Collections are designed to group Content into bundles for Collection Admins to manage. This will enable organizations to manage Content more efficiently and with greater flexibility as Global Admins will be able to delegate Content Creation and Management to the right people within each business unit or team, reducing bottlenecks and empowering subject matter experts to take ownership of their Learning areas - without exposing the entire platform.

As a Global Admin in the platform, you will have access to go to Admin > Learning > Collections. Here, you will be able to manage existing Collections as well as create new ones. Global Admins can create, edit and delete Collections from here.

To create a new Collection simply click the New button in the top-right corner and you will land on a blank Collection page.

Here, you must first name the Collection by adding a Collection Title. You can also add a Short Description to outline what Content is grouped in the Collection.

Next, you must click the Settings button in the top-right corner to configure the Collection Admins as well as the Audience.

Note that it is required to first name the Collection before you can access the Collection Settings.

When accessing the Collection Settings, you will first see options to manage the Collection Access. Granting someone access to the Collection as a Collection Admin will specify which permissions they will have to administer the Content within the Collection.

Here, it is possible to add people individually as Collection Admins or to grant access to a whole Group of people in bulk. When you add people individually or via a Group, you must decide what type of permissions you want to grant them. This is determined by the Learning Role they are given upon being granted access to the Collection.

The concept of Learning Roles will be covered in depth later in this article.

In addition to granting Collection Admins access to a Collection, you must also define the Audience. Audience management capabilities allows Global Admins to define exactly which Users a Collection Admin can administer within the scope of the Collection. By narrowing the scope of Users for assignments and reporting, organizations can ensure that Content and insights are delivered only to the intended Audience.

Here, you will see options to manage who are eligible to be assigned to the Content within the Collection by defining an Audience either by adding people individually or by adding entire Groups (Standard or Hierarchy).

Once an Audience is defined, Collection Admins will only be able to assign (if included in their Learning Role) the Content added to the Collection to Users within the defined Audience. Reporting access and visibility (if included in their Learning Role) will equally be limited to the Users and Content within the Collection.

Under Admin > Learning > Collections, Global Admins will have access to manage all existing Collections. Here, they can click to edit a Collection by simply clicking on the Collection name or by clicking the three dots (...) and select Edit.

Global Admins also have access to delete Collections. Once they click to delete a Collection, they will see a pop-up as illustrated below where they will be asked to confirm that upon deleting the Collection, this will result in all Content within the Collection to be deleted as well. This will be a permanent deletion process.

If you are a Collection Admin of one or more Collections, you will also have access to manage said Collections within the scope of the permissions granted to you. Collection Admins will not have access to delete the Collection.

Global Admins can add Content to Collections either by creating it directly from within the Collection or by using the Move feature to place Content created outside the Collection into a select Collection.

To create Content directly inside the Collection, you must open the Collection and click the New button in the top-right corner. Here, you have the option to create a new Course, Event, Learning plan, Survey or SCORM/AICC package.

The Content Creation process is identical from within a Collection compared to creating Content from the Admin > Learning space for Global Admins.

To use the Move feature and place Content created outside the Collection into a select Collection, you must navigate to the Admin > Learning space and mark the Content you wish to move by ticking it off on the left side of the Content name.

Then, you must click the Move icon in the Settings bar above.

If the Content is assigned to anyone outside the defined Audience of the Collection you are moving the Content into, you will be prompted to Review the Assignments. Here, all impacted assignments are listed including Direct, Standard Group, Hierarchy Group and Rule-based assignments.

You must select the assignments you wish to remain, which will result in the respective User(s) getting added to the Collection Audience. If you do not select an assignment, this will result in said assignment(s) getting permanently deleted.

The final step of the Review Assignments workflow will summarize what you are about to action, allowing you to see how many Users, Groups and/or Rules will be either added to the Collection or deleted permanently.

Once Content is added to a Collection, Global Admins will have access to all Content features except for the ones listed above when adding new Collection Content.
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Cross-Collection Course sharing allows for Courses to be accessible across multiple Collections at once, enabling Collection Admins within different Collections with different Audiences to assign and report on the same Course.

Making a Course accessible within multiple Collections is supported via Import.

The Import modal known as the Collection Content Store is visually similar to the Assignment modal for Managers and it equally follows the same logic and behavior.

Global Admins can make Courses available to share cross-Collection by enabling the Open for Manager enrollment setting for a Course.

Similarly, for Content created directly within a Collection, which consequently makes the Content not accessible in the global Content Admin space, Collection Admins can equally enable the Open for Manager enrollment setting for Courses created directly within their available Collection(s). This will allow Collection Admins in other Collections to import the Course to their Collection.

Once a Course has been made Open for Manager enrollment, it will appear in the Import modal known as the Collection Content Store.

Access to the Collection Content Store relies on whether the Collection Admin has been granted the associated Learning management permissions in their assigned Learning Role.

Read more about the concept of Learning Roles later in this article.

The Collection Content Store is a browsable shared catalog where Collection Admins can discover and import all Courses marked Open for Manager enrollment from other Collections and the global Content Admin space.

When a Course is imported into a target Collection via the Collection Content Store, it will be in a read-only capacity, meaning Collection Admins will only be able to assign and report on the Course within the scope of the target Collection Audience (assuming their Learning Role permissions allow it).

Features including Content editing, Draft management, Language versions, Certification settings, Surveys, and Notification & reminder settings remain editable only in the source Collection and/or the global Content Admin space, depending on the origin of the Course.

