Exploring Item Entity Tabs

After you save an item, it gets created, and you will be taken to a tab that corresponds to its classification. The entity header displays important information about the item, including its title, key, status, and classification. Most details in the header cannot be edited directly; however, you can change them during the revision process.

You can initiate the revision process from the Actions menu. As an Administrator, you also have several additional options:

• Create a cover page
• Send an email notification
• Copy the item
• Delete the item
• Clear online settings

The Item Entity tabs are located at the top of the screen in the tabs area. These tabs contain additional information about the item. The tabs allow the administrator to navigate, access, and edit relevant data. To access a specific tab, simply select it from the list of tabs.

The most commonly used tabs include:

• Item details

• Email notifications

• Online content

• Prerequisites

• Substituted

• Agenda item

Refer to the implementation guide for information on other item entity tabs.

The Item Details tab contains several sections where updates can be made. The following images describe nine important sections within the Item Details tab.

1. Course Overview Section: Key detailed information can be entered in this section. This includes course title, course duration, credit hours, thumbnail image, course description, contact email address associated with the item.
2. Access Settings: This section is where the item’s security domain is defined and where the status of the item is set to active or inactive.
3. Registration Settings: Course registration by user or manager is set up in this section. Add course minimum and maximum enrollment capacity numbers here and set users’ waitlist.
4. Online Settings: Administrators may opt to allow unregistered users access to online content associated with an item.
5. Approval Process and Withdraw Approval Process: Predefined approval and withdrawal processes can be associated with the item entity. This prevents a user from registering or withdrawing from a learning event until the chain of approvers have approved.
6. Course Ratings: Users may also be allowed to rate. If the item has been revised, you may choose to include or exclude ratings from previous revisions.
7. Assignments: Assignment information can be added to items. Period-based settings can be established to determine when the item is due if it’s part of a curriculum. These settings cascade into future curriculum entities.
8. Completion: In the completion section, an e-signature can be required for completion. Users or managers can move completed items to the learning history. Specific certificates of completion can be associated with the item.
9. Course Preparation: This section allows administrators to add User and Instructor material notes and course preparation time and associated lesson information.

The Email Notifications tab allows administrators to manage and customize email notifications related to various learning activities. The notifications help to streamline communication and keep users informed about their learning progress and important events.

The Online Content tab is essential in configuring learner access to asynchronous learning materials and resources. Asynchronous learning could include access to tutorials, videos, exams, and online documentation.

The Prerequisites tab allows administrators to define and manage the prerequisites for specific courses or learning activities. This tab provides a user-friendly interface where administrators can specify the required prerequisites, such as completing certain courses or achieving specific certifications, before learners are eligible to enroll in a particular course.

The Substitutes tab provides a convenient way for administrators and learners to find and suggest substitute materials, such as videos, documents, or external links, that can be used as replacements for the original content. It helps to ensure a seamless learning experience by offering alternative resources that align with the learning objectives and requirements of the course or training program.

The Agenda Template tab is used to effectively plan and organize training. It allows administrators to configure segment descriptions, duration, location, instructors, and other resources associated with the training event.

Items assigned to learners are displayed as cards on their learning plan, with different appearances depending on the section of the plan they appear in:

1. In the Required Learning section, there is no thumbnail image displayed. The card includes the due date since this item is required.
2. In the Invest in Myself section, the thumbnail image takes up most of the space on the item card.
3. In the Latest Bookmarks section, the thumbnail image is displayed in a smaller format.

When no custom images are uploaded for an item, the system displays a predefined global image. If you want to create a custom thumbnail item, you have the option to upload an image in the Items Details tab.

As a best practice, upload your photo in a JPG, JPEG, or PNG format and use an image with an aspect ratio of 16:9 and a file size less than 10 MB. Once uploaded, you can preview the image to see how it will look and decide to keep it or delete it.

Each card on a user's learning plan can be selected and it takes the user to the screen where the Course Details are displayed. Most information displayed here has been entered in the Item Details tab, such as the course description. The description text can be formatted with Rich Text Formatting (RTF) and become visually more appealing and contain hyperlinks.

If a cover page has been configured for the item, the Overview tab also displays. The cover page allows administrators to deliver tailored information about the item to the end users. It can contain additional text, images, and videos.