To support Administrators replacing deprecated content from our content partners, the Content Replacement Workflow has been created, replacing the existing manual process.
Alongside this workflow, content replacement recommendations will be surfaced directly in the LMS to enable Admins to have a starting point for selecting suitable replacements for their content.
The Replace Action will only appear for Content Courses which have been converted and are in use in an Online Course.
Content Replacement Workflow
On the SkillSync Content report, Replace is available as an Action when a Content Course has been selected which is in use in an Online Course.
This action is available on both the visual and tabular versions of the report.
On the tabular version of the report, the Action is displayed on the right-hand side when a Course has been selected:
On the visual version of the report, the Action is displayed when viewing the details of the Course:
When the Replace Action is used, the Content Replacement Workflow will be displayed:
When partner content is retired, the LMS will automatically make that Course Inactive.
Select Content
The Content Course which was selected for replacement will be displayed at the top including the following details:
- Content Course Name
- Contract Name
- Author
- Duration
You will be prompted to select a replacement Content Course. If you have access to 2 or more contracts, the Contract Selector will be available.
If the Content Course you are replacing has any recommendations available, these will be displayed.
It is possible to Preview Content Courses during the Content Replacement Workflow.
If you want to select a different Content Course as the replacement, you can use Find content on your own. This will bring up a filter which can be used to find a suitable replacement course.
The search can be used to contain information aligned with the following fields:
- Content Course Title
- Content Course Description
After you have selected the Content Course that will be used as the replacement, you can click Next to proceed to the second step of the process.
Select Courses
Now that you’ve selected the replacement Content Course you’ll be able to select the Online Courses where you want to replace the Content Course. Multiple courses can be selected; content will be replaced in all of the selected Courses.
- Courses which are displayed will align with Admin Course Visibility settings for each Course; if the Admin using the Replace Action cannot see the Course in reports, then they won’t be able to Replace content in that Course.
Additionally, you can toggle Course Availability to be disabled when this process has finished running.
- If you are replacing the content of your Course, but no other changes are needed you may choose to leave this unchecked.
- If you are replacing the content of your Course and want to adjust the Name, Description, Availability Rules, or any other configuration settings then you may choose to check this so that you can make those changes and ensure that Learners don’t access the new Course content during the transition period.
Review
Now that you’ve selected the replacement Content Course and the Online Courses where you want to make this replacement, you will be prompted to review the summary of changes and indicate acceptance to proceed with the replacement.
The review step of the workflow will outline the following:
- Content to be replaced.
- The Content Course which will be replaced.
- Replacement content.
- The Content Course which will replace the current content.
- Instances to be updated.
- The Online Courses where content will be replaced.
- You will need to check off Accept to continue to be able to proceed with the Replace Action.
Content Replacement Confirmation
While the content replacement is processed, the following prompt will appear:
When the content replacement has been processed, the following prompt will appear:
You will have the option to navigate to the SkillSync Content Replacement Activity Report to view the outcome of the Content Replacement.
The report will be filtered by the Content Replacement ID associated with the Action that you took.
Here you can review the Replacement Succeeded field to confirm if all your replacements were successful.
You can also select an item on this report and use the Edit Course Action to modify the configuration of the Online Course, and if you chose to set it to Inactive during the Content Replacement Workflow, you can set to Active again to make it available to your Learners.
If further content replacements are made for a given Online Course, then the newest record will be displayed on this report.
Learners will now have access to the updated content the next time they access the course via the Learner Experience.
Learners who are Not Started or In Progress at the time of the change will need to restart their Course.
Learners who have been marked Complete will see no impact to their status unless they choose to re-launch the completed Course.
Best Practices
This section includes information specific to getting ideal results from the Content Replacement feature:
- New and/or replacement Courses are typically released to the LMS 60-90 days ahead of the original Course's retirement. Admins should inform their Learners and have any In Progress or Not Started Learners complete the existing Course ahead of bringing in the new Course package.
- When swapping a Lesson, make sure to test it and ensure it works as expected before replacing the previous Lesson.
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