Once a Course is imported into a target Collection, it will be labelled Imported in the Collection Course list, clearly highlighting its origin not being this Collection.

When a Course is imported into a target Collection, any existing Learner progress for the Collection Audience will carry over, meaning if someone within the Collection Audience is already assigned to the imported Course, their Course Status will remain.

If a Source Admin deletes a Course that has been imported into a target Collection(s), the Course will automatically disappear from the target Collection(s).

If a Source Admin archives a Course that has been imported into a target Collection(s), this will be reflected in the Collection Course list. Archived Courses will remain visible in a read-only state, meaning it will no longer be available to be assigned neither within the target Collection nor in the Source Collection.

Collection Admins can at all times remove an imported Course from their Collection. This action removes the Collection association only, meaning it does not impact the Source Collection and/or the global Content Admin space.

If the Open for Manager enrollment toggle is disabled by the Course Source owner after the Course has been imported to other Collections, this action will not impact or remove the imported Course from other Collections. However, it will remove the Course from the Collection Content Store preventing it from future imports.

The key differentiator between the Move feature and the Import feature is that the Move feature is available to Global Admins only, while the Import feature is available to both Global Admins and Collection Admins.

Accordingly, the Move feature allows Global Admins to place Content created in the Global Admin space into one select Collection, making it the Source Collection.

If the Content being moved is assigned to anyone outside the defined Audience of the Source Collection, the Global Admin will be prompted to Review the Assignments. This workflow exists for the Move feature only, not the Import feature.

The Import feature is only supported for Courses, and allows both Global Admins and Collection Admins to add a Course to a target Collection in a read-only capacity.

This in turn allows for the Course to be part of multiple Collections at once, enabling Collection Admins within different Collections with different Audiences to assign and report on the same Course without allowing visibility into data outside the scope of your defined Collection Audience.

Learning Roles are designed to allow Global Admins to define more granular permissions for Collection Admins. This will offer the option to manage precisely what a Collection Admin can see and do within the scope of the Collection and in turn ensure that Collection Admins are granted only the access they need to fulfil their responsibilities.

By navigating to Admin > Settings > Learning roles, Global Admins can manage existing Learning Roles as well as create new ones. Global Admins can create, edit and delete Learning Roles from here.

To create a new Learning Role simply click the New button in the top-right corner and you will land on a blank Learning Role page.

Here, you must first name the Learning Role by adding a Role name. You can also add a Role Description to outline what permissions this Role includes.

Next, you must select what Permissions should be granted to Users with this Learning Role. Here, the system distinguished between four Learning types.

For Courses, Events and Learning plans, the following Permissions are available:

Additionally, for Courses only, the following Permission is available:

For Surveys, only the following Permissions are available:

For Learning management, the following Permissions are available:

Once you have defined the Permissions for the Learning Role, finish by clicking Save changes in the top-right corner. Note that it is required to name the Learning Role as well as select at least once Permission before you can save the Learning Role.

Under Admin > Settings > Learning roles, Global Admins will have access to manage all existing Learning roles. Here, they can click to edit a Learning role by simply clicking on the Learning role or by clicking the three dots (...) and select Edit.

Global Admins also have access to delete Learning roles. Once they click to delete a Learning role, they will see a pop-up as illustrated below where they will be asked to confirm that upon deleting the Learning role, this will result in all Access for the People having the Learning role to be taken away. This action will be a permanent deletion process.

All platforms will have the default Learning role Collection Admin available. This Learning role has full access to all permissions within a Collection. As this is a default Learning role, it is not possible to edit or delete it.

To keep your platform synced with source-of-truth systems and to reduce manual administration, we allow for Learning Roles to be managed seamlessly via API integrations by assigning the Learning Roles using Group assignment.

More specifically, Learning Roles can be assigned via Groups and Group memberships can be managed via existing API endpoints.

Access to Reporting in Collections depends on the Permissions someone has via their Learning Role. If your Learning Role grants you the Report permission for either Courses, Events and/or Learning plans, you will be able to click the three dots (...) when hovering over the Content and select See insights.

If your Learning Role grants you the Full reporting permission under Learning management, you will be able to click the three dots (...) in the top navigation and select Reports. This will open the Default report directly within the Collection.

The Default report enables Collection Admins to report on ALL Content assigned to the users within the Collection Audience. The reporting view is the same as Managers see when navigating to Teams & People > Learning.

Here, Collections Admins get a quick view of the Learning Progress of the Collection Audience as it reflects all assigned Content for each member of the Audience, and summarizes the following metrics:

Additionally, Collection Admins can also create Custom reports, allowing them to track and monitor progress of the Collection Audience across all assigned Content (Direct, Group, Hierarchy, and Rule-based).

The Default report will always be shown when a Collection Admin accesses the Reports page. From here, they can navigate between their available Reports by clicking the Change report button in the top-right corner. Here, they can also create a new report by clicking "+ Create report":

Once the Report has been created, it will be available in the list of Reports in the Change report dropdown under My reports for the Collection Admin to select from.

When the Collection Admin selects a different Report from the Default Report to review, they will see two tables instead of just one. The first containing All Reports and the second containing Groups.

The table All Reports will include all members of the Collection Audience. The table Groups will reflect all Groups (Standard and Hierarchy) that the Collection Audience is associated with. If the Collection Admin is not managing any Groups, the Groups table will be empty.

In both tables, the Collection Admin has four options available in the top-right corner of each table:

Finally, there is also an Update Report button available next to the Change report dropdown in the top-right corner. Clicking this button refreshes the reporting page and reloads the report data.