21.05.2020

Access LMS Release Notes 9.4

Access LMS Release Notes 9.4

This month’s release sees a set of improvements to the way you can monitor progress for your staff, helping you stay ahead of the curve when checking they are compliant. A new Red Amber Green (RAG) status and associated pie chart allows you to easily pinpoint overdue mandatory training. We’ve also introduced the ability to create customisable buttons in Email Reminders.

Corresponding guides and videos will be updated or added to the Knowledge Base over the coming weeks.

We have indicated which version number each feature will be released in. To check which version your LMS is currently operating on, please refer to this Help Guide.

Monitoring your team’s progress

We know it's important to Administrators and Line Managers to keep on top of training and ensure their staff stay compliant, so we're making some improvements to the way that we display due date information across the LMS. You can now define a RAG status for due dates and certification dates. You can include this in reports and create and configure pie charts in the My Team area.

Ability to define Amber (within RAG status)

For Activities where a due date has been set, the LMS uses a Red Amber Green (RAG) status to let Users know how close they are to the due date. This provides a visual indicator of which Activities they need to prioritise. Super Administrators can now configure the amber part of the RAG status to define how many days prior to the due date the RAG status will change from green to amber.

How does it work?

Navigate to Site Settings via the Menu. Click on the Activity Settings tile. Change the value in the Activity Due Date heading to the desired number of days. This is set to 7 days by default. Click Save to apply the changes.

The updated RAG status will be visible to Users in My Activities, and for Line Managers and Administrators in the My Team Activity area.

Who can use it?

Super Administrators can configure this feature in Site Settings.

Release Version: 9.4.4

New report fields for due date status and certificate expiry status

You can now use two new fields when building reports - due date status and certificate expiry status. These fields can also be used to build graphical reports, using the RAG status settings above, which will easily show you which parts of your organisation are compliant and which are at risk of slipping of into non-compliance.

How does it work?

When creating a new report, add the due date status and/or certificate expiry status fields in the Field Selection tab.

Who can use it?

Administrators and Reporting Administrators can create and edit reports. Line Managers can run reports and share them with others.

Release Version: 9.4.10

Configure My Team dials

The My Team area allows Line Managers and Administrators to see their team’s progress at a high-level. You can now configure the information shown on this page to focus on the types of activities that you want to monitor in your organisation.

How does it work?

Navigate to Site Settings via the Menu. Click on the My Team Dashboard tile. Choose which dials you want to appear in My Team by dragging them into the User Card Dials area. User Cards can display a maximum of 3 dials. Click Save. Your changes will then be reflected in the My Team area.

Who can use it?

Super Administrators can configure the My Team area in Site Settings. Line Managers have access to My Team.

Release Version: 9.4.16

Create buttons in Email Reminders

You can customise the launch activity, password and certificate links to display as a button with text and colour of your choosing.

How does it work?

Navigate to any activity in Content Manager and go to its administration area. Click the Email Reminders tab and then click Create.

In Step 1 of the wizard, create your email message. Click Show Message Fields to show the available custom fields. Expand the Links group and add either a Set Password Link, Launch Activity Link or Certificate Link. In the Edit Link window, set whether the link should display as a button or a text link. If using a button link, set the display text and hover text for the button. The button can be displayed in either the primary or secondary colour from your LMS theme. Click Save to add the button. Click on the button again to edit it. When received by the user, the button will be a clickable link.

Who can use it?

Line Managers and Administrators can create Email Reminders in the administration area of an activity.

Release Version: 9.4.10

Apply CPD cap

You can apply a CPD cap to retrospectively update the amount of CPD a User is awarded for an activity. This is particularly useful if a User has accidentally been awarded too much CPD for an activity which did not have recommended CPD hours applied to it - for example if they left the window open for several hours before completing it.

How does it work?

Administrators can apply recommended CPD hours in the Advanced Settings tab of an activity. Then navigate to the Users tab and select the User(s) you wish to apply the CPD cap to. Click the Actions dropdown menu and select ‘Apply CPD Cap'. A confirmation window will open. Here you can choose to only apply the CPD cap for activity completions past a certain date - any CPD awarded before the specified date will not be affected.

Who can use it?

Administrators and Line Managers can access the Users tab from within the Administration area of an activity.

Release Version: 9.4.2

Set an automatic due date for self-registration content

Users can self-register to certain content in Find Learning, enabling them to take ownership of their learning and development. You will now be able to configure whether or not you want Users to be able to set themselves a due date when self-registering. You can also select a default due date. This allows you to ensure Users due dates are applied consistently.

How does it work?

Navigate to Site Settings via the Menu. Click on the Activity Settings tile. Under Self Registration, click the On/Off toggle to disable due dates on self-registration altogether. This means the User will not have the option to set themselves a due date. Leave the feature enabled and tick ‘Assign default due date of' to then select from either the registration date or a custom number of days, months or years from the registration date.

Who can use it?

Super Administrators can access Activity Settings in Site Settings.

Release Version: 9.4.16

Copy a Gamebrain quiz

You can create a copy of a Gamebrain activity in Content Manager. You can then use the copied Gamebrain as the basis for a new quiz either by just enabling a different quiz type (Multiple Choice or True False) or by adding more questions or removing unnecessary ones.

How does it work?

Navigate to the Details tab of a Gamebrain activity. At the bottom of the page click Copy. In the popup window, give your copied Gamebrain a new name and click Continue. You will be taken to the Common Tasks tab of your new activity where you can manage the questions and carry out other administrative tasks such as registering Users as you normally would. You can also copy a Gamebrain from the shortcut on the Common Tasks tab.

Editing a question which appears in more than one Gamebrain will change it in all linked activities. You will be able to identify which questions within a Gamebrain are linked as they will show as ‘Linked question’ when in the question editor.

Who can use it?

Administrators and Content Creators with Gamebrain enabled on their site can create and manage Gamebrains in Content Manager.

Release Version: 9.4.6

Author

Penny Humphries

Penny Humphries

Product Manager

I am the Product Manager for the Access LMS. I love to take a system and make it really user-centered.…

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