Well done. You should now have some initial training content created and ready.
In this step, you’ll complete some training settings for the content you’ve just created.
This is step 8 in the implementation process (it follows Step 7 – Creating First Content). After this step, you’ll do Step 9 – Internal Communications.
How to complete this step?
To complete this step, follow the actions below. Note that all these actions are optional but are strongly recommended.
Set a due date for your training. Click here to learn how to set due dates.
Turn on email notifications for your training. Click here to learn how to manage your topic, article or pathway’s notifications.
Publish your topic/article. Click here to learn more about publishing your knowledge and managing versions.
Move your topic/article from draft to active. Click here to learn more about draft vs. active knowledge.
Assign categories to your topic/article. Click here to revisit information about categories which you set up in Step 4. Now is the time to assign the relevant categories to this topic/article.
What are the best practices with this step?
Once you publish your topic or article to Version #1.0, you will need to keep publishing updates any time you make changes and want those changes visible to learners. Because of this, we recommend you only publish your knowledge once you have finalised the first version of each content. Don’t publish while you are still drafting and making regular changes.
Setting due dates is a good way to keep your explorers on track and accountable. Whilst this is an optional step, we recommend you set a due date where possible. Reminder notifications can also only be activated if a due date has been set. You can also use escalation in notifications – adding an explorer’s manager to a ‘1 week overdue’ reminder for example.
Notifications for enrolments are turned off by default. This means that explorers will not be notified that they have been enrolled into knowledge, unless you turn this notification on. We recommend turning on this notification for all knowledge.
The concept of ‘Active vs Draft’ topics and articles can be a little tricky to understand when you first get started, compared to the concept of publishing versions.
Publishing a topic/article is about version control. Its about pushing out content changes within that topic/article and tracking which explorers complete which version. You can publish changes to topics in the active or draft folder.
Active vs draft is about organisation of training for admins. Think of Active and Draft as just two folders containing training. The Active folder should have your topics/articles which are in active use – are having enrolments. The Draft folder should have your topics/articles which are still being created, are being updated or might just be used by a very small group of learners.
Moving a topic to Active does not publish it, and publishing a topic to Version 1 does not move it to active. You may want to keep published topics in draft or move unpublished topics to active. These are unrelated features.
What are examples of this step in action?
Our small organisation sets a due date for their topic for 14 days from enrolment. They turn on the following notifications:
Medium and large organisation:
Both our medium and large organisations set a due date for their pathways of 30 days from enrolment. They set the following notifications, making sure to escalate the notifications to managers and additional stakeholders if an explorer’s due date lapses: