagging prior to making the tag request.

Tag group configuration

Alternative learning activities is a pre-configured system tag group for administrators. You don't need to
create this tag group but tag administrators will have access to edit it to add and remove authorized taggers.
For reference these are the default settings for the tag group.

Field Value Options

Policy System required, cannot be changed
Id alternative required, cannot be changed
Tag group label Alternative Learning Activity can be changed but not recommended
Category Administrative required, cannot be changed

96 Your Learning
 Field Value Options
Owners List of administrators Primary administrators, typically security admins
Authorized taggers Tag group owners and selected users Select ids which can add alternative tag
Target audience Disabled do not change
Set importance Disabled do not change
The only field your organization should modify for this tag group is authorized taggers. Tags shouldn't be
added to this tag group. The tags aren't indicated within the tag group, but rather are managed by adding an
alternative learning activity directly in the Your Learning interface.

Adding alternative learning activities

Administrators in the tag group authorized taggers list may set alternative learning activities. We recommend
the learning activity owners consult with each other and agree to the alternative learning activity relationship
setup prior to submitting a request. Requests for alternatives should include the name and ids for the
activities. If you're performing a one-way relationship, start at the learning activity which will accept the
alternative learning activity. If settings up a two-way relationship, you can start at either activity.

1. Navigate to the learning activity landing page.

2. Click Actions.
3. Click Add alternative activity.

4. Select the alternative activity. To locate the activity quickly, in the search box you may enter the activity
id in quotes and hit enter to initiate the search. You may also search for the title or keywords to search.
5. Click the add button next to the alternative learning activity.
6. Click Done.

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 If the alternative relationship is two-way or if there are more than one alternative, repeat the steps as needed
with each learning activity.

Once the alternative activity is applied, the alternative activity will display immediately on the activity landing
page. A scheduled job runs to propagate the change to the completed transcripts. Standard run time is 2
hours but scheduled updates on your organization's tenant may differ. After the update, all learners with
alternative activity completions will see the applicable completions.

Removing alternative learning activities

To remove an alternative learning activity, return to the learning activity landing page. On the landing page,
administrators may click the X to the right of alternative learning activity to remove the alternative tag.

A prompt appears to confirm the deletion of the alternative learning activity. Click Remove to delete the tag.

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Flagged learning
Flagged learning is an administrative support function. Learners may flag learning as outdated, inappropriate
or having an issue, e.g. a broken link. These flags may be reviewed in the Service Center by those with the
FLAG - ADMIN security role. It's recommended that they be reviewed regularly. The learners find the option to
flag an activity from the learning activity landing page actions menu.

Flagged learning dashboard

To review the flagged learning dashboard, from any Your Learning page, scroll to the bottom and click your
Service Center link. Navigate to the Learning catalog tile and click Flagged learning.

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 The flagged learning dashboard is a list of all flagged activities sorted by most recent date and time. Each row
is an individual submission for a learning activity but there's no additional form to view the data, it's all
displayed in the row. You may filter the reported issues by status: inappropriate, outdated, other and
processed. The first column provides a direct link to the activity landing page and the activity id. The following
columns are status, date/time submitted, actor (the submitting learner) email, and the comment explanation
for submission. If there have been past flag submissions for the activity, hover your mouse over the row and
view them by clicking full history.

Review the flags to decide if it's a legitimate concern and the learning should be deactivated, or if the flag was
for a specific user issue or not a genuine concern for most users. To deactivate a flagged learning activity, click
actions and then remove learning activity. The learning activity will be deactivated and display to learners as
"no longer available." To dismiss the flag report, click remove flag and the status will be changed to
processed. If additional flag reports are submitted for the same activity, both processed and unprocessed flag
reports will display in the full history.

Learning Assignments
Your Learning encourages exploration of recommendations or channel subscriptions to discover new learning
yet sometimes, learning is identified by business leaders to be essential for their industry or marketplace. You
can pinpoint learning assignments to your organization demographics like job roles, business units or regions.

100 Your Learning

 Managers can tailor assignments for their team by project or professional development needs. Audience
demographic selections and ongoing assignments help promote consistency in learning policies and reduce
administration overhead. After assignments are fulfilled, each assignment includes an easily available group
completion report.

Examples of why learning may be identified for assignment:

Sales teams are asked to complete product training prior to a product release date.
Development teams agree to a group learning assignment to challenge and learn with each other.
Employment may be subject to maintaining annual renewal of regulatory licenses or certifications.

To provide flexibility to match your assignment policies, there are two assignment levels: required learning
assignments and learning assignments. Determine and clearly communicate to managers, teams and
administrators how learning assignments levels affect annual reviews, benefits, promotions, or employment.
All assignments regardless of assignment level will display to learners in their Your learning assignments
queue sorted by assignment level, required first.

Once assignments are published and assigned, administrators and managers can view group completion
reporting. Managers use the manager team completion reports. Learning assignment administrators can
launch the reports directly from the published assignment records.

Implementation Note: All learning assignment features are optional configuration choices for each tenant.
The assignment features are only available if the associated roles are granted to managers, administrators or
Group Space privileged users. If no one is granted the assignment roles, no learning assignments can be
created and learner's Your Assignments queue will be empty.

For more information on how to implement learning assignments and associated access roles, view the
following video link:

Access roles
There are six global roles associated with learning assignments. It's design to allow an individual or user
group to create or administrate required learning assignments or learning assignments, or both. Administrator
and creator roles provide access to create assignments in the Service Center interface. Manager roles provide
access to create assignments in the manager interface.

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 Global role Description
REQUIRED Administrator access, with ability to create, edit and deactivate all required learning
LEARNING - assignments in the Service Center.
ADMIN
REQUIRED Administrator access with ability to only create, edit and deactivate their own required
LEARNING - learning assignments** in the Service Center.
CREATOR
LEARNING Administrator access, with ability to create, edit and deactivate **all learning
ASSIGNMENT – assignments ** in the Service Center.
ADMIN
LEARNING Administrator access with ability to only create, edit and deactivate their own learning
ASSIGNMENT – assignments in the Service Center.
CREATOR
REQUIRED May create and edit their team required learning assignments (direct reports as
LEARNING – assigned by HR feed or registration assignment) via the manager assignments interface.
MANAGER
LEARNING May create and edit their team learning assignments (direct reports as assigned by HR
ASSIGNMENT – feed or registration assignment) via the manager assignments interface.
MANAGER
The non-manager roles above may also be assigned to Group Space privileged members as Group Space
permissions. In that case, the assignment audience will be limited to the Group Space members only.

Notes
The administrator and creator roles don't grant access to view or edit manager assignments in the
manager assignment interface.
Managers may extend due dates or remove assignments for their team members if created by
administrators in the Service Center if they have the corresponding assignment level access control.
For example, if managers are only granted the LEARNING ASSIGNMENT - MANAGER role, they can edit
or remove learning assignments created by administrators but they won't be able to edit or remove
required learning assignments.
Manager edit access to learning assignments only applies to their team members through the manager
assignment interface. Managers can't view or edit learning assignments interface in the Service Center
unless they also are granted an admin/creator role.

Assignments allow varied types of audience and due dates:

Managers can directly create assignments to their team with a specific due date but on-going
assignments aren't available.
Administrators can assign learning assignments to user groups, specific list of learners, or by
demographics, skills or job roles with a fixed due date.
Administrators can schedule ongoing assignments by dynamic demographic groups and set the
number of days to complete the learning based on when the assignment is made (on-going
assignments).

When a learning assignment is created, a transcript is created. Required learning assignment transcripts are
flagged as required for each assignee. Both display in the learners Your learning assignments queue. When a
learning assignment is removed, the required flags on the transcript change to false, the assignment reason is
replaced with the reason for removal and if the learner hasn't added it to their queue it will be recorded as a
cancellation.

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Handling learning assignment conflicts
Both managers and administrators may create learning assignments. When more than one learning
assignment is created for the same learning activity and assigned to the same learner, manager learning
assignments and due dates take precedent. For conflicts between administrators, the first learning
assignment and due date takes precedent; new learning assignments won't overwrite current assignments for
the same activity.

Additional documentation: Administrator learning assignments, Manager learning assignments or Learner

experience

Learning assignments for administrators

To access the learning assignment for administrator features, from any page in Your Learning, scroll to the end
of the page and click YL Service Center. On the Promote learning tile, click Learning assignments.

Learning assignments dashboard

The learning assignments dashboard is the place to view and manage your learning assignments. Show only
assignments you manage is the default view setting. With administrator roles you may toggle the checkmark
off to view all learning assignments or those owned by your Group Space. The default dashboard sort order is
by last modified date.

Assignments can be filtered by title, Group Space, assignment level (required learning assignment or learning
assignment), assignment status (draft, active, fulfilled, inactive) or assignment type (one time or on-going).
Click Show more to view all the filter choices. All learning assignments except status of inactive are included
in the default dashboard view. Click the assignment status filter to include inactive or only see one status.

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 The dashboard columns are:

Assignment level: Level is indicated in the dashboard by the exclamation point icons in the first
column of the assignment rows. Required learning assignments display as a solid red icon and learning
assignments displays as a red outlined circle.
Assignment status:
Draft - Incomplete, unpublished assignment record, no learning assigned
Active - Assignment record published but still creating transcript records
Fulfilled - All required transcript assignments created for specified users
Inactive - Assignment record deactivated by owner, all non-completed required learning
assignments cancelled
Publication date - The date the owner published and therefore, the creation of the transcript records
End date - Assignment end date for ongoing assignment records
Required By - Due date for one time assignments
Updated - The assignment last modified date; view is sorted by Updated.

To open a learning assignment record, click the row indicated by the Assignment title.

Create Assignment
For a review of creating a simple learning assignment, view the following video link:

104 Your Learning

To create a learning assignment, on the learning assignment dashboard click Create assignment.

Learning assignment navigation has three tabs General, Audience and Due date, and a dynamic footer
provides choices for canceling, deleting, saving drafts, deactivating, publishing and additional navigation to
the learning assignment tabs.

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General
Defines the general information about the learning assignment which will be communicated to the learner via
email, in the Your learning assignments queue and the learning activity landing page.

1. Enter an Assignment Title for the assignment record. Only visible to creators and administrators;
displays as the record title in the learning assignments dashboard.
2. Select Assignment level: required learning assignment or learning assignment. The assignment level
choices are based on the roles assigned to the user. The default is learning assignment.

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3. Click Select activity to choose the activity to be assigned. Only one activity can be assigned. There are
three tabs for finding an activity.

a. Search: Enter a learning activity title, id or topic. Choose from the suggested type ahead results or
press Enter to view results and click Add. Search defaults to catalog results which are active and in the
default search. To include activities not in the default search, select All active from the filter.
b. Your learning items: Choose a learning activity from Your Completions, Your Queue, or activities,
plans or quizzes you've authored in YL Builder.
c. Recommendations: Find an activity on the Search tab, click Add. Switch to Recommendations tab
to view recommended activities.

After finding and added a learning activity, click Done.

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 4. Enter the Reason for assignment. This is the primary instructions provided to the learner in email
notifications, their Your learning assignments queue and the learning activity landing page. We
recommend including an explanation to the learner of why this benefits the business, their team or
their job.
5. The Learn More Link is an optional url address, typically to a web page providing more information
about the assignment, learning program or other related documentation.
6. Enter the name, id or email address in the Assigned by field. Partial entries initiate a search of your
registered users for selection.
7. By default, the Contact will be the same as Assigned by. Click the checkbox to select another contact
for questions about the assignment. For example, the assigned by may be a department manager and
the assignment contact the department learning coordinator.
8. By default, Email notifications sends one email notification per audience member when the
assignment - required or otherwise - is published. Required learning assignments have additional
notifications if the learning activity is incomplete; reminders are sent 7 days prior to completion date
and two weeks after the due date. Click the checkbox to not send any email notifications for this
assignment.
Note: Your tenant configuration can be set to send no email notifications. If tenant notifications are
turned off, the email notification checkbox won’t display on this form.
9. As a privileged member of a Group Space, you can select the group name for Owned by a Group Space
to share the ownership of the assignment with the Group Space. When selected, it also limits the
audience selection of the assignment to the members of the Group Space.
10. When you've entered the necessary information on this tab, click the Audience tab or on the footer
click Next: Audience ->.

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Audience
Who will be assigned the learning activity? There are three ways to select a target audience for an assignment.

Select a user group provides one group to be selected from a user group search or from a list of user
groups of which you're a member.
Specify a list of learners gives two options.
a. Bulk load allows you to manually enter (or copy and paste) a comma separated list (csv) or list with
line breaks of user email addresses.
b. Add member allows you to search and select user name or email addresses from your registered
users.

Only names, ids or email addresses verified as registered users will be added. All other entries and duplicates
will be removed as exceptions automatically. You can create a list by combining a bulk load list and then Add
member to include additional names. After adding names by either option, the list of names displays with a
total count of learners.

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 Audience list of learners

Specify demographics provides a powerful feature to select by any available demographic in multiple
combinations. Depending on your business taxonomy implementation, you may choose by location, job
roles, job skills, or business unit. For example, you could assign learning for all first level sales
professionals in the United States. Learn more about setting target audience with demographic filters.

1. By default, the demographics selection starts with active registered users. Click the Select a
demographic for the list of demographics available and then click Add.
2. A line entry will display for the demographic. Choose Matches or Does not match and click the
list selection to choose a filter. Repeat for additional demographics and filters.
3. Click Apply.

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Assigned Learners
Scroll to the end of the page to view the number of matched learners and click the down arrow to expand and
view the individual list of names.

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 Concerned you may be overloading your learners with assigned learning? Click Check audience workload to
view the percentage of learners which currently have a range of 0 to 11+ learning assignments. Additionally, it
calculates the number of learners who have already completed the assignment or have it assigned.

112 Your Learning

Due Date
Due date for the learning assignment depends on assignment type - a one time assignment or an ongoing
assignment.

A one time assignment assigns the learning activity to the selected audience with specified due date. Enter a
Due date by typing the date, month and year or click the calendar icon to pick a date.

An ongoing assignment is a dynamic assignment which periodically polls the selected user group or
demographics to determine if new learners have been added or removed. When new learners are added to the
audience, it will queue and process the assignments for them. The assignment due date will be based on
assignment processing date plus the number of Days to complete.

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 Important: When using the management chain option for ongoing learning assignments, if the manager moves
organizations, all the assignments will follow the manager to their new team.

Ongoing assignment example

All registered users assigned to Canada must complete an annual Canadian data privacy review. A learning
assignment record is created and published on January 1, 2021 with audience selection filters matching
employees assigned to the demographic of Canada. As an ongoing assignment, due date is set with 30 days to
complete learning and an assignment end date of December 31, 2021. For the first assignment processing on
January 1 2021, all current employees of Canada are assigned the learning with a due date of January 30,
2021. During the year, every employee hired or transferred into Canada will match the demographic filter and
therefore automatically be assigned the learning with 30 days to complete it from the date they were added to
the Canadian group. All employees removed from the Canadian group will have any active or overdue
assignments cancelled. December 31, 2021 will be the last day the assignment record will initiate the polling
of the audience filter.

Saving a learning assignment

The minimum fields required to save a draft learning assignment is Assignment Title. At any point during
creation of a learning assignment, click Save as draft on the footer to make an incremental save of an
assignment. A message will appear confirming Draft saved but won’t close the editing interface. The message
includes a link to view all learning assignments which will open the Learning assignment dashboard. The
dashboard page can also be accessed from the Learning assignments links.

Deleting a draft assignment

Learning assignments with the status of draft may be deleted. To delete a learning assignment, with the
assignment record open, click the Delete button on the footer navigation bar. It can also be deleted from the
more button in the last column of the assignment record in the learning assignment dashboard. You will be
prompted to confirm the deletion. Delete will remove the draft record and save no history of it. There’s no
filter to view them. Keep in mind, inactive and deleted are different actions. Published assignments can’t be
deleted, only marked inactive using the deactivate action.

Publishing a learning assignment

The minimum fields required to publish an assignment are:

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 Title
Assignment level
Learning activity
Reason for assignment
Assigned by
Audience
Due date for one time assignment or Days to complete and Assignment end date for ongoing
assignments

The Publish button only appears on the assignment navigation footer bar on the Due date tab.

Publishing confirmations

1. When you're ready to publish the learning assignment for processing, click Publish from the
assignment footer.
2. Review the audience workload and confirm by clicking Continue.
3. Carefully review the assignment details, dates, reason for assignment, spelling and grammar as
needed. If all is correct, click Confirm & Continue.
4. Review any warnings that display and if you wish to proceed, click Publish.
5. The assignment status will be set to Active and queued for processing. Once processing is completed,
the status will change to Fulfilled.

Note: Standard processing time for learning assignments is within 24 hrs from publishing. Once published,
the assignment record can no longer be modified, only deactivated.

Create a copy of a learning assignment

All learning assignments of any status may be copied to create a new learning assignment. This can save time
in creating future assignments for the same learning activity or audience. From the record row in learning
assignment dashboard, click the ellipsis icon (3 dots) in the last column and select Create a copy. A copy of
the assignment will be created and opened for you to edit. All fields are copied to the new record but should
be confirmed and updated as needed, in particular be sure to review assigned by, contact and audience
members. For example, past due dates will include an error stating the date is out of range for assignment and
prevent publication.

Deactivate a learning assignment

To cancel or deactivate a published learning assignment, open the assignment to click Deactivate from the
assignment footer. Deactivating a learning assignment will remove the learning assignment for any learners
who have not yet completed it. It will also stop future processing of ongoing assignments. The assignment
status will change to Inactive.

View completion report

Would you like to view a report for a learning assignment without having to re-enter the activity and assigned
members list? Each assignment record - in the learning assignment dashboard and on the assignment form -
includes a view completion report action. From the record row in learning assignment dashboard, click the
ellipsis icon (3 dots) in the last column. Click View completion report which will open a group learning
completion report configuration page. The learning activity and assigned audience is automatically populated
from the assignment record. Click Run report button to view the completion report. As always, access rules
for name detail level will still apply to the report. Note: The "user group" displays as the assignment record
number which matches the id field at the top of the published assignment page.

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Manager Learning Assignments
With the correct access roles enabled, managers may add and remove learning assignments for their direct
reports. Prior to making team or individual assignments, check your organization's policy for learning
assignments, what access control you have been granted, and have a clear reason when creating team
learning assignments.

There are two manager access roles: REQUIRED LEARNING - MANAGER and LEARNING ASSIGNMENT -
MANAGER. As a manager, you may be granted both, one or none.

View the following video for demonstrations of creating team assignments, use of the manager learning
assignment dashboard, the monthly manager past due required learning assignments email and editing and
removing team assignments:

Create a team learning assignment

116 Your Learning

1. Managers have two options to launch the create learning assignment form:
a. From your Team menu, click Learning assignments which will open your manager learning
assignments dashboard.
b. From a learning activity landing page, click the Actions menu.
2. Click Create learning assignment. The create learning assignment form will display.
3. On the Select activity tab, to choose the activity to be assigned. Only one activity can be assigned t a
time. There are three options for selecting an activity.
a. If you launched the learning assignment form from an activity landing page, it will automatically
select that learning activity for assignment. To choose another learning activity, click Change selection
and continue with one of the following options.
b. Search: Enter a learning activity title, id or topic. Choose from the suggested type ahead results or
press Enter to view results and click Add. Search defaults to catalog results which are active and in the
default search. To include activities not in the default search, select All active from the filter.
c. Your learning items: Choose a learning activity from Your Completions, Your Queue, or activities,
plans or quizzes you've authored in YL Builder.
4. Locate a learning activity and click Add and then click Next.

