Managing Items with Online Content

Objectives

After completing this lesson, you will be able to:

Restrict access to online content
Revise an item with online content

Access Restriction Options to Online Content

For an Instructor Led with Online Content item, the administrator can determine the level of access restriction to the online content. There are three possible restriction levels:

Least Restrictive
Somewhat Restrictive
Most Restrictive

Least Restrictive

The Least Restrictive option means that users can access the online content without being registered in a class.

To set the Least Restrictive option, navigate to Item Details → Online Settings and set the slider Unregistered User Can Access Online Content to ON.

The setting Online Settings in Item Details Tab is enabled in the Item Details tab.

Somewhat Restrictive

The Somewhat Restrictive option means that users must be registered in a class to launch the online content.

Navigate to Item Details → Online Settings and set the slider Unregistered User Can Access Online Content to OFF.
Navigate to Online Content, select the Cog icon, and then select Launch tab.
Set the slider Content available only during specified time slot of a class to OFF.

The setting Content available only during specified time slot of a class is disabled in the Launch tab of the item entity.

Most Restrictive

The Most Restrictive option means that users must be registered in a class and can only launch the online content during specified time slots.

Navigate to Item Details → Online Settings and set the slider Unregistered User Can Access Online Content to OFF.
Navigate to Online Content, select the Cog icon, and then select Launch tab.
Set the slider Content available only during specified time slot of a class to ON.
Navigate to Agenda tab and then select the Edit icon.
Select the Online Access checkbox for the specific time slot(s) online access will be permitted.

The Online Access checkboxes are highlighted in the Agenda Template of the item entity.

Online Item Revision

If you want to make changes to an online item once it has already been completed, you must first revise it. Select the Revise option from the Actions dropdown of the online item entity and follow the steps of the Revision wizard.

While it may be possible to modify the content object directly, certain changes (such as changing the launch method of the content object) might require you to reassign the item and modify the settings. Revising an item is the safest way to track which version users have completed.

The Revise option from the Action dropdown in the Item Entity is highlighted.

Best Practices for Revising Items

Best practices for revising items include:

Notify Current Students: Inform students who are currently working on the existing revision that a new revision will be introduced soon. This gives them the opportunity to complete the current revision and receive credit for it.
Assess Revision Requirements: Decide whether all students need to take the new revision or if students who completed the old revision recently can continue using it.
Start the Revision Process: Begin creating the new revision, but do not finalize it for production yet.
Set Up Substitute Revision: If the old version is configured as a substitute for the new revision, make sure to enter the effective date for this substitute correctly.
Upload New Content: Upload the new content to the content server, create a content object, and add it to the new revision. Alternatively, you can use the import content tool.
Continue Revision Process: Proceed with finalizing the revision.
If the global setting is configured to lock an online item once it has been completed, a revision process is mandatory for any changes.
This applies whether you are:
- Changing Content: This includes adding new lessons, introducing additional topics, or making corrections to existing content.
- Altering Structure: This involves modifications on the Online Settings tab, such as adding folders, rearranging the order of objects, or adding/removing items.

Additionally, if the online item is already included in someone's history, you may not be able to directly edit the Online Settings tab. In this case, you must first revise the item if your system is set to lock the content.

The global setting that controls this behavior is found in System Administration → Configuration → System Configuration → LMS_ADMIN → lockItemContentStructure=true.

Note

When updating the Online Content of an item or creating a new item revision, reassignment of the content is typically required. To circumvent the complexities of item reassignments or revisions for a singular piece of content, consider updating the content object directly. If the content development tool and launch method remain unchanged, simply updating the content URL within the content object can effectively redirect to the new content. This method allows you to bypass changes to the Online Content tab or the need for a full item revision, thus streamlining the update process.

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