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 of choice 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.

You will only be able to move Content into a Collection that does not yet have Assignments attached to it. This means that if the Content is already assigned, you will not be able to move it into a Collection.

If you wish to move Content with Assignments into a Collection, we suggest you pull a report with all Learning records from the Content and then remove all assignments. Once placed in the Collection, you must import the Learning records.

We do, however, recommend you discuss this with your CSM ahead of initiating any data deletion process.

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.

However, a Collection Admin will have more limited access to Content features when creating new Collection Content. The Content features unavailable to Collection Admins are:

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:

For Surveys, only 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.