5. On the Select employees tab, choose the employees to be assigned. Click the checkboxes to only
select some of your direct reports or you may click the checkbox next to Employees to select all your
direct reports. Use the learning assignments columns of total, required and past due to review and
assess your team's learning assignments workload. With your team members selected, click Next.

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 6. On the Assignment details tab, select an Assignment level: required learning assignment or learning
assignment. The assignment level choices are based on the roles assigned to you. You may have one or
both choices.
7. The default Due date is 30 days from the current date. Accept the default or click the calendar to
choose a different date.
8. Enter the Reason for assignment keeping in mind your organization's assignment policies. This is the
primary instructions provided to the learner in email notifications, their learning assignments queue
and the learning activity landing page. We recommend including an explanation to the learner of why
this benefits the organization, their team or their job.
9. The Learn More Link is an optional url address, typically to a web page providing more information
about the assignment, learning program or other related documentation.
10. With all necessary fields completed, click Next.

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11. On the Review tab, carefully review the employees selected (the no. of selected employees link returns
you to the select employees tab), assignment details, dates, reason for assignment, spelling and
grammar as needed. If all is correct, click Submit.

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 12. A confirmation will appear stating the learning assignment has been created and an email notification
will be sent. The new assignments will display in your dashboard.

The assignment will be processed and learners will be notified by email and be added to their Your learning
assignments queue. Visit Learning assignments - Learner's experience for more information.

Editing team learning assignments

There are times when assignments are created and learners aren't able to complete them by the due dates
given or may need to focus on other business priorities. Typically, direct managers are more aware of those
day to day needs. Depending on your tenant configuration, managers may extend due dates or remove
learning assignments for their team. The option to edit assignments is based on access roles tied to
assignment levels. Managers may edit assignments that match their access roles. For example, a manager
only granted the LEARNING ASSIGNMENT - MANAGER role can edit or remove learning assignments created
by administrators but they won't be able to edit or remove required learning assignments.

Update due date

To modify a learning assignment due date:

1. Click the Team menu, then click Learning assignments.

2. Locate the learning assignment and click the 3 dots menu in the last column or expand the learning
assignment row to view the assignment details. From either the menu or assignment details, click
Update due date.

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3. The same interface for creating a manager assignment displays. Click Next to view the select
employees tab. When launched from a specific learning assignment it auto-selects that employee. If
others team members are assigned to the learning activity, additional employees can be selected so
you don't need to do each individually. With employee(s) selected, click Next to navigate to the
assignment details tab.
4. On the assignment details tab, enter a new due date for the assignment.

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 5. Click Next. On the review tab, confirm the new date and click Update.

Remove learning assignment

To remove a learning assignment:

1. Click the Team menu, then click Learning assignments.

2. Locate the learning assignment and click the 3 dots menu in the last column or expand the learning
assignment row to view the assignment details. From either the menu or assignment details, click
Remove learning assignment.

122 Your Learning

3. A similar interface for creating a manager assignment displays but without the assignment details.
Click Next twice to navigate to the review tab.
4. On the review tab, confirm the selected activity and employee and click Remove.

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 When a learning assignment is removed, the assignment id and details are maintained but the required flag on
the transcript changes to false, the requirement status is changed to "removed" and the reason for removal is
updated to "Requirement Removed (e.g. by manager)".

Monthly manager email reminder

Once a month managers receive a reminder email if their team members have past due required learning
assignments.

124 Your Learning

Learning assignments - Learner Experience
What is the messaging and experience of assigned learning for learners? When a learning activity is assigned -
whether by administrative assignments, team managers, or the legacy batch upload process - the learner will
experience the following:

When a learner is assigned learning, all assignments are added to the learner’s Your learning assignment
queue. The first indicator for most learners will be the assignment notification banner on the home page. Here
are the options:

If there are no learning assignments, the banner will not display.

If only learning assignments - the banner will have a red outline exclamation point icon and number of
assignments.

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 If any combination of assignments which includes at least 1 required learning assignment, a solid red
exclamation point icon displays followed by number of required learning assignments.
If there are past due required learning assignments, it will have a solid red exclamation point icon
followed by the number of required learning assignments and the number of past due assignments.
Remember in this case, past due only applies to required learning assignments.

To see the details of the assignments, the Your learning assignment queue can be is accessed on any page
from the Learning menu, or on the home page by clicking the assignment banner link or scroll down to click
the Your Learning Assignments tile.

The Your learning assignments queue will contain a list of learning activities To Do and Completed. The to do
activities include activity name, required by date and the trusted source current progress status, if available.

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With the learning activity page open, a banner displays the assignment due date with a Show more link. Click
the Show more link to expand the banner and view the assignment reason, assign by and contact information.

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 Learning assignment initial email notification
Email notification of assignment is only sent if "Notify learners via email when learning is assigned" is
checked. Email subject includes due date and assigned by. Email message includes reason for assignment,
assigned by, activity name, activity type, activity duration, due date, button link to activity page, and contact
name with email link.

Required learning assignment reminder emails

Email notification 7 days prior to due date is the same as the initial email notification except the subject line
which states Due next week. Email notification of past due required learning assignments will state Past due
with the due date in the email subject line. Email message includes past due reminder statement, assigned

128 Your Learning

 by, activity name, activity type, activity duration, due date, button link to activity page, reason for assignment,
and contact name with email link.

Learning invitations
People put more stock in personal recommendations over search results. When they receive a
recommendation from someone they know and respect, they are more apt to follow it. Learning invitations let
you share your learning recommendations with your peers or team. Learners may accept, decline or not
respond to invitations. Invitations aren't assignments and have no requirements for completion. With learning
invitations configuration enabled, all learners will have a Your learning invitations dashboard accessible from
any page on the Learning menu and the home page tile.
Administrators may create large group learning invitations for enterprise-wide learning recommendations
in the Service Center and perform follow up completion reporting on those group invitations.

Note: All learning invitation features are optional configuration choices for each tenant. The invitation features
must be enabled in your tenant configuration by the tenant operations team. Once enabled, the invitation
roles may be granted.

For a review of learning invitation implementation and administration, view the following video link:

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Access roles
There are four global roles associated with learning invitations. Administrator and creator roles provide access
to create invitations in the Service Center interface. The sender and lookup - read all roles provide access to
create invitations in the learner interface.

Global role Description

LEARNING Administrator access allows ability to create, edit and deactivate any learning invitations
INVITATION - in the Service Center.
ADMIN
LEARNING Ability to create invitations and edit and deactivate their own learning invitations in the
INVITATION - Service Center.
CREATOR
LEARNING Ability to create learning invitations through learner interface in the learning invitations
INVITATION – dashboard or directly from a learning activity.
SENDER
LOOKUP - READ Allows user to search and select other learners names for the purposes of assigning
ALL ownership, creating groups, and in the case of invitations, send an invitation to a list of
learners.
All of these roles are also available as Group Space permissions. The invitations audience will be limited to the
Group Space members only.

Learning invitations are designed to encourage all learners to share learning recommendations within your
organization with LEARNING INVITATION – SENDER and LOOKUP - READ ALL assigned to all learners (any
authenticated user). The global sender and lookup role turns on the send invitations options for the learner in
the learning invitations dashboard and learning activity pages. Learning invitations can be implemented
without assigning the sender role. In that case, only administrators would have access to create and send
invitations from the Service Center. Learning invitations Group Space privileges could be implemented for a
Group Space only but it would still add the learning invitations dashboard to all learners in your tenant,
whether they're a member of the Group Space or not.

There is no separate manager interface to create learning invitations. Managers use the same send
invitations options available to all learners with one exception of an additional choice to select from their

130 Your Learning

 team members when creating the invitation. Visit invitations for learners and managers for more information
on the learner experience.

Learning invitation notification

When a learning invitation is created by learners, an email notification will be sent to notify the recipient(s)
along with adding it to the recipient's learning invitation dashboard. Administrators have the option to turn off
the invitation email notification for each invitation in the Service Center interface.

Note: Your tenant configuration can be set to send no email notifications. If tenant notifications are turned off,
the email notifications won't be sent.

The following screenshot is an example of the learning invitation email template.

Email notification example Details

![Learning invitation email example with numbered parts](ylindex_files/invitation- 1. Sender's name
notification.png "Screen shot of learning invitations with numbered parts corresponding 2. Learning activity
to detail list.") title
3. Learning
invitation message
4. Learning activity
landing page link
5. Your learning
invitation
dashboard link
Additional documentation: Administrator invitations and invitations for learners

Learning invitations for administrators

To access the learning invitation for administrator features, from any page in Your Learning, scroll to the end of
the page and click YL Service Center. On the Promote learning tile, click Learning invitations.

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Administrator learning invitations dashboard
The administrator learning invitations dashboard is the place to view and manage your learning invitations.
Show only invitations you manage is the default view setting. With administrator roles you may toggle the
checkmark off to view all learning invitations or those owned by your Group Space. The default dashboard sort
order is by last modified date.

Invitations can be filtered by title, Group Space, invitation status (draft, active, fulfilled, inactive) or invitation
type (one time or on-going). All learning invitations except status of inactive are included in the default
dashboard view. Click the invitation status filter to include inactive or only see one status.

The dashboard columns are:

Invitation title: Title of the invitation.

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 Invitation status:
Draft - Incomplete, unpublished invitation record, no invitations sent.
Active - Invitation record published, notifications not created or sent.
Fulfilled - All invitations created for specified users
Inactive - Invitation record deactivated by owner, learning invitations cancelled
Publication dates(s) Start- End - The date the owner published and therefore, the creation of the
invitation records and invitation end date for ongoing invitation records
Updated - The invitation last modified date; view is sorted by updated.

To open a learning invitation record, click the row indicated by the Invitation title.

Create invitation
To create a learning invitation, on the learning invitation dashboard click Create invitation.

Learning invitation navigation has three tabs General, Audience and Invitation type, and a dynamic footer
provides choices for canceling, deleting, saving drafts, deactivating, publishing and additional navigation to
the learning invitation tabs.

General
Defines the general information about the learning invitation which will be communicated to the learner via
email and in the Your learning invitations dashboard.

1. Enter an invitation title for the invitation record. Only visible to creators and administrators; displays
as the record title in the administrator learning invitations dashboard.

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 2. Click select activity to choose the invitation activity. Only one activity can be added. There are three
tabs for finding an activity.
a. Search: Enter a learning activity title, id or topic. Choose from the suggested type ahead results or
press enter to view results and click add. Search defaults to catalog results which are active and in the
default search. To include activities not in the default search, select all active from the filter.
b. Your learning items: Choose a learning activity from Your Completions, Your Queue, or activities,
plans or quizzes you've authored in YL Builder.
c. Recommendations: Find an activity on the search tab, click add. Switch to recommendations tab to
view recommended activities.

After finding and added a learning activity, click done.

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 3. Enter the invitation message. This is the reason provided to the learner in email notifications and their
Your learning invitations dashboard.
4. The Learn More Link is an optional url address, typically to a web page providing more information
about the invitation, learning program or other related documentation.
5. Enter the name, id or email address in the invited by field. Partial entries initiate a search of your
registered users for selection.
6. By default, the contact will be the same as invited by. Click the checkbox to select another contact for
questions about the invitation. For example, the invited by may be a department manager and the
invitation contact the department learning coordinator.
7. By default, notifications sends one email notification per audience member when the invitation is
published. Click the checkbox to not send an email notification for this invitation.
Note: Your tenant configuration can be set to send no email notifications. If tenant notifications are
turned off, the email notification checkbox won’t display on this form.
8. As a privileged member of a Group Space, you can select the group name for owned by a Group Space
to share the ownership of the invitation with the Group Space. When selected, it also limits the
audience selection of the invitation to the members of the Group Space.
9. If additional editors are needed, enter the names, ids or email addresses.
10. When you've entered the necessary information on this tab, click the audience tab or on the footer
click Next: Audience ->.

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Audience
Who will receive the invitations? There are three ways to select a target audience for an invitation.

Select an existing user group provides one group to be selected from a user group search or from a
list of user groups of which you're a member.
Specify a list of learners gives two options.
a. Bulk load allows you to manually enter (or copy and paste) a comma separated list (csv) or list with
line breaks of user email addresses.
b. Add member allows you to search and select user name or email addresses from your registered
users.

Only names, ids or email addresses verified as registered users will be added. All other entries and duplicates
will be removed as exceptions automatically. You can create a list by combining a bulk load list and then Add
member to include additional names. After adding names by either option, the list of names displays with a
total count of learners.

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Specify demographics provides a powerful feature to select by any available demographic in multiple
combinations. Depending on your business taxonomy implementation, you may choose by location, job
roles, job skills, or business unit. For example, you could send learning invitations for all first level sales
professionals in the United States. Learn more about setting target audience with demographic filters.

1. By default, the demographics selection starts with active registered users. Click the Select a
demographic for the list of demographics available and then click Add.
2. A line entry will display for the demographic. Choose Matches or Does not match and click the
list selection to choose a filter. Repeat for additional demographics and filters.
3. Click Apply.

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Invited learners
Scroll to the end of the page to view the number of matched learners and click the down arrow to expand and
view the individual list of names.

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Invitation type
A one time invitation creates and invitation for the learning activity to the selected audience.

An ongoing invitation is a dynamic invitation which periodically polls the selected user group or
demographics to determine if new learners have been added or removed. When new learners are added to the
audience, it will queue and process the invitations for them.

Important: When using the management chain option for ongoing learning invitations, if the manager moves
organizations, all the invitations will follow the manager to their new team.

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Ongoing invitation example
All Canadian learners receive an invitation to take a meditation learning activity. A learning invitation record is
created and published on January 1, 2021 with audience selection filters matching employees with the
demographic of Canada. As an ongoing invitation, the first invitation processing happens on January 1 2021
sending the invitation. During the year, every employee hired or transferred into Canada will match the
demographic filter and therefore automatically receive the invitation. December 31, 2021 will be the last day
the invitation record will initiate the polling of the audience filter.

Saving a learning invitation

The minimum fields required to save a draft learning invitation is invitation title. At any point during creation
of a learning invitation, click Save as draft on the footer to make an incremental save of an invitation. A
message will appear confirming Draft saved but won’t close the editing interface. The message includes a link
to view all learning invitations which will open the Learning invitation dashboard. The dashboard page can
also be accessed from the Learning invitations links.

Deleting a draft invitation

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 Learning invitations with the status of draft may be deleted. To delete a learning invitation, with the invitation
record open, click the delete button on the footer navigation bar. It can also be deleted from the more button
(3 dots) in the last column of the invitation record in the administrator learning invitation dashboard. You will
be prompted to confirm the deletion. Delete will remove the draft record and save no history of it. There’s no
filter to view them. Keep in mind, inactive and deleted are different actions. Only published ongoing invitations
be marked inactive using the deactivate action. There is no deactivate option for one time invitations.

Publishing a learning invitation

The minimum fields required to publish an invitation are:

Title
Learning activity
Invitation message
Invited by
Audience
Invitation type

The Publish button only appears on the invitation navigation footer bar on the Invitation type tab.

Publishing confirmations
1. When you're ready to publish the learning invitation for processing, click publish from the invitation
footer.
2. Review the invitation details, message, spelling and grammar as needed. If all is correct, click publish.

3. The invitation status will be set to active and queued for processing. Once processing is completed, the
status will change to fulfilled.

Note: Standard processing time for learning invitations is within 24 hrs from publishing. Once published, the
invitation record can no longer be modified, only deactivated if it's an on going invitation type.

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Create a copy of a learning invitation
All learning invitations of any status may be copied to create a new learning invitation. This can save time in
creating future invitations for the same learning activity or audience. From the record row in learning invitation
dashboard, click the more/ellipsis icon (3 dots) in the last column and select Create a copy. A copy of the
invitation will be created and opened for you to edit. All fields are copied to the new record but should be
confirmed and updated as needed, in particular be sure to review invited by, contact and audience members.

Deactivate a learning invitation

To cancel or deactivate a published ongoing learning invitation, open the invitation to click deactivate from
the invitation footer. Deactivating an ongoing learning invitation will stop future processing of ongoing
invitations. The invitation status will change to inactive. There is no deactivate option for one time invitations.

View completion report

Learning invitations don't require learners to complete the learning activity. Yet you may want to see how
many learners completed the learning activity after receiving the invitation, particularly if it's part of a learning
campaign. You can view a completion report for a learning invitation group without having to re-enter the
activity and audience members list. Each invitation record - in the learning invitation dashboard and on the
invitation form - includes a view completion report action. From the record row in the administrator learning
invitation dashboard, click the ellipsis icon (3 dots) in the last column. Click view completion report which
will open a group learning completion report configuration page. The learning activity and audience is
automatically populated from the invitation record. Click run report button to view the completion report. As
always, access rules for name detail level will still apply to the report.

Note: The "user group" displays as the invitation record number which matches the id field at the top of the
published invitation page.

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Learning invitations for learners
Share your favorite learning with your peers or make learning recommendations to your team. Learners may
accept, decline or not respond to invitations. Invitations aren't assignments and have no requirements for
completion. Depending on your organization's tenant implementation, you may send or receive invitations
from administrators, managers or peers.

Note: The learner and manager's send invitation process is the same with exception of adding people to the
invitation list. Managers have the additional option to view and select from a list of their direct reports.

For a review of learning invitations for learners, view the following video link:

Your learning invitations dashboard

Your learning invitations are sent and received from your learning invitations dashboard. The dashboard may
be accessed from the Learning menu on every page or from the Your learning invitations tile on the home
page. The home page tile also includes a red circle notification indicating the number of invitations waiting to
be processed (accepted or declined).

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Processing your invitations
The Your learning invitations dashboard contains a list of learning invitations with two tabs for new and past
invitations sorted by date received. Invitation details can viewed by expanding the invitation row. Click go to
activity to visit and review the details of the activity. At the learning activity landing page, you'll also see the
detail and the options to accept or decline the invitation. This invitation reminder will display on the activity
landing page until you accept, decline or it expires.

144 Your Learning

You may process the invitation on the activity learning page or the learning invitations dashboard. You may
accept, decline or not respond to an invitation. None of these actions are reported back to the invitation
sender. Accepting the invitation adds the learning activity to your learning queue. Declining an invitation
removes it from the new invitations tab list.

Both accepted and declined invitations will be moved to the past invitations tab list. After three months,
invitations not accepted or declined will automatically expire and move to the past invitations tab. From the
past invitations tab you may change the accept or decline decision. When previously accepted invitations are
declined, the learning activity is removed from your learning queue.

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Create and send a learning invitation
If your organization gives all learners the LEARNING INVITATION - SENDER access role, all learners may send
learning invitations to anyone in your organization's directory. The send invitations action is available from
the your learning invitations dashboard and on any learning activity's title and action menu.

1. There are three options to start the creation of a learning invitation.

a. Click send invitation from your learning invitation dashboard.

b. From any learning activity, click send invitation from the activity title.
c. From any learning activity, click actions menu and then send invitation.

