Making an Item Available to End-Users

Objective

After completing this lesson, you will be able to add items to a library to make them searchable for end-users.

Libraries

Items and Libraries

Items are organized into libraries, and each item can be stored in one or multiple libraries. These libraries are then made accessible to users. In your learning plan, you can search for learning items and assign them to yourself or your direct reports. The search results you see depend on the learning items stored in the libraries you have access to.

Administrators and managers can assign learning to users, even if the users do not have direct access to the library where the learning item is stored. Similarly, if certain classes are not available for users to register themselves, their manager can register them instead

Library Access

Users are granted access to libraries through assignment profiles. Users may have access to multiple libraries, but from their perspective, they see a combined library that includes all items, classes, programs, and curricula placed in any library they have access to. The names of the individual libraries are not shown to users because they are not used for categorizing the items. Instead, the libraries are used to control access for specific groups of users.

Library Settings

Library related settings are configured in Learning Administration > System Administration > Configuration > System Configuration > LIBRARY.

Users can search the library by entering keywords in the Search for Learning field or use the Browse Library feature. The behavior of the Browse Library feature differs based on the value of enableBrowseLibrary. When set to true, a dropdown is displayed with the Browse by Category and Browse All options.

Administrators can control which search filters display to learners on the Find Learning page. You can edit thelibrarySearchFilter configuration settings. By default, all values are set totrue, which displays the filter options to learners if there are any learning activities in the library that meet the filter criteria. When the value is set to false, the filter option will not display

Note

The legacy Learning search experience reached End of Maintenance on November 14, 2025 and will be Deleted on May 14, 2027

The Libraries Tab

In Learning Administration, search for your item and select the Libraries tab. In the following figure , the LMS Admin Training Item has been associated with three libraries. If a user is granted access to any of these libraries, they can access the LMS Admin Training course.

The Library Tab on the instructor-led item is selected. Three associated libraries are highlighted in the Llibrary tab.

Add Items to Additional Libraries

To add the LMS Admin Training item to another library, complete the following steps:

Steps

  1. Select the plus icon located at the top right corner.

  2. Search for the library you want to add.

  3. Once you find the desired library, select and add it to the list.

Result

In the following figure, you can see an example where we added the course to the THR Courses Library.

The newly created library is highlighted in the Libraries tab. The plus icon, which was used to add a library, is highlighted.

Edit the Library Information for an Item

When the pencil icon is selected, it allows for editing the library information.

The administrator has the ability to perform the following actions:

Steps

  1. Specify a date for when the item will be removed from a specific library. This action does not deactivate the item or remove it from a user's Learning Plan.

  2. Mark the item as new, featured, or revised in the library. Courses identified in any of these statuses will display in the library banner, if enabled.

  3. Set a date for which the Highlight Until status expires.

  4. Provide a reason for highlighting the item in the library.

    The library information is editable. These four columns are highlighted where edits can be made. 1. Remove from Library 2.Highlight As 3. Highlight until 4. Reason to Highlight

Result

The administrator has edited library information.

Add an Item to a Library

Business Example

In this exercise, you will add an item and establish settings in a library.

ExerciseStart Exercise

Steps

  1. Add an item to the General Library with a specified automatic removal date. If banners are enabled, designate this item as New until a specified future date.

    1. Select the Libraries tab.

      Note

      If you are not in the Item entity, navigate to Learning Administration → Learning Activities → Items, search for an item, and open it.

    2. Select Add Libraries (plus icon).

    3. Enter the keyword General and select Search.

    4. Select the Add checkbox.

    5. Select the Add button and verify that the General Library is displayed.

    6. If banners are enabled, select the Edit icon.

    7. Select New from the Highlight As dropdown menu.

    8. Select a date from the Highlight Until calendar icon.

    9. Select the calendar icon under the Remove from Library On field, and select the last date you want the item to reside in this library.

    10. Select Save.

Items and Categories: Administrator View

Users can search and apply filters to libraries based on different categories. To assign a category to an item, simply access the Categories tab. By selecting the plus icon and conducting a search, you are presented with a list of available categories to choose from.

It is possible to associate an item with multiple categories. For instance, in the following figure, the LMS Admin Training is associated with three different categories.

The Categories tab is selected and the plus icon is highlighted on the Item Entity page.

Items and Categories: End User View

When conducting a search in your learning plan, you can utilize the category as a search term. For instance, if you search for "Building Teamwork," all items belonging to this category are included in your search results, along with any items that contain the search terms in their title or description. Furthermore, you can further refine your search results by utilizing the filter fields to exclusively display items from the Building Teamwork category.

The Find Learning page is opened. The search field is highlighted, and four search results are displayed. On the left, the category filter is expanded.

Note

Most changes made to learning activity entities and reference entities are reflected within 30 minutes, and many updates occur within just a few minutes.

Add Categories to an Item

Business Example

In this exercise, you will add categories to an item.

ExerciseStart Exercise

Steps

  1. Add the Technology category to an item.

    1. Select the Categories entity tab.

      Note

      If you are not in the Item entity, navigate to Learning Administration → Learning Activities → Items, search for your item, and open it.

    2. Select Add Categories (plus icon).

    3. Enter Technology in the Keyword search field.

      Hint

      Scroll up if you do not see the Keyword field.

    4. Select Search.

    5. Check the box next to the TECH (Technology) category.

    6. Select the Add button.

Summary

  • Libraries store items and control user access.
  • Users view a combined library of accessible items, as library names are hidden and used primarily for access control.
  • Library settings are configured in System Administration, enabling keyword searches or categorized browsing for learning items.
  • The Libraries tab in Learning Administration allows adding items to libraries, editing details, and marking items as featured or revised.
  • Categories organize items, enabling users to refine searches by category or filter fields for targeted results.

Learning

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