Import Course Content Revisions

Course administrators can import course revisions from the Catalog Editor, or via the Import Content Package wizard.

If course content has changed significantly, consider creating a new course instead of replacing it with a newer revision.

About Course Revisions

You can import course revisions in the Catalog Editor for the following learning types:

  • Exam
  • Online
  • On-the-Job Training
  • Task
  • Virtual Classroom (Archived) 

 You can select the following types of content to import:

  • Content package (for example, SCORM or AICC)
  • AICC course structure
  • Resource

Each time you import a course revision it is stacked in the list of revisions from bottom to top, so the latest revision appears nearer the top. However, the order of revisions can change when you approve a revision or make it effective. The Effective revision is ranked at the top, followed by Approved revisions, followed by Preview revisions.

As a course administrator you can mark a Preview revision as Approved. Approved revisions are not publicly available to learners, but course administrators can enroll learners in Approved revisions using Group Enroll. For more information, see Approved Revisions, below.

There can be only one Effective revision. Likewise there can be only one Approved revision at a time. Implicitly, you can rank Effective revision as the highest state followed by Approved revision then Preview revision. Marking or importing an Effective revision can nullify the states of any previous Effective revision, Approved revision and/or Preview revision(s), so Approved or Preview revisions can only appear in the list ranked lower than an Effective revision but not higher.

The same logic can apply to Approved revisions. Marking as Approved can nullify the states of any previous Approved revision and/or Preview revision(s), so Preview revisions can only appear in the list ranked lower than an Approved revision but not higher.

Importing Revisions for Modules Associated with Programs

If you select Also re-enroll learners in completed programs for which this module is mandatory, the LMS finds all learners who have completed a previous revision of course. If the completion is linked to a program, the LMS finds the immediate active program containing the revised module to run session enrollment update, or it finds the topmost level completed program to run re-enrollment. 

If a learner has completed two different programs which both contain the revised module, two re-enrollments are done. Therefore with this option, any learner who completed the revised module before can take the latest revision and preserve the program-module relationship.

While not recommended for regulated environments, you can have the option to publish new revisions to learners whose status in earlier revisions is Completed. Learners reopening the completed course will launch the effective revision but it will still be marked as completed.

The option All enrolled learners, including those who have already completed the course is provided only when it is enabled in System Configuration. To enable this option, go to Manage Center > System > System Configuration and select the check box labelled Allow administrators to publish new revisions to learners whose status in earlier revisions is Completed.

Approved Revisions

This intermediate revision state enables organizations to push learners to get a head start with enrolling into the most up-to-date content, even though this update has not been marked as effective yet in fulfilling other requirements. This feature is aimed at highly productive environments where employees have to get a head start on the latest training materials before the training is officially released. For courses that don't require this much complexity in rolling out training materials, simply stick to importing the content as the effective revision.

Only course administrators can enroll learners into an approved revision from Catalog Editor > Group Enroll. Although this revision type is not publicly available to learners, transcript details about this revision is available in Current Learning ModulesCurrent Courses, Records/Transcripts or other areas. Learners cannot self-enroll or be assigned with a course on approved revision, an administrator has to manually group enroll learners. 

When you approve a revision learners are automatically re-enrolled under the following conditions:

  • A revision is marked as Approved and learners have not yet completed an earlier Approved revision.
    This acts as an auto carry-forward before the newest Approved revision nullifies any previous Approved revision.
  • A learner completed a revision and there is an Approved revision to be taken.
    This is the auto get ahead logic for those who have previously completed the module.
  • A learner who will complete any revision and there is an Approved revision to be taken.
    This is the auto get ahead logic for those who will complete an earlier revision.

When an Approved revision is marked as Effective, learners who have already completed the Approved (now Effective) revision are not re-enrolled.

Import Module Revisions in the Catalog Editor

To import a course revision in the Catalog Editor

  1. Go to Manage Center > Learning > Learning Modules and select the module to update. 
  2. Click Revisions and Launch Preview in the Module Properties tab. 
  3. Select the type of import from the +Import New Revision drop-down list. Each type of import requires different parameters.
  4. In the Confirm New Module Revision page select who to make the new revision available to. The default options for new module revisions are to make it available to learners who have not yet been enrolled and to learners who have been enrolled but have not yet started it.
  5. Click Publish. A message is displayed confirming the course revision has been created.
  6. To Preview the new course revision, click Preview.

Import Module Revisions in the Import Content Package Wizard

To import a content package course revision with the Import Content Package wizard

  1. Go to Manage Center > Learning > Import > Import content package.
  2. In the Select a Package page, click Choose File to select the content package to import, and then click Next.
  3. To update an existing course, enter its Module ID. This might be the default value imported from the manifest file, or it might be an ID specified by your organization. The LMS automatically detects whether a Module ID matches an existing course.
  4. To assign the imported course revision to one or more catalogs, select the Update catalog setting check box, and then click the Assign catalog link to select the catalog(s).
  5. To remove the course from its assigned catalog(s), click the Remove assigned catalog(s) link.
  6. To show the course to learners when they search or browse catalogs, check the Show in catalog check box. If you leave this check box cleared, the course will not be shown to learners.
  7. When you import course packages you select the language of the course you are creating or updating:
  • If you are updating an existing course and the new version is the same language, click Update Existing Bundle Revision.
  • If you are updating an existing course with a new version in a different language, click Import As New Bundle.
  1. Select the language of the course you are updating from the Language drop-down list.
  2. Change the module title, if required, and click Next.
  3. In the Confirm New Module Revision page select who to make the new revision available to. The default options for new module revisions are to make it available to learners who have not yet been enrolled and to learners who have been enrolled but have not yet started it.
  4. You can preview revisions to test them before making them available to learners. To import a revision for previewing, select For previewing purposes only.
  5. Click Publish. A message is displayed confirming the course revision has been created.

Approve Module Revisions

You can approve a revision marked as Preview to enable learners to be enrolled in it before it is officially released. 

To approve a Preview revision

  1. Go to Manage Center > Learning > Learning Modules and select the module to update. The Catalog Editor opens at the Define Module Properties page.
  2. Click Revisions and Launch Preview in the Module Properties tab. The Revisions and Launch Preview page lists the revisions for the module.
  3. Select Mark as Approved from the revisions action menu.
  4. Click OK.

Make a Preview Revision Available to Learners

If you have imported a module revision for preview only, a Preview link is added to the Module Properties tab in the Catalog Editor. Only course administrators (with permission to view the module) can view the preview.

To make a Preview revision available to learners

  1. Go to Manage Center > Learning > Learning Modules and select the module to update. 
  2. Click Revisions and Launch Preview in the Module Properties tab. 
  3. Select Mark as Effective from the revision's action menu.
  4. Select who the new revision will be available to.