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2. If starting from the learning invitation dashboard (1a), a learning activity needs to be selected. Enter
the full or partial name of the activity title and hit enter to initiate the search. When starting from an
activity landing the page (1b or 1c), that learning activity is automatically selected and you may skip to
step 4.
3. Locate the learning activity and click add.
4. If the wrong activity is selected, click change selection to open or return to the activity and search
option.

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 5. Create the list of who you want to receive the invitation by entering a name in the add people search
field. The type ahead lookup will provide you with possible matches. Click a name and it will be added
below the search field. To add additional names, clear the search field (click the X) and enter the next
name.

Note: Manager's have the additional option to click select from your team (noted with the red asterisk
on the image) which provides a list of direct reports. Click the checkbox next to employees to add the
entire team, or click individual checkboxes for a partial team list. Click add selections which will be
included in the mailing list.

148 Your Learning

 6. Enter an invitation message explaining your reason for sharing the learning activity.
7. Click send invitations and the invitations will be emailed out and learners will see the invitations in
their learning invitations dashboard. A confirmation of the sent invitation will display.

Learning invitation notification

When a learning invitation is created by learners, an email notification will be sent to notify the recipient(s)
along with adding it to the recipient's learning invitation dashboard. Administrators have the option to turn off
the invitation email notification for each invitation in the Service Center interface.

Note: Your tenant configuration can be set to send no email notifications. If tenant notifications are turned off,
the email notifications won't be sent.

The following screenshot is an example of the learning invitation email template.

Email notification example Details

![Learning invitation email example with numbered parts](ylindex_files/invitation- 1. Sender's name
notification.png "Screen shot of learning invitations with numbered parts corresponding 2. Learning activity
to detail list.") title
3. Learning
invitation message

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 4. Learning activity
landing page link
5. Your learning
invitation
dashboard link

Learning Plans
Learning a new skill or concept often takes the form of consuming a number of learning activities in a certain
order together to round out one's knowledge of a subject. Learning Plan Builder allows you to design a path of
activities for learners to take. The Learning Plan feature allows its owners to create rich and tailored learning
experiences for many learners all in one plan. With the many setting choices, the owners of a learning plan
may include many audiences who see different options, as if to have many learning plans all in one. This
makes progress and completion reporting very simple.

This example of a learning plan contains some required and some optional items. Each item in a plan's section
can be a learning activity, a digital credential, or a task. Tasks are a description of something for the learner to
complete but it's not a learning activity; the learner does not get learning credit (duration time) for having
done it.

150 Your Learning

Your Learning 151
Channel vs. Learning Plan
Commonly, learning professionals wish to create a collection or series of learning activities for learners and
are unsure of the best Your Learning tool to use: learning plans or channels? Both are composed of a number
of learning items put together in a group for learners. Here are the differences between channels and learning
plans:

A channel doesn't have a concept of being complete. It's a way for learners to see learning pertaining to
a certain subject, and this changes all the time. Think of a channel like Netflix genres - you don't ever
complete a list in Netflix, and new shows are constantly added.
A learning plan can be completed, and certain elements can be set as required, optional, or
required/optional for certain people.
Quizzes can be added to both channels and learning plans but channels don't provide a way to set a
procedural order of when to take the quiz. In addition, you can't make a quiz required in a channel but it
can be required for completion in a learning plan. Practice quizzes can be helpful in channels to allow
learners to test and assess their knowledge.
A learning plan has robust name-level engagement/completion reporting available.
Non-learning activities called plan-specific tasks can be added to learning plans but not to channels.
A learning plan can be assigned, required, and used in an invitation. Channels can be recommended
but not assigned or used in an invitation.

Learn more about guided learning tools.

Creating a learning plan

For this access, the user must have the LEARNING PLAN BUILDER - CREATOR role.

From any page in Your Learning, scroll to the end of the page and click YL Builder. On the Learning Plans tile,
click Create a plan.

Learning plan navigation includes header menu with links to YL Builder forms, three tabs General, Sections
and Items, and dynamic footer provides choices for canceling, saving drafts, deactivating, publishing and
additional navigation to the learning plan tabs.

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 Continue to instructions for the learning plans tabs:

General

Sections

Items

Saving a learning plan

The minimum fields required to save a draft learning plan are Title and Description. Note: If additional
languages are configured, title and description for each language is required. At any point during creation of a
plan, click Save as draft on the footer to make an incremental save of a plan. A message will appear
confirming Draft saved but won’t close the editing interface. The message includes a link to view draft
learning plans which will open the Manage plans page. The manage plan page can also be accessed from the
Learning plans link on the header.

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Publishing a learning plan
The minimum fields required to publish a learning plan are Title, Description, Duration, Icon, and 1 learning
Item in 1 Section. When you are ready to include the learning plan for use in the learning catalog, click
Publish from the learning plan footer. A prompt will ask you to confirm, click Publish. The plan will now be
available for all learners. Note: If you haven’t previously saved the plan as a draft, the Publish button only
appears one the plan footer on the Items settings tab.

Once a learning plan is published, learners may view and add it to their queue. Their progress and
completions won't be included in reporting unless they enroll by clicking Start tracking progress. Updating
and publishing the learning plan items and settings will modify the learning plan for enrolled learners.
Updates to the general tab fields will display immediately. Changes or additions to the sections and items are
pushed by a scheduled job. Typically, the job is scheduled to run updates every 5-10 minutes but your tenant
schedule may vary.

Learning plan dashboard

View your learning plan dashboard in Your Learning Builder by clicking and choosing Manage plans from the

Learning Plans tile.

The default view is your active plans. You may click the dashboard tabs to view draft, inactive, or all plans. You
can search for learning plans by name, filter by your learning plans, or plans owned by Groups Spaces you
administer. The example below shows the All view.

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Learning plan completion report
The learning plan completion report is a Service Center report. From any page in Your Learning, scroll to the
end of the page and click your tenant's Service Center. On the Report tile, click jump to report and select
learning plan completion report from the list. Visit our reporting documentation for full Service Center
reporting options.

Learning plans offer very robust reporting providing a summarized transcript status view and name-level
detail for a selected learning plan and group of plan participants. It has three tabs - summary, details heat
map, and details full - which progressively expands on plan completion status and also allows filtering on
specific learners if the user has a name level detail access role. Plan owners, learning professionals and
managers can see exactly where every participant is, how much they've done and what they have left to do in
a plan. It only tracks learning plan participants which are defined as:

Learners assigned the plan (both required or standard assignment)

Learners who've started the plan (using the "start tracking" button)
Learners who've completed the plan
Learners who've completed an alternative learning activity for the plan
Doesn't include learners who haven't started the plan or those that have stopped tracking progress

It doesn't report on all employees. If you want a tracking report which reports on all employees for a learning
activity, use the group learning completion report.

Report details Report example

Your Learning 155

 Report details Report example
Report type: 3

Access roles:
REPORT - VIEW
SUMMARY
NAME LEVEL DETAIL
ACCESS(optional)

Configuration

Group learning configuration and usage

A common request for group learning reports is to examine the full organization summary report, investigate
gaps by group, manager, learner or learning item, and lastly, determine which groups need encouragement or
increased adoption for the learning. This process can be accomplished in the group learning reports by first
configuring a report with the full organization reporting. Then review the summary and heat map to determine
the gaps. Then choose a specific row to filter by that group and change the "report by" filter to learner or
manager to show completion progress by individual learner or within the management chain. This
documentation provides an overview of those steps.

Notes:

Only users with a name level detail role or permissions will have the option in group reports to choose
to filter by learner or manager.
Managers - both first line managers and upper management - may use the My team's learning reports
to achieve this same goal.

Learning plan progress and filters

The learning plan completion report contains three tabs - summary, details heat map, and details full - which
allows you to drill down into the individual learning activities in a plan and, if you have name level detail
access, filter to see individual learner names and their progress.

The learning plan completion report has it's own report configuration page. The only requirement is to choose
a learning plan but optionally you may set the report by or learner demographic selections. The report by
selection determines how the report will be grouped or organized. The learner demographic filter allows you
to limit the report to a specific learner group subset based on your organization's HR demographics - e.g. only
your department. Otherwise, all current plan participants will be included except when the user only has
Group Space report permissions and then learner selection is limited to the Group Space.

156 Your Learning

Run your report to view the summary tab results. Switch to view a heat map tab to show the status of the
activities in the plan at a glance, or the full detail view, which will display the section and item titles and
information about every item in the plan.

Summary tab
The summary tab displays the number and percentage of plan participants who've completed the plan, by
sorted by number of participants, grouped by the report by demographic. In this example, the report by
demographic is country and may be further filtered to a specific country using the search in the report header.
Toggle on show participants who have started this plan to include number and percentage of participants
who have started or are assigned this plan but haven't completed it.

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 Details - Heat map tab
The heat map details tab keeps the original columns but also includes columns for the learning plan sections
with individual squares for each activity in the section. The completion percentages are indicated by a color
gradients, lighter green for fewer completions to darker green for more completions, and the dark green with
a checkmark indicating all participants in the group have completed the activity or an approved alternative
activity. Hover over each section column or learning activity square to see a popup with completion details.
Use the horizontal scroll bar at the bottom of the report to view all sections.

158 Your Learning

Detail - Full tab
The full details tab expands each section to list all the activities title and id with associated completion
percentage.

Filter by learner or manager

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 To "drill-down" and view specific completions of one group, choose a specific "report by" row which changes
the learners/demographic filters to that row value, and then change the "report by" filter to learner or
manager. These steps are changing the configuration settings within the reporting interface. It's not required
to start at a larger organization level and "drill-down." If the need is only to see learning plan completions for
learners in Boston, the report can be configured directly in the configuration settings. Either way, the user is
still required to have a NAME LEVEL DETAIL role to view results of a group report by learner or manager.

This example uses a learning plan completion report configured with the report by set to City and the
learners/demographics filtered to the US cities: Cambridge, Boston, Littleton, New York, Armonk, and Albany.
Choosing the filter by icon for the Boston row, changes the learner demographic to Boston, then selecting
Learner for report by and applying those filter changes recalculates the report to show name level detail for
the Boston learners with their completions for this learning plan. Navigation for detail heat map and full tabs
will maintain those filters.

Learning Plans - General tab

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Defines the general information about the learning plan. Learners will see this information on the activity page
in Your Learning.

1. Enter a Plan title which will make sense to learners in any context.
2. Enter a Plan description which explains the purpose of the learning, what skill(s) they will have once
they finish the plan, and lets learners know what to expect to complete the plan. Description must be at
least 50 characters.
Note: Title and description are included in the search index.
3. To include multiple language translations, click Add Language to select the additional languages.
Multi-language help
4. Specify the expected Duration. There are two options for duration, both are estimates. The plan can be
completed in about option allows selection of number of hours, days, weeks, or months to complete
the plan. Approximate time to complete this plan is more inexact, allowing for a general selection of
hours, weeks, or months.
Note: The value is always an estimate to indicate to the learner expected time to complete all plan
activities. The credited learning hours will be based on duration of each individual learning activity in
the plan.
Note: When editing plans created prior to October 2021, the existing duration value is saved as the
approximate time value.

Your Learning 161

 5. For Plan icon choose from the list or provide a url to/upload your own.
6. Indicate if there is a Plan cost for learners.
7. Optionally, click the checkbox to include a Progress map at the top of the plan. This option can be
helpful to provide a visual indicator of completion progress for plans with multiple sections.
8. If you're an administrator or privileged member of a Group Space and want to share ownership of this
activity with your Group Space, check the box for Owned by a parent Group Space and select the
Group Space name.
9. Plan owner automatically defaults to the plan creator.
10. Optionally, add names in Plan editors who will be able to edit the plan.
11. For Include in Search Results, check to have the learning listed in search results. There are times you
may not want it in search, for example limited availability activities that will be directly communicated
to the audience. If you choose not searchable you will be responsible for communicating the url of the
learning plan to the intended audience.
12. Click the Sections tab or Next: Sections ->.

162 Your Learning

 Go to Sections.

Learning Plan - Sections tab

The sections of a learning plan allow the owner to group activities into manageable ordered chunks. It also
provides the author choices to create required or optional sections. One example of optional and required
sections is allowing learners to "test out" of a subject. Create a learner driven plan with two sections and
completion criteria specifying the learner must complete 1 of 2 sections. Set the first as an optional learner
choice section containing the learning activities. Set the second section as required containing a YL Builder
quiz with questions to assess the learners knowledge. The second section's requirement is enforced even if
the learner completes the first section; they still need to complete the second section quiz before completing
the plan. For learners confident of their knowledge of the subject, they may take the quiz and if they achieve a
passing score, they've completed the learning plan. If they don't achieve a passing score, they may still
complete the learning activities in the first section and attempt the quiz again.

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 There are multiple layers of how a plan author may set required or optional learning criteria within a plan.
Both sections and items within sections can be configured to be optional or required. As a result, complex
learner driven plans can be created where all or subsets of sections or items can be required. Note: These
options can be accessed and set on either the Sections or Items tab.

For sections, the default Plan completion type is Standard plan.

1. To change plan completion type, click the pencil edit icon following Plan completion type.
2. Choose a plan completion type. If you choose Learner-driven plan, enter the number of sections the
learner will need to complete.
3. Click Apply. Depending on your choice the options for section requirements change. See descriptions
and examples below.
4. Enter a section title. If a learning plan has only one section, the section name will not display to the
learner.
5. Enter a section description. For more complex criteria choices and requirements, the section
description is a good place to explain the rules or reasoning for the criteria.
Note: If you have included additional languages on the General tab, you will need to provide the
translated section titles and descriptions in the sections tab.
6. To add more sections, click Add section until all sections are complete.
7. When finished with all sections, click Next:Items ->.

Standard plan

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 All sections are required for plan completion. Whether you have 1 section or 4 sections, users must complete
all sections. With the standard plan, the section completion criteria options are to complete all learning
items in the section or specify how many items need to be completed in the section. Therefore all sections are
required but each section may allow the learner choose which subset of items to complete.

Learner-driven plan
The learner may choose a set number of sections to complete. The learning plan author can include multiple
sections, specify how many sections need to be completed which gives the learner the option to choose which
of those sections to complete. The author may still set individual sections a required. For example, a learning
plan has 5 sections with 1 required and the author specifies 3 of 5 sections need to be completed. This gives
the learner the option to complete 2 of the 4 optional sections and they must complete the 1 required section
to finish the learning plan. The learner may still complete all sections if they wish. Within the learning driven
sections, there are two options: section type and section completion criteria. Clicking the pencil edit icon for
either option displays the same settings choices.

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 Go to Items.

Learning Plan - Items tab

On the Items tab, the plan completion type and section completion criteria are the same settings as set on the
Sections tab. You may change the settings on either tab. For full descriptions of completion type and section
completion criteria, review Learning Plans - Sections tab. Each individual item added also has additional
settings based on section completion criteria. In particular, the item settings allows the author to add items
for targeted audiences by demographics.

Add items
1. For each section, begin adding the items to that section by clicking Add item.
2. Choose an item type to add: learning activities, digital credentials, or to create learning activities,
quizzes, task, etc. This example shows adding a learning activity.
3. Choose to Search or to select from Your learning items. This example shows the search option. If
you're the owner of the learning to be added, selecting your learning items includes the options to view
your owned activities, quizzes, etc. The search and selection of resulting items work similarly.
4. Enter search terms and press enter to initiate the search. Note: The default searches active and in
default search. If the learning activities aren't in the default search change the filter to All Active. In
draft activities can't be added.
5. From the search results, click the Add button for the activities listed. The button will change to Added.
Multiple activities may be added.
6. With all activities selected, click Done.

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Plan-specific tasks
Plan-specific tasks are available in learning plans to instruct the learner to do something that is neither a
learning activity nor a digital credential. For example, requesting the learner to have a conversation with an
expert or submit an external application with the link to the application. The learner is able to mark the task
complete, a transcript record is created for the task, but the learner won't receive learning credit (hours) for
having done it.

1. In the section, click Add item.

2. From the menu, click Create plan-specific task.
3. In the task form, enter a task title.
4. Enter a task description.
Note: If you have included additional languages on the General tab, you will need to provide the
translated task titles and descriptions.
5. Enter an approximate task duration time. The duration is only an indicator for the learner on the
expected time to complete the task. Learning credit (hours) won't be accrued.
6. Select an icon for the task.
7. Click Add task to save and add the task to the section.

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Item settings
Additional settings are available for each item in every section. The settings vary depending on section
completion criteria.

1. From the item entry, click the 3 dots at the end of the entry row.
2. Click Settings from the list. The item entry expands to display the item settings.

Item visibility and audience settings

Each item in a learning plan may have it's own requirements or audience settings. When viewing items
settings, choose varies by audience to set a specific audience. You may set visible to as the target audience
using demographic filters. Learn more about setting target audience with demographic filters.

In the plan completion type and section completion criteria, there are warnings which state:
168 Your Learning
 As plan author, it is your responsibility to ensure enough sections are available to every learner.
As plan author, it is your responsibility to ensure enough items are available to every learner.

These warnings refer to item visibility and audience settings combined with item requirements criteria.
Learning plans provide very powerful options to configure learning plan items by your organization's
demographics: job roles, skills, country, etc. It's possible to create learning plans with items targeted too
narrowly by demographics that could result in not enough items or sections accessible for all learners to
complete the plan.

Section completion criteria: Complete all required items

Each individual item can be marked as required or optional, and can be shown to everyone in the audience or
a target audience can be selected. You can even set the item to be required for some audiences and optional
for others.

1. Choose the completion criteria

Required (default)
Optional
Varies by audience
2. If you choose varies by audience, then choose who can see the item
All or
Target audience
3. In either case, you will choose whether it's required for all, optional for all, or required for some and
optional for others.
4. Click Done to save changes.

In the example below, the activity Design Thinking pre-work for Lab A in Asia is visible only to people in Asia
(that is, the geographies of AP, China, and Japan) and then optional unless the learner is in Japan, where then
it is required.

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 Section completion criteria: Complete a subset of items
With this section setting, your only option is to make an item visible to all or only visible to a target audience.
In the example below, the item Meet with an expert is only visible to people in the Research business group.

170 Your Learning

Override activity details
Regardless of section completion type, if the item is an activity that comes from a trusted source, you may
override the learning title and description details provided by that trusted source for this plan only.

Go back to main learning plans page.

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Learning tracks
Learning tracks are curated sets of recommendation channels which can be grouped by any relevant category
like topic, skill, role, steps or levels to be taken in a recommended order. They give organizations fine control
over what appears as recommended learning, their own "landing page" for their learners. Target audience
settings allow them to be created and displayed for one or multiple demographics, roles or skills. As
recommendations, learning tracks provide guidance but are optional. For organizations which prefer
recommendations through dynamic channels and curation through tagging, learning tracks used in
combination with dynamic channels can be easier to update and maintain.

Note: For learning professionals looking for the option to create sets of learning with required or optional
settings, please review our Learning Plan documentation.

The tenant choice access roles for learning tracks are RECOMMENDED TRACK - ADMIN for creators/editors
and RECOMMENDED TRACK - READ for learner groups or set as any authenticated user.

