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How can I manage External training in my portal?
How can I manage External training in my portal?

In the Knowledge area of your portal is where your administrators can manage your organisations the External knowledge records.

Kathleen McGahey avatar
Written by Kathleen McGahey
Updated over a week ago

If you need to manage your External training in your portal, administrators can easily do this by navigating to Admin -> Account -> Knowledge. Here you will find a tab for External, selecting this will allow you to view and manage external knowledge records.

Note: If you do not see the 'External' tab in your portal, you may have 'External Knowledge' disabled.

To enable External Knowledge, please review this article here to understand it's functionality and then review your settings in Admin -> Account -> Subscription for the 'External Knowledge' option.

Please also note: Only Super Admins can enable or disable External Knowledge.

Please review Topics and Articles, Pathways, Library, or Templates for details on these tabs.

On the External tab you can:

  • Filter and search your external knowledge - There are various options for filtering your external knowledge. For more information, click here.

  • Create upload new external knowledge records (or create new knowledge) - At the top of the page, you can use the 'I want to...' button to select 'Upload External Knowledge', 'Create new knowledge' or 'Create new pathway' depending on the type of knowledge you want to upload or create.

  • Export a CSV file of your external knowledge records - The download button at the top of the page allows you to export a CSV file of your external knowledge records. Please note, this download may take some time and will be available to you from the Download area of Analytics when ready.

  • View details specific to each record - Your list of records displays information pertinent to each including the type, title, provider, user (person), any assigned categories and skills, when the record was created, as well as the completion and expiry dates. To view more details about a record, click it's title. To view the profile of the applicable user, click their name.

  • Perform bulk actions - When you select one or more records on the page, the 'Bulk Action' button becomes available which, when clicked, gives you the option to delete the external knowledge record.

Filtering and searching external knowledge records

You can filter and search external knowledge records in your portal as follows:
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  • Filter external knowledge by type.

  • Filter external knowledge by it's title (using a keyword or phrase).

  • Filter external knowledge by the provider (using a keyword or phrase).

  • Filter external knowledge by people.

  • Filter external knowledge by assigned categories.

  • Filter external knowledge by assigned skills or roles.

  • Filter external knowledge by dates including when the record was created, when the knowledge was completed and when it expires.


​Note: The 'Reset' button on the page allows you to clear any filters once applied. The 'Save Search' button, allows you to save frequently used filters for quick access at a later date via the 'Star' icon.

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