Shared Lessons Repository

Speaker 1 (00:01):
Hello and welcome to eLeaP. In this quick tutorial, we are looking at our shared lessons repository feature. This feature is set up so that you can activate it from your your company profile menu. So click on the gear icon, click edit company, scroll down, and you can simply activate it from here. Go ahead and save. And once you do activate it, if you go to your courses tab there you will see a new submenu called repository right over there. Okay? Now I already do have turned this off and on before, so that’s why you see this. If it’s the first time, you’ll obviously not see anything there until you do have shared lessons that you have agreed to have put in the repository. So here’s how it works. The repository feature is essentially a way for you to create content that you can then share in multiple courses.
Speaker 1 (01:05):
Why would you need this? Well, think about a scenario where you have multiple courses that you want to use a video in, or an S-O-P, P-D-F document, or you have a SCORM document that actually can be utilized in multiple courses. But what you want is the ability for you to be able to edit the S score once to replace it. If let’s say you have a new version to replace it once, if you have a new SOP revision that you want to replace, that S SOP is in multiple training courses, you want to replace that once. So you don’t have to go through every single instance of the courses and edit them. That’s what the shared lessons feature works for. So let’s take a quick little example here. I’m going to this network essentials course. Actually, let’s do this. I’ll back up and go to another course that has a little bit more content.
Speaker 1 (02:04):
So let’s use risk management and I am going to actually, I’m going to activate a course and let’s say I want to turn the importance of risk management in life sciences as a shared lesson. It turns out I don’t have any content. So I’ll just stick with what is quality risk management. Alright, so I want to make that a shared lesson. What you do is you simply toggle the shared switch right here. Now watch what happens when I toggle that, I’m going to get a notice that says this lesson has been shared. However, you do need to go to the repository to publish it. This is important because once you share the lesson, it needs to be published for it to be available to be utilized in other courses, right? So if let’s say I go to a new course that I’m creating and I want to pull that particular lesson that I just shared, I want to be able to publish it and I want to be able to see it until it is published in your repository.
Speaker 1 (03:15):
So how do we publish a shared lesson? Very, very easy. You go to your repository tab right over there and you’ll see all the lessons that are in there shared but not published, and you can tell, which are not published because the column here indicates which are not published, right? So you do want to publish it. Just simply toggle the published switch on. And now this particular lesson will become available to be utilized in new courses. So let’s go back to our course and let’s see if we can find that course, that lesson, excuse me, to add into this course. So network security, and I want to add a new course, but I don’t want to create a new course from scratch. I basically want to utilize one of my shared lessons. How do I do that? Well, you see the add lesson button. If you click on it, you now see two options.
Speaker 1 (04:08):
First option is add a new lesson, and this works. Basically, I’m going to label this status quo because this is the status quo. This is what you currently are doing. You go in and add a lesson this way and you can add the content in there. The second option says add repository lesson. Now, this is what I want in this instance because instead of creating the lesson then looking for the content to add, I simply want to utilize a previously created lesson, a shared lesson, and this is the one that I want. So I’ll click what is risk management? I’ll click add, select it. And now I see that this particular lesson that’s shown up in my course here has the little green check mark indicating that it is a shared lesson. So I did not have to recreate this from the ground up. It was already pre-created for me.
Speaker 1 (05:01):
See that? So this is what makes this so cool. If let’s say the material changes, the SOP changes, you want to edit it so that the new material will be available to everybody. How do you do that? Well, that’s easy new material. So I’m just making a quick change here in the top in the title so that you all can see that the new material will be available. The new version of this will be available. And so now if you go to any course that this shared lesson is in, you’ll see the new title. Let me show you. So I’m going to go to repository and here’s what I want to point out to. This column. Number of courses indicates where these shared lessons are available. So you don’t need to go hunting around to figure out which lessons are available in which courses you basically see them here.
Speaker 1 (05:55):
So this particular lesson that we added this new text to is showing up in two courses. So if I click the number two here, it would show me which of the courses this belongs in. So now if I go to any of them, I should see that that lesson has a new name and rightly so see it right here. It has a new name. And if I go to the other lesson, I’ll see that it is, again, it is the same thing. It has the new title that we created. So this is how simple it is to see and use the shared lesson feature. If let’s say a time comes where you go, you know what? I don’t want this to be available longer for new courses. I want to basically take it out from circulation. How do I do that Very, very easily. You go into your repository, you switch the publish switch off, so you unpublish it.
Speaker 1 (06:58):
So once you unpublish it, basically what that means is this lesson cannot be added to new courses. So if I go into a new course, for example, or an existing course that doesn’t have that lesson, but I want to add a new lesson, if I go to my sequence here to add it from repository, I’ll no longer see that if you do have the course already existing in the lesson already existing in courses, you’ll need to remove them if you no longer want that material to be there. So in this example here, I have it into courses, say I no longer need it to be here, you go in and remove it just like you would in a lesson. So you can just go in and take it out from any existing lessons or any existing courses and it’ll be out. And of course you can see the number adjust here to let you know where it now is.
Speaker 1 (07:56):
And of course, if you go into, in this case, there’s only one instance. So you can see where I can actually unshare it if I want to. Just click on the little toggle switch here and it would be on shared so you can unpublish so that it’s no longer available in other courses. And then you can also unshare after you’ve removed it from any other courses that it belongs in. So this really is a good overview of this tool. Feel free to reach out to us if you have any questions or need help setting up your shared lessons repository. As usual, if you have any questions about this or any of the features in the system, please do not hesitate to contact us.