Learning track example

Here's an example of a learning track for sellers. The categories are:

Master your product skills: focuses on learning the various products they will be selling
Learn. Grow. Master.: provides customer service skills learning
Know your industry: targets knowledge to sell to their client industries

Each category has multiple channels which are labeled as level one to three. Each channel within each
category can have a targeted audience. Therefore, the first two categories and related channels could be
applicable to all sellers and the last category of "Know your industry" could be configured with multiple
channels, each targeted to the seller industry groups or demographics. In this manner, learning tracks could
be created for each job role.

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 Learning tracks could also be created by topic and level. For example, learning track could be created for the
topic of "Data Science" with categories of "Introduction", "Intermediate" and "Advanced." If learning
professionals regularly maintain topic and level tagging, each category could have dynamic channels using the
channel learning items sort order options of most completions and recently added and title the channels
"Most popular learning" and "Recently added learning."

Create learning track

Note: The learning track feature essentially creates categorized standard channels as you add
recommendations. To setup learning tracks using dynamic channels, create the dynamic channels first and
then add those dynamic channels as the recommendation.

1. From any page in Your Learning, scroll to the end of the page and click YL Service Center. On the
Promote learning tile, click Learning tracks.

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 2. At the learning tracks dashboard, click Create learning track.

3. On the General tab, start by entering a learning track Title.

4. Enter a Description with details of the recommendations purpose or relevance.
5. To provide the learning track text in additional languages, click Add Language. Multi-language help
6. If you're an administrator or privileged member of a Group Space and want to share ownership of this
activity with a Group Space, check the box for Owned by a parent Group Space and select the Group
Space.
7. Select if the learning track will be visible to All learners or specific a Target audience by choosing
relevant demographics. Learn more about setting target audience with demographic filters.
8. The Track owner defaults to the creator of the track but can be changed.
9. Add additional Track editors if needed.
10. Click Next: Categories.

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11. On the Categories, enter a Category title.
12. Enter a Category description.
13. To add additional categories, click Add category. In the example, two categories have been added.
14. With all necessary categories created, click Next: Channels.

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 15. On the Channels, in this example, there are two categories: Artificial Intelligence and Data Science.
Each has a Add recommendations drop down list where you can choose to add a channel, learning
activities or digital credentials.

176 Your Learning

a. Add channels: Select channels by searching for the channels you've already created. Select the
channels by clicking Add and then Done. The channels will be listed under the category.

Your Learning 177

 b. Add learning activities: Using the activities search, find and select the learning activities for the
category. Click Done.
c. Add digital credentials: Using the digital credential search, find and select the digital credentials for
the category. Click Continue.

178 Your Learning

16. After the first recommendation addition, a channel will be added. When adding channels, the selected
channels will be displayed under the category with channel title and description. If adding learning
activities or digital credentials, a new channel is created using the learning items you selected and
added under the learning track category. When adding additional recommendations, you will be asked
if you want to add it to the existing channel or a new channel. For new channels, it provides the option
to enter a channel title.

17. With all channel recommendations created, click Publish.

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 The resulting learning track created in the above example displays as follows.

180 Your Learning

Multi-language Support in YL Builder
Your Learning was designed for large organizations with worldwide locations and diverse language learners.
Therefore, the Your Learning Builder suite - learning activities, learning plans, channels and quizzes - include
multi-language support. In the past, you may have created an activity for each language. Now, you can create,
maintain and report on one learning activity while supporting multiple language learners.

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 Currently, setting the default language and additional languages are slightly different depending on the form
type. Learning activities, learning plans and quizzes use the user interface and channels are still using the old
interface, but the result is the same. The channels will be updated to the new user interface in August 2021
when new channel features are deployed. The examples show only two languages (default and 1 additional)
but many additional languages are allowed for each activity type.

Note: You provide the translations for the languages you support. The YL Builder forms provide fields for entry
of each language translation, not the translation services.

Note: The list of languages available on YL Builder forms are all possible languages, not the language profile
preference translations configured for your tenant. YL Builder activities can be created specifying any of these
languages and will be discoverable if included in search but without the matching language profile preference
translations, only your translated text will display in that language. The general user interface will still display
in the profile language preference selected by the learner.

Note: The tenant's default language is set during configuration. The default language for each individual
learning activity can be changed but the default language for the entire tenant is set by administrators.
Therefore, the tenant default language will always display first when creating a new activity.

Adding languages and setting default language

The following examples use a quiz form but the look and behavior is the same for learning activities and
learning plans.

1. To include additional languages or change the default language on learning activities, learning plans
and quizzes, click Add language.
2. Select the additional language.
3. Click Add.

182 Your Learning

4. There will now be 2 language sections - the default and the additional language. To set an additional
language as the default, from the additional language section, click Make default.

5. You will be prompted to confirm the default language change. Click Make default.

The prior default language will be made an additional language. If you no longer want to include
original default language option, click Remove for that language section.
6. Complete translations in the additional language section fields. The option to change the language only
appears on the General tab but multiple language sections and fields may be available for translated
text on other tabs depending on form type.

Quiz with example of multiple language fields in question entries.

Your Learning 183

 Adding languages for channels
For channels there's a title Additional languages above the Select language field.

1. Select an Additional language.

2. Click Add language.

184 Your Learning

3. A new section - titled with the additional language - will appear on the form under the Select language
field.

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Default language for channels
Channels have two language settings: Default Language and Additional Languages.

There are two ways to change the default language in a channel:

1. Click Default language to view the list of available languages and choose a language. Add or edit the
title, description and keywords in the language specified and save or publish your changes.
2. If one or multiple additional languages are specified, the default language can be changed by clicking
Make default in the additional language section. The language for that section will be made the default

186 Your Learning

 language and the prior default language entries will be converted to an additional language section.

Learner experience
In viewing and searching for learning, we strive to provide the learner the best available language results
based on their profile language selection. These are the factors involved:

Your Learning user interface profile language translations don't support all languages.
Tenant selected user interface language profile translation package
Learner profile language selection
Learning author implementation of multi-language features
Language search filters

Searching for learning

The best option to improve language specific search results for learners is to add and use the additional
language fields for all potential language learners. This results in:

1. Search results are primarily indexed based on the text of the learning records title, description, and
keywords, including the additional language versions too. Therefore, learners entering search terms in
their own language will more likely receive results matching the text entered.
2. The search language filter is based on learning records with multiple languages. If there are no
additional languages in the learning records, no language filter displays.

Learning - without profile language preference

Example: Tenant default language is English and profile language preferences are available in English and
Spanish. Create an activity only available in French. When creating the activity, complete the translatable
fields - title, description, keywords, etc. - in French, change the default language to French. Without the profile
language preference for French, the activity can be searched for and viewed by any learner but only the text

Your Learning 187

 you entered in the translatable fields will be in French. The rest of the form and user interface will display in
the language profile preference selected by the learner (English or Spanish).

Learning - with profile language preference

Example: Multiple language activity in search with supported profile language preferences Create one learning
activity - Java 8 Pocket Guide, id: URL-3495 - to support both English and French. In Your Learning, each
learner has the option to set their own language preference. When learners with the English interface search
for Java, they will see search results including URL-3495 with the title, description and url address for the
English version. Learners with the French interface will search and see results including URL-3495 with the
title, description and url address for the French version. Biggest benefit: run one report to view completions
for only one activity id, for all learners no matter their language.

After including additional languages and publishing the activity, when learners search for it they will see it in
their selected language. In this example, learners search for Java for the same activity with multi-language
support.

English search and results:

188 Your Learning

 French search and results:

Notifications
Very few notifications (emails) come from Your Learning to individual people. This list includes all the
possibilities. These are configurable from different places, as noted in the table below. Screenshot examples
of each type of notification follows below.

Type Recipient Description Configuration

Learning Learner Email is sent to learner upon assignment only. Can be turned off in
assignments tenant configuration
only.
Required Learner Email is sent to learner upon assignment, seven Can be turned off in
learning days tenant configuration
assignments before it is due (if not yet completed), and two only.
weeks after the due date (if not complete).
Managers
of learners will get a monthly email if any of
their
direct reports has overdue learning. The email
directs them to the required learning report for
their team.
Learning Learner Email is sent to learner upon invitation. The Can be turned off in
invitations email directs tenant configuration
them to their learning invitation dashboard. only.
Tag subscription Learner A learner can be notified via email when new Can be disabled by
- tag updates content with learner in Service
a certain tag has been added to Your Learning Center.

Your Learning 189

 Type Recipient Description Configuration
Completion Learner If a learner has completed a learning activity Cannot be disabled
subscription but the once requested.
completion is not showing yet, the learner can
ask to be
notified when the learning completion is shown
in Your Learning.
Expiration of Owner of Owners of learning activities will receive an Cannot be disabled.
learning activity learning activity email two
months before the learning they added will
expire. The email
will ask them to renew the activity if it is still
valid.
This email is scheduled monthly so only one
email will be
sent at most per month to people who own
multiple learning activities.
Accessibility Pre-defined If any learner requests accessibility help, an Can be turned off by
request administrator email will not specifying anyone
be sent to the person or people configured to in the tenant
receive these requests. configuration.
Job error Job owner Jobs that are scheduled must have an owner. Can be disabled by
The job owner can get notifications if desired, to the job owner in job
be sent when the job has an error and does not configuration.
finish.

Learning assignment
Example of a non-required learning assignment. The completed learning assignment on the left will result in
the email notification on the right. Differences for required learning assignment emails are included in the
notes.

190 Your Learning

 Notes:

1. Assignment level is "required learning assignment" or "learning assignment." A required learning

assignment will have the following differences:
Email subject line will be "Required learning assignment" instead of "Learning assignment"
Assigned by statement (5) will be "assigned you the following required learning"
The button link to the learning will be "View required learning assignment" instead of "View
learning assignment"
2. The Learning activity lists the title, activity type and duration.
3. The Reason for assignment is the main indicator and instructions to the learner for the purpose of the
learning assignment.
4. The Learn more link only displays if a link is entered on the learning assignment form.
5. The Assigned by name is used in the subject line, the assigned by statement, and uses their image
from your organization directory, if available.
6. The Contact name and email is linked in the contact statement at the bottom of the email. If the
assigned by and contact are the same, the Assigned by name and email address will be used. For
learning assignments created through the manager interface, there is no contact option, therefore, the
assigned by and contact name and email address will always be the manager.
7. The Due date from the Due date tab is used for the date in the subject line and under the activity
information. On-going assignments calculate the date accordingly.

Required learning assignments - reminder and past due

Your Learning 191

Learning invitation notification
When a learning invitation is created by learners, an email notification will be sent to notify the recipient(s)
along with adding it to the recipient's learning invitation dashboard. Administrators have the option to turn off
the invitation email notification for each invitation in the Service Center interface.

Note: Your tenant configuration can be set to send no email notifications. If tenant notifications are turned off,
the email notifications won't be sent.

The following screenshot is an example of the learning invitation email template.

Email notification example Details

![Learning invitation email example with numbered parts](ylindex_files/invitation- 1. Sender's name
notification.png "Screen shot of learning invitations with numbered parts corresponding 2. Learning activity
to detail list.") title
3. Learning
invitation message
4. Learning activity
landing page link
5. Your learning
invitation
dashboard link

Tag subscription notification

The tag notification informs the tagger of number of tags added and remove by activity and channel by date
and provides links to view and manage tagging in the Service Center. This is the text of the default tag
subscription notification. Text in italics are determined programmatically.

Subject: Your Tag Subscriptions - Tagging activity for activity date

Your Tag Subscriptions - Tagging activity for activity date

Tagging Service Center to subscriber name

192 Your Learning

 Below is a summary of tagging activity for Your Tag Subscriptions for activity date
Learning Activities: no. of activity tags added Tags Added no. of activity tags removed Tags Removed
Channels no. of channel tags added Tags Added no. of channel tags removed Tags Removed

View tag activity in Tagging Service Center url link

Manage your Tag Subscriptions url link

Expiration notification
The expiration notification is sent to learning activity owners to confirm and renew their activities. Text in
italics are determined programmatically.

Subject: Your learning activities in Your Learning are about to expire

Hello Owner first name,

Are the following learning activities still valuable? If yes, please renew. Button link to YL Builder
Table with a list of learning activities by id, title and expiration date
Did not manage to re-new before the expiration date? Add a new activity. url link to YL Builder
Thank you for contributing to Your Learning!

Ownership change requests

Active learning professionals may create and own many Your Learning records. If their responsibilities change
or they leave the organization, an ownership change request can be submitted to run a find and replace and
update those records with a new owner or editors. Users need the REPLACE OWNER - ADMIN global role or
Group Space permission to submit an ownership change request.

Important:

Not all records are included in the ownership change requests. See the lists below.
You can't pick and choose which records. It's all of the records where the id matches is found as owner
or editor.
Once the ownership change request is processed, the changes can't be undone.

Record types included

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 Learning activities
Channels
Learning plans
Quizzes
Learning tracks
Recommended job roles & skills
Tag groups
User groups (group owners only)

Record types not included

Areas of interest
Learning assignments
Learning invitations
Masthead images
Masthead touts
Programs & resources
Recommended digital credentials
Recommended channels
Recommended learning for job roles & skills
Shared icons
Spotlight
Suggested matches
Surveys

Ownership change request dashboard

The ownership change request dashboard can be accessed from the Platform settings tile in the Service
Center.

The dashboard lists all ownership changes requests and allows administrators to filter the requests by
owner/editor or requestor name.

194 Your Learning

Create an ownership change request
1. Click create request on the ownership change request dashboard.
2. Enter the name of the original owner/editor. If user has been deactivated, click include inactive users
to expand the search.
3. Enter the name of the new owner/editor to replace the current owner/editor.
4. If new additional editors are needed, enter up to two editor names to be added to the records.
5. Requested by automatically will list your name or id.
6. Check the box to confirm that you understand this will modify all matching records (within the list of
records included), the modification cannot be undone and this request is tracked.
7. Click submit request.

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 8. You will be prompted to confirm the change request and reminded it can't be undone. Click submit to
continue.

9. Once submitted it you'll be returned to the dashboard and your request will display with a status of
processing. You can open or cancel the request from the dashboard. The requests are a schedule job
which may take up to a day to process, depending on your tenant configuration.

196 Your Learning

10. Once processed, the request record will display in the dashboard with the processed completion
timestamp and a view outcome link. Click the view outcome link to view the request, number of
records updated and a breakdown of updates by record types.

Your Learning 197

Programs and Resources

198 Your Learning

 Programs & Resources are any larger learning programs or industry references materials - internal or external
- you recommend to your learners. This section is intended for more constant reference points to other sites
that contain groups of learning content for specific subject areas, job roles, or parts of business or that provide
additional company updates or career growth guidance. It can include a full or partial list of your trusted
sources or more demanding programs for learners looking for a challenge but not part of your learning
catalog.

Before adding programs and resources, categories need to be determined. Each program and resource entry
requires a category. The example below shows 4 rows of programs and resources sites. Each row is a
category: Featured, Learn for good, Career Resources and Job Role. The categories can be added and
modified as needed and easily reordered or renamed, if necessary. A program and resource entry can be
displayed in multiple categories.

Considerations, ideas, examples

Choose sites accessible to all employees or all of those in the target audience.
Ensure there's a significant enough quantity of learning content, e.g. 2-4 learning activities might better
be surfaced as a channel
Use sites that are maintained and updated often.

Your Learning 199

 Specific sites useful for your business career paths or goals, e.g. licensing programs with reference and
exam preparation materials.
Free courses from reputable sources with topics relevant to your industry, e.g. MITOPENCourseware,
Khan Academy, Stanford Online

Programs and Resources dashboard

To create Programs & Resources, the user will need the PROGRAM RESOURCE - ADMIN role. To view, add or
edit programs and resources, from any Your Learning page, scroll to the bottom and click your Service Center
link. Navigate to the Promote tile and click Programs and Resources.

The Programs and Resources dashboard displays active entries by category, showing the first category by
default. The category may be changed or multiple categories may be selected. The entries may by reordered
by dragging and dropping the entries or changing the assigned numeric values.

200 Your Learning

Add and manage categories
Prior to adding programs and resources, determine categories for display. Each program and resource entry
requires a category for it to be displayed.

1. From the Programs and Resources dashboard, click manage categories.

2. From the Programs and Resources Categories dashboard, click create category.
3. Enter the program/resource category label which will display to the learners. As a label, this text can
be modified without having to update all the associated program and resources entries.
4. Enter a category id. This isn't displayed to learners and the id associated with the program and
resource entries. This can be changed but will require you to reassign all the associated program and
resource entries.
5. You may change the default language and add additional language translations.
6. Click save.

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Add Programs and Resources
1. With at least 1 category set up, from the Programs and Resources dashboard, click create program
and resource.
2. Enter the title of program and resource site. This is displayed to the learner when hovering over the
image. To keep the title to one line, keep it to approximately 35 characters or less but if longer it will
wrap to a second line.
3. Enter a description to explain the purpose or usefulness of the site to the learner. To keep text to 2-4
lines on the page, approximately 150-250 characters. Longer descriptions will display but we
recommended a shorter description.
4. Enter the site url. This will be the url the learner will be redirected to when the image is clicked.
5. Attach an image file or url to display for this entry. The optimal size is 676px x 340px with 0px corner
radius, saved as svg, jpg or png format. For images with no discernible edges (e.g., white background),
a 1px gray border (#DCDCDC) is required. Images of different sizes will still display but may look
stretched or cropped.

202 Your Learning

 6. You may change the default language and add additional language translations.
7. Select one or more categories to assign to the program and resource entry.
8. If you're an administrator or privileged member of a Group Space and want to share ownership of this
spotlight with your Group Space, check the box for owned by a parent Group Space and select the
Group Space. Note: Doing so will limit the target audience selection to the Group Space.
9. Target audience can be all learners or a target audience specified by your tenant's taxonomy. Learn
more about setting target audience with demographic filters.
10. The default status is active which will publish to the Programs and Resources page. You may save it as
inactive when preparing but not ready for learners to see.
11. Click save to complete the program and resource entry.

Your Learning 203

Program and resource example
Below is a highlighted example program and resource entry to indicate how the title, description and image
display. The suggested title and description character lengths may not display the same on all screens
depending on device, screen size and resolution.

204 Your Learning

Recommended channels
Recommendations may be produced through the Your Learning's Watson cognitive functionality or with
channels created and curated by learning professionals. Both types of recommendations are grouped in
channels and displayed to learners by clicking the clicking Learning from the Recommendations menu or
section on the home page. Channel recommendations can be targeted to varied audiences using any of the
learner profile attributes based on your organization's taxonomy and areas of interest.

In the example below, the recommended channels are configured to first display a manually curated channel
specifically targeted to the learner's department. The next two channels are generated by Watson using
channel pattern ids. The personal recommendations are based on a combination of the learner's profile and
learning completions. The example "Enterprise Strategic Skills: Cloud recommendations" channel matches
the first selected Area of Interest in this user's profile.

Your Learning 205

Recommended channels dashboard
Channels can be recommended in Your Learning Service Center by those with the RECOMMENDED CHANNEL
- ADMIN role. To view, add or edit channel recommendations, from any Your Learning page, scroll to the
bottom and click your Service Center link. Navigate to the Promote tile and click Recommended channels.

Add a recommended channel

206 Your Learning

1. From the Recommended channels dashboard, click Create channel recommendation.

2. Enter a channel recommendation title. This title doesn't display to learners, but is to help you find the
entry in the dashboard.
3. The default status is active, which makes it published and visible to learners. Inactive won't display to
learners. There's no draft status but you may save an incomplete record as inactive and update to
active when you're ready to publish it.
4. Choose the type of channel to be recommended.
Click search for a channel and enter the title or channel id. This is a type ahead field. To search,
enter the partial or full channel title of an existing channel and a list of possible matches will
display to pick. Once a channel is selected by title, the associated channel id will be entered.
Click channel id or pattern to enter the id directly or enter a pattern id to create a Watson
generated channel recommendation.
5. Enter the purpose or description for the channel recommendations in the why recommended field.
This isn't shown to learners, it's designed to assist owners and administrators in management of
recommendations.
6. Target audience can be all learners or a target audience specified by your tenant's taxonomy. Learn
more about setting target audience with demographic filters.
7. Click save. If the status is active, it will be published.

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Watson recommended channel patterns
Create recommended channels using these channel patterns which create Watson generated
recommendations. Watson generated channels are only eligible for activities with at least 100 learner
completions. When Your Learning is first implemented, wait to configure these channel patterns until your
organization attains enough learner completions.

Channel pattern Description

CNL_REC_PERSON Personal recommendations based on a combination of the learner's profile
and
learning completions. Channel title displays to learner as "Recommendations
for learner name"
CNL_REC_JOBROLEID- Recommendations matching the learner's job role id specified in their profile.
{jobRoleID}
CNL_REC_TOPIC- Recommendations matching the Areas of Interest topics the learners selected
{areasOfInterest} in their user profile,
one channel for each selected interest. Learn more about areas of interest
CNL_REC_TAG-% Recommendations based on learning tagged with the matching tag id.
where % is the tag id Learn more about tags

208 Your Learning

Targeting and ordering of recommended channels
Tailor your organization's recommended channels to personalize learner's recommended learning page by job
role, business unit or team, skills, etc. Work with your learning professionals and management teams to
determine learning content for these topics, priority of display, and how they can be targeted to the relevant
learners and teams.

At IBM, our recommended channels are in the the following order:

Job role recommendations (both Watson generated and standard channel curation by experts)
Business unit or team recommendations target by demographics, curated by experts
Watson generated personalized recommendations using pattern id
Overall organization-wide learning recommendations curated by experts
Watson generated area of interest recommendations using pattern id

Watson generated recommendations can be very helpful in reducing your organization curations efforts but in
particular we advise the Watson recommended channel for areas of interest pattern be lower in the order
priority or last. The Watson areas of interest pattern recommendations are displayed based on the number of
selections a learner makes in their profile. Therefore, one learner may choose 3 topics in their profile but
another 12 topics. Each learner selection generates a channel in their learning recommendations list. A
learner with 12 recommended channels is unlikely to continue scrolling past those to see those expert
curated channels following it.

Recommended digital credentials

Recommendations for digital credentials are produced through Watson cognitive functionality or created and
curated by learning professionals. Learners see them by clicking Digitals credentials from the
Recommendations menu or section on the home page. Digital credential recommendations can be targeted
to varied audiences using any of the learner profile attributes based on your organization's taxonomy and
areas of interest.

On the digital credentials recommendations page, credentials recommended under the "Selected for you by
experts" header are created by learning professionals. They display in order of the entries in the
recommended digital credentials dashboard, only displaying those visible to the learner based on all learners
or target audience settings. The digital credentials under the "Trending with people like you" header are
generated by Watson based on the learners profile preferences and the consumption of digital credentials
across the organization.

Your Learning 209

Recommended digital credentials dashboard
Recommended digital credentials can be created in the Service Center by those with the RECOMMENDED
BADGE - ADMIN role. To view, add or edit digital credential recommendations, from any Your Learning page,
scroll to the bottom and click your Service Center link. Navigate to the Promote tile and click Recommended
digital credentials.

Add a recommended digital credential

1. From the Recommended digital credentials dashboard, click Create digital credential
recommendation.

210 Your Learning

2. The default status is active, which makes it published and visible to learners. Inactive won't display to
learners. There's no draft status but you may save an incomplete record as inactive and update to
active when you're ready to publish it.
3. Enter the partial or full digital credential name or id and a list of possible matches will display to pick
the credential name.
4. Enter the purpose or description for the digital credential recommendations in the why recommended
field. This isn't shown to learners, it's designed to assist owners and administrators in management of
recommendations.
5. Target audience can be all learners or a target audience specified by your tenant's taxonomy. Learn
more about setting target audience with demographic filters.
6. Click save. If the status is active, it will be published.

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Reporting
Reporting and measurement are the backbone of learning management. If you are a manager or an individual
learner looking for information on your learning progress or your team's learning progress, there are reports
designed just for you that can be accessed from the Your Learning home page. For all other reporting users,
access learning reports via the Service Center. This document includes information about reporting access
roles and Group Space permission, general overview of each set of reports, explanation of transcript report
types, description and examples for each report, report configuration instructions and filter descriptions.

All Service Center reports may be accessed from any page in Your Learning. Scroll to the end of the page and
click your tenant's Service Center link. On the Report tile, click jump to report and select the report from the
list. The following table lists the reports with links to documentation for each report section and individual
report.

Note: Additional reporting documentation may be found at reporting for managers and reporting for learners.

| Completion & Transcript | YL Platform Usage | Admin | | --- | --- | --- | --- | | Learning completion
Learning transcript
Learning completion and headcount
Individual transcript records
Group learning completion
Learning plan completion
Learning assignments | Web metrics
Search term
Learning activity actions

212 Your Learning

 Digital credential user actions
Channel user actions
Programs & Resources user actions
Spotlight user actions
Masthead tout user actions | User email preferences
Individual learner records
Registered users
Sensitive user action audit log |

Reporting access
Our reports are designed with multiple levels of access control. All may be applied as global roles or Group
Space permissions. Group Space permissions always limit the access to the members of the Group Space.

Summary
The report summary shows basic completion reports and Your Learning platform usage reports.

Access role Description

REPORT - VIEW Can read aggregate completion and usage reports, e.g. count of completions by learning
SUMMARY activity in the past month or number of learners that clicked a Spotlight for a specific date
range.

Headcount
A headcount is the total number of people employed by an organization. Headcount information may be tied
to various HR compliance data which could be surfaced in learning reports by groups and demographic
selections. Therefore, access is managed with an addition reporting role. It may be assigned as a global role
or Group Space permission.

Access role Description

REPORT - VIEW HEADCOUNT Can view learning completion and headcount reports.

Name level detail

"Name level detail" refers to employee personal identification information and demographics. When provided
name level detail access in Your Learning, the user will have access to view and download learner transcripts
which may include full name, employee id, and transcript activity id, title, status, completion date, and
assignment information. Several countries have additional confidentiality and privacy laws for employee
personal information. Therefore Your Learning has additional access roles for those countries.

Access role Description

NAME LEVEL DETAIL Can read transcript records - including learner name and demographics - for
ACCESS - READ MOST learners with exception of country-specific restrictions.
NAME LEVEL DETAIL Can read transcript records for learners in Austria
ACCESS - READ AT
NAME LEVEL DETAIL Can read transcript records for learners in Germany
ACCESS - READ DE
NAME LEVEL DETAIL Can read transcript records for learners in Israel
ACCESS - READ IL
NAME LEVEL DETAIL Can read transcript records for learners in Lithuania
ACCESS - READ LT

Your Learning 213

 Access role Description
NAME LEVEL DETAIL Can read transcript records for learners in Latvia
ACCESS - READ LV
NAME LEVEL DETAIL Can read transcript records for learners in Philippines
ACCESS - READ PH

Administrator access
Administrators may be given access to create, read, update and delete all learner transcript records. Typically
it is only provided to a select few administrators and is only a global role. It's not available as a Group Space
permission.

Access role Description

TRANSCRIPT - ADMIN Can create, read, update, and delete all transcript records

Completion and transcript reports

Completion and transcript reports provide learner completion history, learning activity trends, and target
population consumption. All of these reports access transcript records. The most commonly used reports are
"completion" reports. A completion is a learning activity transcript with a status of "completed." They're
transcript reports pre-filtered by the status of "completed." There are more transcript statuses - in queue, in
progress, enrolled, cancelled, etc. Note: Transcript status may depend on the trusted source transcript status
options and how the connector for that source is configured. For example, a trusted source may only provide a
status of "completed", where other trusted sources may send incremental progress status (with or without
percentage completed) up until the learning activity is completed.

Report types for transcripts

There are three types of transcript reports which are affected by multiple learner ids, multiple transcript
records, alternate learning activities, and report period. The reports and report types have preset filters based
on common reporting requests. These reports all access transcript data but they can return different results
depending on the report type. Type 1 and 2 reports may include multiple learner ids for the same learner
and/or multiple learner transcript records for the same learning activity of the same or different statuses.
Type 3 reports have an additional layer of rules to determine and narrow down transcripts to show only 1 - the
most relevant or "best" - transcript completion status for the learner, which Your Learning refers to as "best
available transcript status."

Multiple ids
In large organizations, user ids, email addresses or employee numbers are typically tied to or created based
on demographics - country, business unit, job category, etc. It's common for employees to physically move -
from one region or country to another - or transfer to other departments or business units which results in a
change to their user id, email address or employee number. To maintain demographics - historical and current
- for our reporting, Your Learning doesn't overwrite the prior transcripts with the new id. Instead, we link the
ids together and depending on the report type and need, filter on one or both sets of transcript records for
those ids. For a learner who's id changed last month, a type 1 report checking completions for the past 3
months will only report completions for the past month for the current id. Yet a type 3 report will combine and
show all completions for the learner's entire learning history.

Multiple transcript records

Learners may access, enroll or complete a learning activity more than once. Depending on the report type and
filters, some or all transcripts will be included. In completion reports, the general rule is if a learner has

214 Your Learning

multiple transcripts for one learning activity, the most recent completion will be displayed. For example, a
learner attends a live virtual seminar and a transcript is created and marked complete. A month later, the
learner wishes to review only a specific topic from that recorded seminar video. A second transcript is created
for the same learning activity id but with a status of in progress. In that case, a completion report would only
show the completed transcript with it's corresponding completion date but a transcript report would display
both transcripts, one completed and one in progress. The learner could also re-watch the entire video and a
second completed transcript is created with the current date as the completion date. A completion report
would display the most recent (second) completed transcript and completion date only; a transcript report
would list 2 completed transcripts.

Alternative activities
Alternative learning activities may be configured to allow completion substitutions. If so, these are included in
type 3 reports but not type 1 and 2. For example, a type 1 completion report for a specific learning activity id
can list 10 learners completed it, but a type 3 report for the same activity id may have 11 learner completions
because 1 learner completed an approved alternative learning activity. The rules to determine use of an
alternative completion are as follows:

1. If the user has one or more completion records for the learning activity, the most recent completion
record is returned.
2. With no completion for the learning activity, if there exists a completion of an alternative learning
activity, the most recent completion record of the alternative learning activity is returned.
3. Any incomplete status of alternative learning activities is ignored; only full completions are substituted.

Limits reporting period

Type 1 and 2 reports always require selecting a date period to see learning activity statistics and trends. Type
3 reports prioritize the learner's full learning activity transcript history - if they interacted with or completed
activities 4 months ago or 4 years ago - to ensure any and all valid transcripts are assessed for that learner.
For example, a learning activity available in the learning catalog for a year is assigned to a group. A month
later, using a type 1 or 2 learning completion report for the past month won't display completions of learners
who completed the activity prior to the assignment. To prevent missing valid completions outside of a specific
reporting period, the type 3 reports are pre-configured to check the entire history of the learner(s) specified
and then follow the "best available transcript status" rules. Individual learner completion summaries and
manager team summaries are both examples of type 3 reports.

Type 3 - Best available transcript status

Type 3 reports are individual or group reporting which use our concept of "best available transcript status" to
determine a single, "best" status for specified learners and specified learning activities. The rules for selecting
the "best available transcript status" for a given learner and learning activity are as follows:

If there is one or more completion records for this learner and learning activity, return the completion
record with the most recent completion date.
Else, if there are “alternative learning activities” tagged for this learning, check if there is one or more
completion records for this learner and any of these alternative learning activities. If so, return the
completion record with the most recent completion date.
Else, if there is one or more transcript records for this learner and learning activity that appear in the
learner’s queue (e.g. transcript status of enrolled, in progress, on standby, in queue, etc.), then return
the transcript record with the most recent transcript status and date.
Else, return that there is no best available transcript status for this learner and learning activity.

TYPE 1 TYPE 2 TYPE 3

Combines data for learners with multiple learner ids No Yes Yes

Your Learning 215

 TYPE 1 TYPE 2 TYPE 3
Combines data for learning tagged with alternative No No Yes
learning activities?
May include multiple transcript records for the same Yes Yes No
learner id and learning activity
Limits the set of transcript records to a specified Yes Yes No
report period
Uses best available transcript status rules No No Yes
Completion & transcript reports in this category Completion Team manager Group learning
report reports completion
Transcript Learning Learning plan
report completion completion
Headcount summary Learning
report assignments
Individual
transcripts

Learning completion report

The learning completion report is a summary-level report of all transcripts in a "completed" transcript status.
Items on this report show only when someone has completed specific activities. The default report is all
completions, reported by country, current month, current demographics, table view displaying columns for
year/month, number of completions, number of learning hours, unique learners and tuition.

Report details Report example

Report type: 1

Access role(s):
REPORT - VIEW
SUMMARY

Learning transcript report

Provides summary-level data of all learning transcript items in all transcript statuses. The default report
displays all transcripts by current month, current demographics, in a table view with columns for records,
learning hours, unique learners and tuition.

Report details Report example

216 Your Learning

 Report details Report example
Report type: 1

Access role(s):
REPORT - VIEW
SUMMARY

Learning completion and headcount report

Provides summary-level data, including headcount, of all learning transcript items in a “completed” status
with calculation of average learning hours per employee. The default report displays all learners by current
month, current demographics, in a table view with columns for country, employees, learning hours per
employee, completions, learning hours, unique learners and tuition.

Report details Report example

Report type: 1

Access role(s):
REPORT - VIEW
HEADCOUNT

Individual transcript records

Provides name-level detail data of all learning transcript items in all statuses. Select this report when you are
interested in the name-level details or need more columnar data than what is provided by the summary-level
reports. This report creates a downloadable csv file which can be opened and viewed in Excel. The maximum
record request is 500,000. The default report displays all transcripts for current month, downloaded to csv
with columns for transcript status, completion type, trusted source, duration, transcript type, completion date,
learning activity title (at time of completion), LAID (learning activity id), learning order id, cancellation type,
learning activity title (current), delivery type, learner employee id, and learner name.

Report details Report example

Your Learning 217

 Report details Report example
Report type:

Access role(s):
NAME LEVEL DETAIL
ACCESS

Quiz reporting
Each quiz attempt is saved as a transcript and therefore uses the Service Center Individual transcript report.
To view transcripts including learner names and their quiz results, a NAME LEVEL DETAIL ACCESS role or
Group Space permission is needed. With the correct access, the report includes the following fields:

Field name Field description

learnerTranscriptSt Transcript status is the quiz result
atus Completed = Passed
Unsuccessful = Failed
Enrollment cancelled = Didn't complete in time allotted
duration Completion time attributed to learning totals from quiz field Estimated time to
complete this quiz.
It's not the time it took the user to complete the quiz.
learnerCNUM User id
learnerName Learner name
transcriptType Source Managed: transcripts are managed and tracked by the trusted source, in this
case, Your Learning
completionDate Date timestamp of successful completions only, date used on completion report
LAID Quiz learning activity id
learningOrderID Date timestamp of quiz attempt start time.
learningActivityTitl Quiz title
e
deliveryType Quiz

Quiz results - Individual transcript report

1. Enter the reporting period.
2. For Report filters click the Learning activities selection field to choose Learning Activity.
3. Click Add filter.

218 Your Learning

 4. From the select learning activities filter, click the Your learning items tab.
5. Change the filter list to Quizzes you manage in Builder. Your list quizzes of will display. If you don't
manage the quiz, you can use the search option instead. Remember if the quiz is not searchable (which
is the quiz default) switch to search all active.
6. Choose the quiz by clicking Add.
7. Click Done.
8. Returning to the configure report, the quiz activity will be listed as the filter. To run the report click
Continue.
9. The report page that follows will display the filter options specified and the report columns. Click
Download.csv.
10. A download prompt will display. This prompt may look different depending on your browser and
operating system. It will automatically be named report.csv. Typically, you may choose to open the
.csv (comma separated file) in a spreadsheet application, like Microsoft Excel. Click Ok to open as a
spreadsheet or save it to review later.

Your Learning 219

Quiz records - learning transcript report
Without name level detail access, you can run a report to view the number of times any learner has taken the
quiz. From the Jump to report field, select Learning transcript report. Choose similar date and filter options
as the individual transcript records. Click Run report to receive an on screen report with a summary of quiz
records.

220 Your Learning

Group learning completion
Provides a summarized transcript status view for all or a selected group of users and learning activities,
including headcount. The report lists completions and non-completions, including non-activity, for a team or
group of users. One or more learning activities may be selected. The default report displays all employees by
country with selection of at least one learning activity.

Report details Report example

Your Learning 221

 Report details Report example
Report type: 3

Access role(s):
REPORT - VIEW
HEADCOUNT
NAME LEVEL DETAIL
ACCESS(optional)

Learning plan completion

Learning plans offer very robust reporting providing a summarized transcript status view and name-level
detail for a selected learning plan and group of plan participants. It has three tabs - summary, details heat
map, and details full - which progressively expands on plan completion status and also allows filtering on
specific learners if the user has a name level detail access role. Plan owners, learning professionals and
managers can see exactly where every participant is, how much they've done and what they have left to do in
a plan. It only tracks learning plan participants which are defined as:

Learners assigned the plan (both required or standard assignment)

Learners who've started the plan (using the "start tracking" button)
Learners who've completed the plan
Learners who've completed an alternative learning activity for the plan
Doesn't include learners who haven't started the plan or those that have stopped tracking progress

It doesn't report on all employees. If you want a tracking report which reports on all employees for a learning
activity, use the group learning completion report.

Report details Report example

222 Your Learning

 Report details Report example
Report type: 3

Access roles:
REPORT - VIEW
SUMMARY
NAME LEVEL DETAIL
ACCESS(optional)

Configuration

Group learning configuration and usage

A common request for group learning reports is to examine the full organization summary report, investigate
gaps by group, manager, learner or learning item, and lastly, determine which groups need encouragement or
increased adoption for the learning. This process can be accomplished in the group learning reports by first
configuring a report with the full organization reporting. Then review the summary and heat map to determine
the gaps. Then choose a specific row to filter by that group and change the "report by" filter to learner or
manager to show completion progress by individual learner or within the management chain. This
documentation provides an overview of those steps.

Notes:

Only users with a name level detail role or permissions will have the option in group reports to choose
to filter by learner or manager.
Managers - both first line managers and upper management - may use the My team's learning reports
to achieve this same goal.

Learning plan progress and filters

The learning plan completion report contains three tabs - summary, details heat map, and details full - which
allows you to drill down into the individual learning activities in a plan and, if you have name level detail
access, filter to see individual learner names and their progress.

The learning plan completion report has it's own report configuration page. The only requirement is to choose
a learning plan but optionally you may set the report by or learner demographic selections. The report by
selection determines how the report will be grouped or organized. The learner demographic filter allows you
to limit the report to a specific learner group subset based on your organization's HR demographics - e.g. only
your department. Otherwise, all current plan participants will be included except when the user only has
Group Space report permissions and then learner selection is limited to the Group Space.

Your Learning 223

 Run your report to view the summary tab results. Switch to view a heat map tab to show the status of the
activities in the plan at a glance, or the full detail view, which will display the section and item titles and
information about every item in the plan.

Summary tab
The summary tab displays the number and percentage of plan participants who've completed the plan, by
sorted by number of participants, grouped by the report by demographic. In this example, the report by
demographic is country and may be further filtered to a specific country using the search in the report header.
Toggle on show participants who have started this plan to include number and percentage of participants
who have started or are assigned this plan but haven't completed it.

224 Your Learning

Details - Heat map tab
The heat map details tab keeps the original columns but also includes columns for the learning plan sections
with individual squares for each activity in the section. The completion percentages are indicated by a color
gradients, lighter green for fewer completions to darker green for more completions, and the dark green with
a checkmark indicating all participants in the group have completed the activity or an approved alternative
activity. Hover over each section column or learning activity square to see a popup with completion details.
Use the horizontal scroll bar at the bottom of the report to view all sections.

Your Learning 225

 Detail - Full tab
The full details tab expands each section to list all the activities title and id with associated completion
percentage.

Filter by learner or manager

226 Your Learning
To "drill-down" and view specific completions of one group, choose a specific "report by" row which changes
the learners/demographic filters to that row value, and then change the "report by" filter to learner or
manager. These steps are changing the configuration settings within the reporting interface. It's not required
to start at a larger organization level and "drill-down." If the need is only to see learning plan completions for
learners in Boston, the report can be configured directly in the configuration settings. Either way, the user is
still required to have a NAME LEVEL DETAIL role to view results of a group report by learner or manager.

This example uses a learning plan completion report configured with the report by set to City and the
learners/demographics filtered to the US cities: Cambridge, Boston, Littleton, New York, Armonk, and Albany.
Choosing the filter by icon for the Boston row, changes the learner demographic to Boston, then selecting
Learner for report by and applying those filter changes recalculates the report to show name level detail for
the Boston learners with their completions for this learning plan. Navigation for detail heat map and full tabs
will maintain those filters.

Learning assignments
Provides a summary of learning assignments that are not yet complete.

Your Learning 227

 Transcript report type: 2
Access required: REPORT - VIEW HEADCOUNT; NAME LEVEL DETAIL ACCESS roles provide additional learner
detail when downloaded

Your Learning platform usage

The Your Learning usage data provide statistics on how learners are interacting with Your Learning.

Web metrics
Provides a summary of page views, visits and unique user activity for the Your Learning platform.

Default report: All

228 Your Learning

Search term
View what learners are looking for -- this is especially helpful when reports are run by business group, job
role, tenure, and other demographics so you can make sure you have the right learning offered to your
audience.

Default report: All

Learning activity actions

Use these reports to gauge the level and types of viewing, social interactions like sharing and commenting,
and other activities employees can perform with a learning activity.

Default report: All

Your Learning 229

 Digital credential user actions
Default report: All

Channel user actions

View the popularity of and actions taken on channels, including ratings, subscribing, completions, and more.

Default report: All

230 Your Learning

Programs & Resources user actions
View the number of people who have selected the card for individual or multiple programs and resources.

Default report: All

Spotlight user actions

View the number of people who have selected the link to view individual or multiple Spotlights.

Default report: All

Your Learning 231

 Masthead tout user actions
See how users are interacting with Masthead touts. View summary level data of all masthead tout click
actions in Your Learning.

Default report: All

Job recommendation user actions

Learn how users are interacting with Recommended Jobs. View summary-level data of all Recommended Job
click actions in Your Learning.

Default report: All

API usage
Monitor API requests over a specified report period.

Default report: All

232 Your Learning

User issues
Provides a summary of issues from a user perspective in Your Learning

Default report: All

Availability report
Provides a summary of the time the system was available during user visits.

Default report: All

Your Learning 233

Admin reports
Reports only available to administrators of Your Learning for managing the platform and providing an audit
trail.

User email preferences report

Download the email user preferences report to view which users have opted out of email communications
from Your Learning.

Default report: All

Individual learner records report

A csv report that provides demographic information about Your Learning users, such as learner name, ID and
intranet ID / email.

Default report: All

Registered users report

Provides a daily count of registered users for a specified date range.

Default report: All

234 Your Learning

 Sensitive user action audit log
View a history of sensitive user actions and authentication IDs.

Default report: All

Configuring reports
For each report, you may configure and filter with many options to choose from.

Select Configure for the type of report you wish to run.

Tip: You can easily switch between reports, and your common report settings and filters will stay in place for the
next report.

Report By
The Report By area will allow you to choose what kind of information you want to see as the main and
secondary reporting items.

Report Period

Your Learning 235

 You may choose to report by year to date, the previous year, the past 12 consecutive months, the current
month, the previous month, or you may specify the exact period for which you would like to report.

Demographics
Learners move departments, business units, locations, etc. The demographics field allows you to report with
today's data, or using the historic data where people were (and whether they were working for your company)
using the report period for which you are requesting the report.

Tables are shown in the default view of your reports, but you may choose from several bar charts if you would
rather have a graphical view of your results.

Filters
Report filters allow you to narrow down the data from the data base of transcripts to just what you need. You
may filter on properties of the learning activities or the learner demographics; the learner demographics come
from your HRIS.

Running your report

Run your report once all your filters and demographics have been chosen.

Tip: For all browser reports you can dynamically change the sort order of columns, delete report filters, and
switch the view between table view and graph view when graphs are available for the report.

Manager Reports
Manager reports allow managers who have direct reports to view progress and completions for their teams.

Managers can access all of the available reports by selecting their picture on the banner and then Your team's
learning.

236 Your Learning

There are four manager reports available (THINK40 may not be available in your instance of Your Learning.)

Checkpoint report

This report will allow a manager to see all the in progress and completed learning for any direct report:

-- Required Learning

-- Recent Completions

-- Digital credentials

-- Current Learning Queue

THINK40 manager report

If this option is installed, a manager can see the progress of each direct report in their goal of learning 40
hours per year.

Your Learning 237

 Digital credential report

If this option is installed, a manager can see the digital credential(s) each direct report has earned.

238 Your Learning

Team Completion reports

Your Learning 239

 A manager can view his/her team's completion for any learning activity, digital credential, or channel by
selecting that item, then Actions and Your team completion status.

Roles and Groups - Access Control in Your Learning

How do you set up access for creation, reporting, and maintenance of Your Learning? Continuous learning and
skills improvement encompasses all of your organization - learning professionals, learners, support, managers
and administrators. Your Learning has global permissions for administrators and Group Spaces to manage
subsets of learning professionals and learners based on user groups, geographically, job roles or skills. These
distinct permissions can be implemented in many configurations to meet your needs.

To start, each client will determine the various roles and abilities for your learning teams. For the purpose of
this documentation and it's various scenarios, we'll use the following roles which have worked well for IBM
and our Your Learning clients. Your organization's needs may differ. For questions about your own
organization, please ask your IBM representative who will put you in touch with the IBM Your Learning
enablement team.

Skills and qualifications for teams

The Learning Professionals team manage content and reporting within the Your Learning ecosystem. This
can include adding learning, reviewing content for flags and comments, creating and monitoring channels, and
promoting learning via spotlight and recommendations.

240 Your Learning

 The Learner Support team help learners with problems and questions while using Your Learning. These
features include switching access to temporarily act as a user to see what they are experiencing, reviewing
and editing comments, ratings, flags, and entire learning activities.

The Reports team members help enable managers and Learning Support personnel to configure and run
reports on learning completion, learner activity, and other reports related to Your Learning.

The Tagging teams are split into a major group -- those who can create new tag groups and all records, and
individual taggers -- those who can tag activities.

The Administrative team's tasks may include all those above but in addition, these members have access to
running data jobs (for example, bringing in trusted source content), registering and updating profile records,
managing roles and groups, and adding and removing required learning.

The Learners are everyone in your organization who have access to view, search, take and complete learning
activities. They can add and remove learning from their learning queue and view their own learning
completions reports. In some instances learners have permissions to create learning activities and channels.
Your Learning also includes access control by management chain structures for people managers to view their
own team completion reporting and assign learning to their teams.

Continue to Steps for creating Roles and Groups.

Steps for thinking about roles and groups

Discern what groups and individuals in your organization require various levels of access. This includes
everything from administration of the security roles and groups to managing learning content and promotions
and all the related administration. Decide who should have access to:

create/manage Areas of Interest

system admin functions (trusted sources, scheduled jobs, etc.)

learning admin functions (switch ID, set-up security roles)

catalog/content admin functions (edit learning activities)

support functions (switch ID, review flagged learning, assist

users, remove comments)

create/manage learning activities

create/manage channels

create/manage learning plans

create/manage and apply tags

create/manage recommendations (for channels, digital credentials, and

goals*)

add suggested matches to Search

create/manage Spotlights, Programs & Resources

add Required learning

Your Learning 241

 create/manage groups for reporting purposes

view general reporting data

view name level reporting data for all, most, and just some
countries (according to privacy laws in those countries)

view system metrics

*Goals will be coming in a future release of Your Learning.

Restricted or scoped permissions in a group

After you're familiar with the types of access controls above, the next step is to consider the scope of the
access?

In the case where the scope of how these rights are granted must be limited, consider granting privileges to
people within a group space instead. As an example, you may wish to grant the ability to view completion
reports to a user, but they must only be able to see completion reports for people in Canada. You may want to
create a user group, as a group space, and grant that user special privileges to report on completions just for
members of that group (Canada). Read more about Group Spaces.

Continue to Suggestions for Roles and Groups.

Suggested roles for an organization

Your Learning comes with groups already defined that have roles assigned to them, that many organizations
use to populate with their users. Feel free to use these groups and add the right members to the groups or
change the roles these groups have as necessary for your own organization's use.

Any Authenticated User

At IBM we allow any authenticated user to have the following roles. You may want to restrict this ability by
assigning these roles to one of the groups below.

Action Role
Can read, create, update, delete own learning activities ACTIVITY BUILDER - CREATOR
Can read, create, update, delete own channels CHANNEL BUILDER - CREATOR
Can read, create, update, delete own learning plans LEARNING PLAN BUILDER - CREATOR
Can read summary completion reports REPORT - VIEW SUMMARY

Learning Professionals
The Learning Professionals team is the communications and marketing unit of Your Learning in an
organization. These team members will have the ability to promote learning to their constituents and work
with others to 'get the message out' as needed.

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 The Learning Professional team's access roles are:

Action Role
Can read, create, update, delete areas of interest AREAS OF INTEREST - ADMIN
Can read, create, update, deactivate all spotlight records SPOTLIGHT - ADMIN
Can read, create, update, deactivate all program & resource records PROGRAM RESOURCE - ADMIN
Can read, create, update, deactivate all recommended channel RECOMMENDED CHANNEL - ADMIN
records
Can read, create, update, deactivate all digital credential records RECOMMENDED BADGE - ADMIN
Can read, create, update, delete all learning plans LEARNING PLAN BUILDER - ADMIN
Can read, create, update, delete all user-created channels CHANNEL BUILDER - ADMIN
Can read, create, update, deactivate suggested match records SEARCH - SUGGESTED MATCH -
ADMIN
Can create, update, deactivate all tag groups, TAG - ADMIN
can create, update, and delete tags
Can read, create, update, delete own tags on activities TAG - TAGGER
Can upload CSV file to add or remove required learning REQUIRED LEARNING - ADMIN
Can create, read, update, and touts for masthead MASTHEAD TOUT - ADMIN
Can create, read, update, and banner images for masthead MASTHEAD IMAGE - ADMIN
Can create, read, update, and delete shared icons for learning SHARED ICONS - ADMIN
activities
Can read all transcript records TRANSCRIPT - READ ALL
Can create, read, update, and delete goals (To be implemented) GOAL - ADMIN
Can create, read, update, and deactivate goal recommendations RECOMMENDED GOAL - ADMIN
(To be implemented)
Can create, read, update (manage membership), and delete groups GROUP - ADMIN

Learner Support
The Learner Support team will help individuals as needed. They can be made available via a help desk, live
chat, Slack channel, or whatever paradigm is currently used. These team members' access roles are:

Action Role
Can delete comment records COMMENT - ADMIN
Can remove flags FLAG - ADMIN
Can create, update, delete alerts, flags, descriptive properties ACTIVITY - ADMIN
to all user-created activities
Can read, create, update, delete all activity alerts ALERT - ADMIN
Can create, update, and delete own tags on activities TAG - TAGGER
Can impersonate any user (system support) SUPPORT - PROXY

Reports Team
These team members may be the same as the Learning Professionals team, as desired. Your Learning makes
it possible for only certain people to be able to access the transcript records of individual named learners
from different countries, based on privacy requirements. The different roles are based on reading transcripts
(seeing completion reports with name level detail) in the following areas:

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 Action Role
Can read all transcript records NAME LEVEL DETAIL ACCESS - READ ALL
Can read all transcript records for learners not in NAME LEVEL DETAIL ACCESS - READ
Austria, Germany, Lithuania, Latvia, Israel, or Philippines MOST
Can read transcript records for learners in Austria NAME LEVEL DETAIL ACCESS - READ AT
Can read transcript records for learners in Germany NAME LEVEL DETAIL ACCESS - READ DE
Can read transcript records for learners in Israel NAME LEVEL DETAIL ACCESS - READ IL
Can read transcript records for learners in Lithuania NAME LEVEL DETAIL ACCESS - READ LT
Can read transcript records for learners in Latvia NAME LEVEL DETAIL ACCESS - READ LV
Can read transcript records for learners in Philippines NAME LEVEL DETAIL ACCESS - READ PH
Can create, read, update (manage membership) and delete GROUP - ADMIN
groups
Can read summary eligible headcount reports REPORT - VIEW HEADCOUNT

Tagging Team
Tagging content is available only to named groups with the role of TAG - TAGGER. These individuals should go
through some education to understand how and when to tag content, and which tag groups and tags they may
use.

Individuals with the role of TAG -- ADMIN can create, edit, and delete tag groups and the tags inside those
groups. Usually this role is assigned only to administrators or perhaps to the learning professionals.

Administrative Team
The Administrative team has full access to all the above items. In addition, they have some special roles that
allow them to manage special systems and programs like badging, trusted sources of data, configuration,
scheduled jobs, profiles of people, security, and taxonomy. Very few people should be given this access.
Currently, these roles are:

Action Role
Can create, update, and deactivate digital credential mapping BADGE MAPPING - ADMIN
Can create, update, and deactivate digital credentials and digital credential BADGE - ADMIN
templates
Can read, create, update, and delete all learning activities, flags, alerts, CATALOG - ADMIN
can delete comments on activities, can override trusted source activity
details
Can read, create, update, and delete all channel records CHANNEL - ADMIN
Can manage all user jobs JOB - USER
Can administer all user jobs JOB - ADMIN
Can link profiles with additional employee numbers PERSON DATA - ADMIN
Can create, update, and deactivate person profiles and register new users PROFILE - ADMIN
via User Registration UI
Can read complete profile of any user (no hiding, no limitations) via API PROFILE - READ ALL
Can access headcount & completions report REPORT - HEADCOUNT
COMPLETIONS
Can create, update, and deactivate only users PROFILE - ORGANIZATION
in their organization via User Registration UI ADMIN

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 Continue to learn about Assigning Roles and Groups.

Understanding access control in groups

Your Learning is designed for large organizations. Administrator global roles provide wide reaching access
which typically is only provided to a small trusted group. To prevent a heavy workload for your administrators,
we designed Group Spaces to decentralize access management for some permissions. Your Learning has
global permissions for administrators and scoped permissions in Group Spaces, allowing Group Spaces to
manage some aspects of administration themselves. User groups are created for access control and audience
targeting or personalization. With exception of the default user access, access control roles can only be
assigned through creation of user groups.

User groups
A user group is a collection of users from your user registry or an external directory. There are different types
of groups: standard, external, and dynamic. Groups Spaces aren't a different type of user group but additional
scoped access control for a user group. Note: Creating a Group Space starts with creating a user group.

Group types
Type Description
Standard Members added manually from registry. Best for groups which don't require frequent
changes or maintenance.
External External groups are reserved for custom integrations with client directory systems.
Dynamic Members defined by demographics; rules based. Best for large groups with frequent
changes which flow from HR user registry data, e.g., new hires, geographic transfers, etc.
Note: User group names can't be duplicated. Even if a user group is deleted, the name can't be re-used.

Note: You can't modify group names or switch between standard and dynamic type after the user group has
been created.

Standard groups are traditional static user groups. Members are selected from your user registry and don't
change unless an administrator manually changes them. We recommend these for administrative groups. It
reduces the possibility of a group or demographic change mistakenly removing administrator access. It also
could be a group granted specific roles for disparate users - they don't share any demographic group.

Dynamics groups are rules based and therefore remove the need to process manual changes for user access.
If you have need for groups by geography, department, job role - any demographic in your user registry - use a
dynamic group. For example, create a dynamic group which includes all members of your Investment Services
division based on your HR division assignments. Future new hires to the Investment Services will
automatically be assigned that designation in your HR system which flows into the user registry in Your
Learning and updates the dynamic group automatically.

Using Group Spaces

A Group Space provides a user group super-powers within their own group. An administrator enables a user
group to become a Group Space and sets permissions for the Group Space or assigns a few trusted users in
the group to be Group Space Permissions Managers (GSPM). Group Spaces can also "own or be a parent" to

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 other Group Spaces. By default, Group Space permissions only apply to the group and members of the Group
Space. When a Group Space is a parent of other Group Space, the permissions and privileges given to the of
the members of the parent Group Space also apply to the child/descendent Group Spaces. With a GSPM in
charge, they can take over administration to grant privileges and permissions to members within the Group
Space and descendent Group Spaces.

A Group Space permission may not be the same as the global role. For example, the global SPOTLIGHT
ADMIN role allows members to create, edit, deactivate, set the audience and change the display order of
spotlights for all learners. The Group Space SPOTLIGHT ADMIN role allows privileged members to create,
edit, and deactivate spotlights targeted only to their Group Space but they cannot change the order of the
spotlights.

Depending on permissions granted, Group Spaces may also own learning activities, channels, tagging,
recommendations and additional user groups. This streamlines learning professionals tasks in creating and
sharing learning and reduces orphan activities when owners leave a group or organization. Regular user
groups cannot own learning records in this way.

Any user group can be enabled as a Group Space by administrators with these roles:

SECURITY - ADMIN
GROUP - ADMIN
GROUP - CREATOR

Comparison of user group and Group Space roles

Features & Ability User Group Group Space
Have tenant wide access role(s) Yes Yes
Membership can be static, dynamic, or externally populated Yes Yes
Can be used for reporting on membership by tenant-wide role Yes Yes
Can be used for personalization (spotlights) Yes Yes
Has privileged users which can be granted group space permissions No Yes
Privileged users can execute privileges in scope of group membership No Yes
and owned records
Can create and edit other user groups No Yes
Can be an owner of learning, incl. spotlights, channels, plans, activities, No Yes
and quizzes
Can set required learning for members of group No Yes
Can own and manage tag groups No Yes

Group Space examples

Spotlights on the home page highlight key learning programs. A SPOTLIGHT ADMIN user group allows
members to create, edit, deactivate, set the audience and change the display order of spotlights for all
learners. Typically, it's given to a small group of trusted administrators. Without Group Spaces, the Investment
Services learning team requests Spotlight administrators to add or remove a spotlight targeted to their
division. Group Spaces decentralizes this process. An administrator creates a dynamic user group for the
Investment Services division based on demographics, enables it as a Group Space, and gives a Group Space
Permissions Managers (GSPM) access to assign permissions, including the SPOTLIGHT ADMIN. The GSPM
and any privileged users assigned by that GSPM, can now create and manage spotlights only for the
Investment Services division.

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 In a federated or franchise business model, Group Spaces can allow an organization to have one governing
group with individual self-contained groups. A hotel franchise, Great Vista, requires all franchise owners and
employees to complete an annual regulatory review. Great Vista has global access roles and provides learning
- both regulatory and optional learning - to all franchises. Group Spaces are created for each hotel franchise
and franchise owners are made the Group Space Permissions Manager (GSPM). Group Spaces can have child
and descendent groups; therefore, the franchise owners can set up sub-groups by location or divisions as
needed. Through the Group Space, a franchise owner can create learning specific to their franchise, assign
learning and receive reporting for their employees only. Great Vista can access reporting for all franchises -
with or without name level detail depending on their franchise agreements - to confirm regulatory compliance.
In this manner, it emulates mini semi-autonomous Your Learning instances within one umbrella instance of a
Your Learning tenant. Note: This configuration of self-contained groups requires additional role and group set
up to achieve, but not through customization. This example addresses only aspects of the Group Space
creation and management.

Creating user groups and group management

Create user access groups that align to various business functions or individual system functions as needed.
For this access, the user must have the Your Learning Security role SECURITY - ADMIN.

User Group
Description
Type
Standard Manual addition of group members through lookup and selection or bulk upload
External Maintenance of group members is maintained through an external directory or source, e.g.
API
Dynamic Members are defined and updated by matching demographics, job roles and skills based
on your organization's HR taxonomy
From any page in Your Learning, scroll to the end of the page and click YL Service Center. On the User
Groups & Group Spaces tile, click User groups.

User group dashboard

The User groups dashboard defaults to Your Groups. It's a list of user groups you've created displaying the
name, number of members, group type and indicates if it's enabled as a Group Space. Above the list are
options to search for a user group and filter by Group Space, if you have any. You may also click the tabs to
view All Groups, Group Spaces and Groups with Global Roles.

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 The All Groups tab shows is a listing of user groups and search of all user groups.

The Group Spaces tab lists all user groups enabled as Groups Spaces.

The Groups with Global Roles tab filters the user group list to all user groups assigned global roles.

Selecting a group from the dashboard will display settings and membership information for the group. With
owner or administrator access, it will provide user group management options to modify the group.

Create a user group

From any tab on the user groups dashboard, click Create Group button.

248 Your Learning

 1. Enter a descriptive Group Name that's easy to recognize. This group name may be a choice for
audience or targeting selections in channels and learning activities.
Note: Group names cannot be changed after creation.
Note: User group names can't be duplicated, including previously deleted group names.
2. Enter a useful Group Description. This may be modified later.
3. Select a Group Type, the default is Standard. Dynamic group type allows selection of demographics in
your organization's HR taxonomy.
Note: Group type cannot be changed after creation.
4. If the user group is to become a child group to a Group Space, click Owned by a parent Group Space
and select the parent Group Space. This may be modified or added later.
5. Click Create to complete the group creation and continue to the addition of members, include
additional owners, and role assignments.

Adding members to a user group

How members are added to user groups depends on the group type. The user group management screen has
two tabs for standard user groups and three tabs for dynamic user groups.

Standard group membership

The second tab on the standard group type management screen is Members.

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 From the Members tab there are two options for adding members to the group.

Add member
1. To add directly from your organization user registry, click Add member.
2. Start typing a name, email address, or id in the member search field. Select the matching user from the
list and it will be shown below the search field.
3. Continue adding all other members and then click Add.
4. The message Members have been added. will display to confirm the addition and the new members
will display on the list on the Member tab.

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 Bulk load members
If you have a full list of user ids, you can use the bulk load members option. This allows you to copy and paste
in a list of user ids. The email address or ids need separated by commas or new lines. For example:

Comma separate list:

[email protected], [email protected], [email protected]

New line list:

[email protected]

[email protected]

[email protected]

With a list entered, click Add. A confirmation message will state Members have been added.

Note: If no matching user is found in the user registry, the email address or id will be dropped from the
membership. Prior to adding members by bulk load, we recommend you check the current total members
and/or download the current member list, run the bulk load addition, and then confirm correct total member
number after the addition. If the number is incorrect you can run a comparison with the csv files.

Dynamic group membership

Dynamic groups update automatically based on the criteria rules set for the members. Member demographics
will be based on your organization's user registry and taxonomy.

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 Note: A default criteria rule - Is Active set to Yes - is to ensure only active members of your user registry are
added. As users are remove or deactivated within the user registry it will automatically remove them from any
dynamic group.

Dynamic groups have two tabs for membership - Member settings and Members.

1. To set the criteria rules for the dynamic membership, click the Member settings tab.
2. In the Member demographics field, click to view and select from the demographics available to your
organization.
3. With a demographic selected, click Add.
4. A new row will be added for the rule with the demographic title. Choose Matches or Does not match.
5. Select the value in the field to the right. You may be able to choose multiple matching values per
demographic.
To add more demographic rules for the group membership, repeat steps 2 through 5. Once complete,
the criteria for the matching must meet all statements.
6. To finish, click Apply & save.

This example dynamic criteria will match all active users in the user registry, located in the USA and have
selected Areas of Interest in their profile of Hot Roles: Technical Specialist or Hot Roles: AI/Cognitive.

252 Your Learning

Switch to the Members tab to view the membership list generated by the criteria. Depending the user registry
size and criteria selected, there may be a delay in displaying the member list. If you aren't seeing the
members you expected to be included in the member list, double check your criteria to ensure you haven't
inadvertently filtered out members in the rules settings.

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User group settings and management
After a user group is created, additional set up and modifications, including group deletion, are available in the
user group settings tab. The user group settings tab is also the screen displayed if you select a user group
from the user group dashboard listings.

Edit a user group

1. From the Group settings tab, click Edit user group.

254 Your Learning

 2. Edit the group description and/or add the group as a child to a Group Space. The screenshot below
shows the form with the Owned by a parent Group Space field checked and the associated Group
Space selection available.
Note: You cannot change the name or group type even with all administrator global roles.
3. After completing necessary changes, click Save.

Edit group owners

Additional owners can be added or remove. If you're an owner of the user group or global administrator, from
the Group settings tab, click Edit group owners. Current owners are listed. To add owners, enter the user
name, email address, or id in the the Search field.

To remove owners, click the X to the right of the owner name.

After making necessary changes, click Save.

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Assign or remove roles for a user group
It's not necessary to assign roles to groups, a user group can be created for demographic or audience
targeting only. If the user group was created for access control, the roles assigned will apply to all members.

1. From the user Group settings tab, in the Group roles section, click Assign roles.
2. From the roles list, find the roles appropriate for the group. Check or uncheck the box beside each role
to add or remove a role. Addition or deletion of roles selected will be applied to all members of the
group.
3. Click Update.

Enable a Group Space

Instructions for Group Space enablement, set up and permissions can be found in the Group Spaces:
enabling, member settings and management document.

Delete a user group

Group owners and administrators may delete existing groups. Remember, you cannot re-use group names
even when a previous group of the same name has been deleted. You cannot undo a group deletion.

To delete a user group, click the Delete group button at the bottom of the Group settings tab. The following
prompt will display asking for confirmation of deletion and warning the action cannot be undone. Click Delete
to confirm the user group deletion. If the group is also a Group Space, it will also delete the Group Space,
Group Space dashboard and all associated group permissions.

Group Spaces

256 Your Learning

 A Group Space provides a user group super-powers within their own group. A Group Space always starts with
a user group. An administrator enables a user group to become a Group Space and sets permissions for the
Group Space and its members or assigns a few trusted users in the group to be Group Space Permissions
Managers (GSPM). By default, Group Space permissions only apply to the group and members of the Group
Space. With a GSPM in charge, they can take over administration to grant privileges and permissions to
members within the Group Space.

Privileges & permissions vs. global roles

A privilege or permission always refers to a SCOPED role. This means the ability granted will be applied only
within the context of a Group Space. Global roles always apply to the entire tenant. In addition, though the
scoped permissions name may have the same name, it may not have all the same privileges as global roles.
For example, when granting the REPORT - HEADCOUNT role to run reports, it allows the member to run
reports for everyone in the Your Learning tenant. In a Group Space, granting REPORT - HEADCOUNT to a
Group Space member grants that person to view reports only for members in the Group Space.

Enabling a Group Space

A Group Space can be enabled for an existing user group or a new user group. In this example, we'll start from
an existing user group. Visit User groups: creation, member settings and management to review creation of
user groups.

1. From any page in Your Learning, scroll to the end of the page and click YL Service Center. On the User
Groups & Group Spaces tile, click User groups.

2. On the User groups dashboard, find and open the user group to be enabled as a Group Space.

3. On the Group settings tab, click the Enable Group Space button in the Group Space permissions
section.

4. On the Group Space permissions screen, select specific permissions for all members of the Group
Space, a mix of permissions for all members and for Group Space Permissions Managers (GSPM), or
click Set all GSPMs can assign to give a GSPM access to manage all permissions. After setting
permissions, click Save & continue.

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 5. It's not required to assign a GSPM, the Group Space can still be managed by the tenant administrators.
If you're designating a GSPM, enter and select the names or ids in the search field. With or without a
GSPM, click Save to complete the Group Space.
Note: Tenant administrators need to ensure the GSPM understands the consequences of awarding
privileges to those within the group space they control.

After saving the Group Space, on the Group settings tab, the Group Space permissions section will now
include options to Disable Group Space, Edit Group Space and list the permission assignments.

258 Your Learning

Adding and modifying Group Space privileges and members
A global administrator with roles [unknown] can edit the overall Group Space permissions and assignments of
GSPMs. At the Group settings tab, in the Group Space permissions section, click Edit Group Space. You'll see
the same Group Space permissions screen provided in the Group Space enablement.

After enabling a Group Space, both global administrators and GSPMs will see a new tab, Group Space
privileged users, on the user group management page.

By granting privileges or permissions to users, you are giving them the ability to access features scoped within
your Group Space. Depending on the privilege, this may include creating learning, viewing reports, and setting
up featured recommendations. In all cases, the permission may be invoked differently depending on the
action the user is taking. Familiarize yourself with what each of these privileges are by referring to the
description of all Group Space permissions.

Adding privileged members

1. In the user group, click the Group Space privileged users tab.
2. Click the Add member button.

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 3. Search and add anyone you have the ability to look up in the tenant. For some this may be every user in
the tenant, for others there may be restrictions. If someone does not appear in your search, you may
not have the necessary privileges to look up their profile.
4. Click Next.

5. The next Add privileged users screen includes a clickable link, Show selected users, to view and
confirm the users selected. Locate the permissions to be added for the users and check the boxes next
to the roles.
6. Click Add users.

260 Your Learning

 After adding new members, the privileged member list will return to the Group Space privileged users tab
and list view.

Modifying Group Space privileges and members

1. To remove permissions, assign additional permissions or remove existing members, start at the Group
Space privileged users tab.
2. Locate the members in the list to be modified and check the box to the left of their name.
3. The Remove permissions, Assign permissions, and Remove users button then become active.
Continue to the following steps depending on the option selected.

Remove permissions from privileged user

1. With a privileged user selected, click Remove permissions.
2. The permissions displayed are limited to those where one or more people that you selected have a
permission in that list. Select one or more permissions to remove from the selected users. Removing
these permissions will remove them from all users that you selected.
3. Click Remove.

Assign permissions to privileged users

1. With a privileged user selected, click Assign permissions.
2. Select one or more permissions to assign to the selected users.
3. Click Assign.

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Remove privileged users
Removing a privileged user will also remove all their privileges from the group space.

1. With a privileged users selected, click Remove users.

2. A prompt will display asking you to confirm removal of the users listed. Click Remove to confirm.

Disable a Group Space

1. At the Group settings tab, in the Group Space permissions section, click Disable Group Space.

2. A prompt displays asking to confirm disabling the Group Space. All Group Space Permissions Managers,
permissions and privileged users will be removed but the user group will remain. You cannot undo
these changes. Click Disable to remove the Group Space settings.

262 Your Learning

Group Space Dashboards
Group Space dashboards provide a dedicated space for your group within Your Learning. It provides shortcuts
to manage membership, track member learning, promote and recommend learning, and create Group Space
learning assignments.

Global roles and permissions

There is no additional inherent access granted by being a Group Space member; all tenant global roles still
apply but many Group Space permissions are available to tailor each Group Space access control. Access to
links and reporting within Group Space dashboard pages will vary depending on tenant global role and Group
Space role and permission configuration.

Examples:

Learning reports available within a Group Space dashboard are standard completion summary reports
tied to the REPORTING - VIEW SUMMARY global role or Group Space permission. If members aren't
granted that role as 'any authenticated user', an assigned role for the user group, or as a Group Space
permission, the learning completion summary reports won't display.
Options to view Group Space membership is contingent on the user being the user group owner OR
having the SECURITY - READ role set as 'any authenticated user' or as an assigned role for the user
group.

Overview
The overview page shows a Group Space snapshot of total membership, learning catalog activities and
channels owned by the Group Space, and Group Space descendants, if applicable. There also two options -
tabs or tile links - to the pages for more details on the Group Space's members, learning catalog and Service
Center.

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 Feature Description
1 Link to return to list of Group Space dashboards.
2 Group Space name
3 Link to user group record where administrators or those with SECURITY - READ role may
view the member lists. Administrators or user group owners may change the member
permissions and privileges and add or change membership settings.
4 Tab links to view dashboards for members, learning catalog and Service Center.
5 Number of members in the Group Space
6 Number of activities owned by this Group Space, and any learning with a tag from a tag
group owned by this Group Space.
7 Number of channels owned and managed by the Group Space
8 Tiles links to view dashboards on members, learning catalog and Service Center. Includes
links to the learning and channel catalogs which automatically filter by the Group Space.
9 List of Group Space descendants with member totals. Group Spaces may own or manage
other Group Spaces. The descendant Group Space name links open the Group Space
dashboard for that descendant group.

Members

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The members dashboard is focused on summary of member learning assignments and completions reporting,
regardless of the Group Space learning catalog. The popular learning keeps you up to date on all all learning
your membership is interested in and completing.

Feature Description
1 Number of Group Space members. View members link opens the user group members tab
and list which includes an option to search the member list.
2 Number of Group Space privileged members. View privileged users link opens the user
group Group Space privilege users tab which includes an option to search the privileged
user list.
3 Report selection which opens standard reporting in the Service Center automatically
filtered by the current Group Space.
4 Learning assignment summary with percentage of learners with learning assignments not
complete, number of assignments, and learning assignments past due.

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 Feature Description
5 View details launches the learning assignments reports by activity or member
automatically filtered by the Group Space.
6 Numbers in the left column are current month total learning completions and learning
hours for the Group Space members. Unique learners is how many individual members of
the total Group Space members added to those completions and hours. They may have
completed more than one activity but they're only counted once as a unique learner. Click
configure to view the full Service Center learning completion reporting.
7 The popular learning report is current month member completed learning sorted by
learning activity completions. The reporting period can be set to another date range (year
to date, previous month, etc.). Selecting the learning activity link in the report will open
the learning activity landing page.

Learning catalog
The learning catalog dashboard assists in creating, managing and tracking learning activities and channels
owned or tagged by your Group Space. Full access to manage (view or edit) all builder records is typically tied
to Group Space administrator permissions.

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 Feature Description
1 Total learning activities attributed to your Group Space through ownership or tagging
activity. Learning activities may be owned by others but if tagged by a tag group owned by
this Group Space will be counted in the total. The search catalog link opens the learning
catalog automatically filtered by the Group Space ownership.
2 Report selection which opens standard completion and transcript reporting in the Service
Center automatically filtered by the current Group Space learning activities and all
learners, not specific to the Group Space membership.
3 Total learning activity builder records owned by the Group Space. The manage activities
link opens the learning activities management dashboard in Your Learning Builder. All
Group Space owned learning activities can be selected and viewed if the user has the
ACTIVITY BUILDER - ADMIN permission.

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 Feature Description
4 Total learning plan records owned by the Group Space. The manage learning plans link
opens the learning plans management dashboard in Your Learning Builder. All Group
Space owned learning plans can be selected and viewed if the user has the ACTIVITY
BUILDER - ADMIN permission.
5 Total quiz records owned by the Group Space. The manage quizzes link opens the quiz
management dashboard in Your Learning Builder. All Group Space owned quizzes can be
selected and viewed if the user has the QUIZ BUILDER - ADMIN permission.
6 Total channels owned by the Group Space. The manage channel link opens the channel
management dashboard in Your Learning Builder. All Group Space owned channels can be
selected and viewed if the user has the CHANNEL BUILDER - ADMIN permission.
7 Numbers in the left column are current month total learning completions and learning
hours for Group Space learning catalog activities for all learners . Unique learners is how
many individual of all learners added to those completions and hours. They may have
completed more than one activity but they're only counted once as a unique learner. Click
configure to view the full Service Center learning completion reporting.
8 The popular learning report is current month all learner completed learning catalog
activities sorted by learning activity completions. The reporting period can be set to
another date range (year to date, previous month, etc.). Selecting the learning activity link
in the report will open the learning activity landing page.

Service Center
The Service Center tab includes tools to assist in the maintenance of related user groups, tagging and learning
promotions. Full access to manage (view or edit) user group records, tag groups, and the various learning
promotions and assignments associated to global roles and Group Space permissions.

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 Feature Description
1 Total user groups associated with the Group Space, both standard user groups or
descendent Group Spaces.
2 Number of tag groups owned by the Group Space. Only users with an associated tag
administrator global role or Group Space permissions will have access to manage tag
groups.
3 Number of currently active Spotlights owned by the Group Space. Only users with an
associated spotlight administrator or creator global role or Group Space permissions will
have access to manage spotlights.
4 Number of currently active Program & Resources owned by the Group Space. Only users
with an associated program resource administrator or creator global role or Group Space
permissions will have access to manage programs and resource records.

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 Feature Description
5 Number of currently active learning assignments. Only users with an associated learning
assignment administrator or creator global role or Group Space permissions will have
access to manage learning assignments through the Service Center interface. The learning
assignment manager roles don't apply in the Service Center interface.
6 Number of recommended job roles and skills owned by the Group Space. Only users with
an associated recommendation administrator or creator global role or Group Space
permissions will have access to manage recommendations records.
7 Number of recommended learning for job roles and skills owned by the Group Space. Only
users with an associated recommendation administrator or creator global role or Group
Space permissions will have access to manage recommendations records.
8 Number of learning tracks owned by the Group Space. Only users with recommended
track administrator or creator global role or Group Space permissions will have access to
manage learning track records.

Group Space Permissions

There are a number of unique permissions available for Group Spaces, who's permission when granted to a
privileged user will confer a degree of access rights or features. These permissions and how they work vary
depending on the permission and are all scoped within the Group Space they are granted within to some
extent. A privilege or permission always denotes a scoped role within a Group Space. Any time the word "role"
or "Global role" is used, we are referring to a role that applies to the entire tenant. The following definitions
apply specifically to the permission as granted within a Group Space. Please note that the following may have
identical names to a global role, however, they may function differently for a Group Space and the following
definitions apply ONLY within a Group Space.

Group Space
Description
Permission
ACTIVITY BUILDER - Can create, edit and deactivate all user-created learning activities owned by the
ADMIN Group Space
ACTIVITY BUILDER - Can read, create, update, deactivate user-created learning activities owned by the
CREATOR Group Space
CHANNEL BUILDER - Can create, edit, deactivate all user-created channels owned by the Group Space
ADMIN
CHANNEL BUILDER - Can create, edit, deactivate own channels owned by the Group Space
CREATOR
DIGITAL Can read digital credential transcript records for all learners.
CREDENTIAL NAME
LEVEL DETAIL
ACCESS - READ ALL
DIGITAL Can read digital credential transcript records for learners not in Austria, Germany,
CREDENTIAL NAME Lithuania, Latvia, Israel, or Philippines. Note that members of this role may be given
LEVEL DETAIL access to one or more of these countries through membership in a country-specific
ACCESS - READ role.
MOST

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 Group Space
Description
Permission
DIGITAL Can read digital credential reports with detail on headcount eligible for activities
CREDENTIAL
REPORT - VIEW
HEADCOUNT
DIGITAL Can read any digital credential aggregate reports except headcount reports
CREDENTIAL
REPORT - VIEW
SUMMARY
EXPERTISE Can create, read, update, and delete learning recommendations for job categories,
RECOMMENDED roles, specialties, and skills
LEARNING - ADMIN
GROUP - ADMIN Can create, edit and delete groups in the Group Space. Can edit group membership,
but cannot change global roles or Group Space permissions. Members of groups can
only contain a subset of the members of the Group Space.
GROUP - CREATOR Can create, edit and delete own groups owned by the Group Space.
GROUP SPACE - Can manage Group Space privileged users and permissions
PERMISSION
MANAGER
LEARNING Can create, update, deactivate all non-required learning assignments owned by the
ASSIGNMENT - Group Space
ADMIN
LEARNING Can read, create, update, deactivate user-created non-required learning assignments
ASSIGNMENT - owned by the Group Space
CREATOR
LEARNING Can create, edit and deactivate all invitations to members of the Group Space and
INVITATION - owned by the Group Space in the Service Center.
ADMIN
LEARNING Ability to create, edit and deactivate user-created invitations for members of the
INVITATION - Group Space in the Service Center.
CREATOR
LEARNING Ability to create learning invitations for members of the Group Space through learner
INVITATION - interface, in the learning invitations dashboard, or directly from a learning activity.
SENDER
LEARNING PLAN Can create, edit, and deactivate all learning plans and run completion reports for all
BUILDER - ADMIN plans owned by the Group Space
LEARNING PLAN Can create, edit, and deactivate user-created learning plans and run completion
BUILDER - CREATOR reports for user-created learning plans owned by the Group Space
LEARNING Can create, read, update, and deactivate channel recommendation groups owned by
RECOMMENDATION the Group Space.
GROUP - ADMIN
LOOKUP - READ ALL Can find any Group Space member using typeahead lookup
NAME LEVEL DETAIL Can view Group Space member names and contact information
ACCESS - READ ALL
NAME LEVEL DETAIL Can read transcript records for learners not in Austria, Germany, Lituania, Latvia,
ACCESS - READ Israel, or Philippines. Note that members of this role may be given access to one or
MOST more of these countries through membership in a country-specific role.

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 Group Space
Description
Permission
NOTSEARCHABLE Can read, create, update, deactivate user-created learning activities that are not
ACTIVITY BUILDER - searchable owned by the Group Space
CREATOR
NOTSEARCHABLE Can create, edit, deactivate user-created non-searchable channels owned by the
CHANNEL BUILDER - Group Space
CREATOR
NOTSEARCHABLE Can read, create, update, and deactivate non-searchable user-created learning plans
LEARNING PLAN - owned by the Group Space.
CREATOR
NOTSEARCHABLE Can create, edit, and deactivate non-searchable plans and run completion reports for
LEARNING PLAN user-created plans owned by the Group Space
BUILDER - CREATOR
NOTSEARCHABLE Can create, update, deactivate own non-searchable user-created quizzes owned by
QUIZ BUILDER - the Group Space
CREATOR
PROGRAM Can create, update, and deactivate program and resource records owned by the
RESOURCE - ADMIN Group Space
QUIZ BUILDER - Can create, update, deactivate all user-created quizzes owned by the Group Space
ADMIN
QUIZ BUILDER - Can create, update, deactivate user-created quizzes owned by the Group Space
CREATOR
RECOMMENDED Can create, read, update, and deactivate recommendations for primary or secondary
EXPERTISE - ADMIN job category, job role, job role specialty, and skill owned by the Group Space.
RECOMMENDED Can read, create, update, and deactivate learning tracks owned by the Group Space.
TRACK - ADMIN
RECOMMENDED Can view recommended tracks owned by the Group Space.
TRACK - READ
REPORT - VIEW Can view reports with Group Space headcount data (e.g,. number of members who
HEADCOUNT completed an activity)
REPORT - VIEW Can view reports with Group Space aggregate data (e.g., report by country). Does not
SUMMARY grant access access to reports with headcount or name level data
REQUIRED Can create, update, deactivate all required learning assignments owned by the Group
LEARNING - ADMIN Space
REQUIRED Can read, create, update, deactivate user-created required learning assignments
LEARNING - owned by the Group Space
CREATOR
SPOTLIGHT - ADMIN Can create, publish, update, and deactivate all spotlight records owned by the Group
Space.
TAG - ADMIN Can create, update, and deactivate tag groups; can create, update, and delete tags
owned by the Group Space
TAG - TAGGER Can create, update, and delete own tags on activities owned by the Group Space.

Scheduled Jobs

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Jobs or agents run in the background on Your Learning to accomplish
things from sending and receiving transcripts to importing new trusted
sources of content, to processing requests for required learning, and
more.

These jobs are scheduled on a regular basis. You can see the schedule
by going to the Scheduled jobs page from the Service Center.

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 Talk to your technical team or your IBM team if you would like to have
changes made to the job schedule.

Shared Icons
All learning activities, digital credentials, channels, and learning plans have icons displayed in search results,
learning queues, recommendations, completion reports, and the landing pages. All content created by your
organization in YL Builder requires an associated icon. You may upload customized shared icons via API or
manually in the Service Center. Once uploaded, all users who create learning content can select the icons and
associate them to learning activities, digital credentials, channels, and learning plans.

Trusted sources supply the icons for their content using url references to their icon files. If icon url references
aren't included by trusted sources, the default hardcoded IBM icons will be used, matching IBM icons based
on activity type. For example, if the activity type is video, the IBM video icon will be used for display. The IBM
default set of icons is only used for display purposes. Default icons can be created to override the IBM default
icons, if needed.

Note: There's no default set of icons provided for creation of YL Builder records. Icons are required for all YL
Builder records. Therefore, icons need to be added prior to creating YL Builder records.

Learning activities icons example

The example shows learning activity search results with both trusted sources and customized shared icons.

Icon specifications
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 Create icons using these recommended guidelines. Only upload images that your organization is authorized to
use.

Icon must fit within a square area (same height and width)
200x200 px image size recommended (renders on Your Learning at 80x80 px and 56x56 px)
SVG (recommended), JPG, GIF, BMP, or PNG formats supported
No animated GIFs
Max file size 100 KB

Shared icon dashboard

Creating shared icon records in the Service Center requires the SHARED ICONS - ADMIN role. To view, add or
edit shared icons, from any Your Learning page, scroll to the bottom and click your Service Center link.
Navigate to the Platform settings tile and click Shared icons.

Note: Shared icons may also be uploaded using Your Learning APIs. Please contact the tenant operations
teams or your IBM representative for additional instructions to upload by API.

There are six tabs on the shared icon dashboard: learning activities, digital credentials, channels, learning
plans, other and inactive. All icon records are created from the same add icon button. The shared icon records
display order may be set by dragging and dropping entries in the list or modifying the numbers listed on the
entries. The display order is how the icons will be listed on the YL Builder forms for selection. Shared icons
may be deactivated from the icon record row by clicking the ellipsis (3 dots) menu. When deactivated, the
records will be moved to the inactive tab list.

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Add shared icons
1. From the shared icons dashboard, click add icon.

2. Select the icon type.

3. Click the upload button to locate and add the image file, following the icon specification rules.
4. Enter a label for the icon. This text will be seen by learners when they hover over the icon.
5. Click save to complete the icon record.

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Adding default icons
When an icon isn't found to match a learning item record, the icon will default to the hardcoded IBM icons
based on the learning item type. Your organization may override the hardcoded IBM icons by creating your
own default shared icon records. To do so, create a new shared icon record, set the type to other and use a
special reserved label: DEFAULT - type, where type is the abbreviation for the activity type (see below).
Additionally, an icon with label DEFAULT (no type abbreviation) can be created as the the default for
undefined types.

Type abbreviation Label

3 Book/Article
AUD Audio/Podcast
COM Community
CON Event
DOC Document
ELR eLearning
EXP Experiential
GD Guidance
ILT Classroom
LRN Learning
LVC Live Online
OTH Other

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 Type abbreviation Label
QUIZ Quiz
RDM Learning Plan
SEL Scheduled eLearning
TST Assessment
VID Video
WEB Webpage
The following is an example shared icon record set as the default icon for learning activities of type
"webpage."

![Shared icon default example](ylindex_files/shared-icons-defaults.png "Screenshot of shared icon form set

to icon type of other and labeled "DEFAULT - WEB".")

Spotlights
Your Learning provides advertising of learning activities, courses, or sites on the tenant home page to promote
content to all learners or to a specific audience. The promotional space is intended for short term featured
learning or sites of interest to the learning population. Spotlights can be general, for all learners, or targeted to
a specific audience such as job roles, geographies, business units, or any other value captured in the Your
Learning user profile.

Suggested spotlight uses:

New content for strategic initiatives

Live broadcasts
New compliance content
Career development sites

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 New Trusted sources
Key content for target audiences, such as job roles

Create a Spotlight
To create spotlights in Your Learning Service Center, the user will need the SPOTLIGHT - ADMIN role or Group
Space permission.

From any page in Your Learning, scroll to the end of the page and click Service Center. On the Promote tile,
click Spotlight.

1. At the Spotlight dashboard, click create spotlight.

2. Enter a title which will display to learners as the first line below spotlight image. A short description is
better for user viewing. There is a 100 character limit. To keep the title to one line, keep it to
approximately 32 characters or less but if longer it will wrap to a second line.
3. Enter the message with a description or purpose of the course or a call to action. Keep text to 2-3 lines
within this box, approximately 200 characters. Longer messages will be cut off and the learners cannot
scroll.
4. Enter the url of the learning activity, digital credential, channel, or site where the learner will find or
start the learning. This is the link the learner will be directed to when they click the spotlight image.

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 5. Keep or select a default language. Add additional languages if needed. Multi-language support
6. Attach an image or enter a url to an image. For the best visual display on the home page, we
recommend using in image size 428 x 160 pixels. Images of different sizes will still display but may
look stretched or cropped.

280 Your Learning

7. If you're an administrator or privileged member of a Group Space and want to share ownership of this
spotlight with your Group Space, check the box for owned by a parent Group Space and select the
Group Space. Note: Doing so will limit the target audience selection to the Group Space.

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 8. Target audience can be all learners or a target audience specified by your tenant's taxonomy. Learn
more about setting target audience with demographic filters.
9. The default status is draft. You may save it as a draft when preparing but not ready for learners to see.
To publish it, change the status to published and the form will update to include the publishing dates.

10. For publication date, enter the first date you want the spotlight to display on the home page. If the
date you enter is in the future, the spotlight won't display to learners until that date even though the
status is "published."
11. For expiration date, enter the end date when the Spotlight will no longer display on the home page.
When this date is reached the status will still be published but it will automatically remove it from the
home page. You will then find the record in the Expired tab on the spotlight dashboard.
12. Click save to complete the Spotlight.

Note: To removed an active spotlight from display, change the status to inactive.

Spotlight example
The following is an example spotlight specified to only display to learners in the Consulting business group.
This option is an IBM demographic selection and your tenant taxonomy may be different.

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Your Learning 283
 Published Spotlight on YL home page
Below is the example spotlight published on the YL home page. It also includes other spotlights to provide
examples of both appropriate title and message lengths and how they display.

Notes:

The suggested title and message character lengths may not display the same on all screens depending
on screen size and resolution.
Title text of 100 characters will wrap to a second line.
There isn't a limit to the message length but more than approximately 200 characters will be cut off.

Suggested matches
Suggested matches make your curated recommendations the top search results when learners search by
keywords. This allows for new or high-value content to be the first entry in a learner's search.

A suggested match can contain multiple learning activities, channels, digital credentials, or programs and
resources but we recommend no more than five to ten. No keyword can be used more than once in the
suggested match list. A learning activity may be listed more than once in the suggested match list.

Here's an example of a learner search for "customer service." The first tab on the search result page is All
results (left screenshot). At the top, the first 6 results are suggested matches. The blue lines to the left of the

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 items indicated they're suggested (or "sponsored") matches. The items are a mix of learning activities, digital
credentials and channels. When navigating to the Channel results tab (right screenshot), the suggested
channel matches continue to display at the top.

Determine relevant search terms

Before you create a suggested match record, you need a list of relevant search terms or keywords. You may
use the Your Learning search term report in the Service Center to determine the most common search terms
and variations learners are entering into the Your Learning search. Navigate to Reports tile and click YL
platform usage reports and then view the Search term report. The default report configuration displays the
current month but can be configured with different date ranges or demographics including job role and skills.
You may also download the report for further review.

Configuring suggested matches

Creating suggested matches requires the SEARCH - SUGGESTED MATCH ADMIN role.

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 From any Your Learning page, scroll to the bottom and choose YL Service Center. From there, navigate to the
Promote learning area and select Suggested matches.

1. Click create suggested match record.

Note: Search terms and keywords (or phrases) can only be used once across all suggested match
records. You may use the keyword search in the dashboard to check if existing records already use the
keywords or phrases.

2. By default status is active. There's no draft status but you may save an incomplete record as inactive
and update to active when you're ready to publish it.
3. Enter search terms, keywords or phrases into the search terms/keywords field. Each entry needs to
be separated by a new line. The field may be expanded by clicking and dragging the bottom right corner
of the text field.
4. Click add suggested match to begin the process of finding and adding the learning content for the
match.

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 5. Choose what type of content - activity, channel, digital credential, program/resource, or webpage - you
want to be suggested. Then click next.

6. Depending on the content type, you'll be presented with a search modal to select the content. The one
exception is for webpage you'll be asked to enter the url and title for the webpage link. As you find and
add the content, they'll be added on the form in the list of suggested matches.
7. Once you've completed adding the suggested match content, click save. With the status set as active,
the suggested matches will be published immediately. You can test and confirm the matches by
entering one of the keywords in the Your Learning search.

Suggested match example

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 This example has six keyword phrases related to "customer service" for the search terms and three suggested
matches. The matches are one learning activity, one channel and one digital credential.

When the above example is active and published, learners searching for "customer service" will see the
following results on the all results tab. When learners choose to filter by activity, channel or digital credential,
the filtered results will only display suggested matches that match the filter.

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Switch ID
Switch ID is a function that allows support and system administrators to switch which user's view they are
seeing in Your Learning. This allows for the troubleshooting of learner issues and can help determine if there
is a data problem or an end user environment (Browser, operating system, etc.) problem.

This access should be limited to a very small audience of trusted support professionals, as they will be
able to view any learner's data in Your Learning. For this access, the user must have the Your Learning
Security role SUPPORT - PROXY USER.

Go to Your Learning Service Center, Access Control, Switch ID.

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 Enter the user ID (Pick from the list), and for accountability, the reason for changing.

290 Your Learning

With the new ID selected, select the "Open Your Learning" option to see the views for that ID. Your Learning
will open in a new tab. When finished reviewing, close the Your Learning tab, return to the Switch Identity tab,
and select Switch Back to your ID to resume your normal views and functions.

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Target audience
A cornerstone of the Your Learning platform is incorporating your organization's taxonomy to enable you to
target learning or reporting to your demographics, job roles, or skills. In addition, tags can be created by
learning professionals based on categories or areas of interest. All of these data points can be used to tailor
your learning content and promotions to specific audiences. They're also used for ease of access control
maintenance by creating dynamic user groups and Group Spaces.

When you identify a commonly used target audience based on multiple filter selections, it's best to create a
dynamic user group and ensure relevant learning professionals and users are aware of the group. All target
audience demographic selections include an option to select a user group as the demographic, or in the case
of learning assignments and invitations, the specific option to choose a user group as the audience. Learn
more about creation of dynamic user groups.

292 Your Learning

Selecting filters for target audiences
Many forms - like spotlights and touts - allow the selection of a target audience or visible to with the option
of all learners or target audience. These steps give an overview of how to add filters to narrow the list of
learners that this content is visible to. The filter selections in the examples are IBM specific. The choices
available in your tenant will be specific to your organization.

1. Click select demographic and choose the applicable demographic, role, skills, area of interest, etc.
2. Click add.

3. A list entry appears below with the filter title. Prior to choosing the filter value(s), choose if you want
those values to match or not match the value.
4. View and choose the value(s) for the selected filter. The selection list or options will vary depending on
the values and value type. Some may allow you choose multiple values while others may not.

5. If needed, repeat steps 1-4 to include additional filters. As you add more filters, an entry row will be
added for each filter.

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 Note: Results will match all combined criteria statements. Some forms or applications of target audience, like
learning assignments or dynamic user groups, will list the number of current matching learners based on
selected filters. Others will not. Due to possible variations in your taxonomy, it's your responsibility to know
and understand your taxonomy and learner profiles to create relevant audience groups. It's possible to create
a target audience with no matching learners.

Target audience example

This a spotlight audience targeted to all active full time learners with the job role of designer in all states of
the United Status except Alabama, Florida and Georgia. The option for active regular full time employees
allows for a yes/no (true/false) selection. The job role selection will display a multiple choice list of your job
role taxonomy. The state and country selections are both dropdown pick lists for values. The option of "all
United States except Alabama, Florida and Georgia" are the combination of Country and State entries but only
based on the user's understanding of the taxonomy demographics.

Where can I apply target audience filters?

The following forms or features have the option to target the audience. Learn more about the form specific
target audience settings at the links provided.

Makes the feature visible only to the target learner audience:

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 Spotlight
Touts
Learning tracks
Programs & Resources
Recommended channels
Recommended digital credentials

Create lists for assigning or inviting learners to learning activities:

Administrator learning assignments

Administrator learning invitations

Make a specific part of the feature visible only to the target learner audience:

Channel items may have target audiences.

Settings for entries on the Items tab may have target audiences
Individual questions on quizzes may have target audiences

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