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Re-version a course to add or delete modules in a course. You can fix small mistakes like typos without creating a new course version.
Availability: all customers
Versions overview
Course versions help you track course content changes. For example: if you run courses on standards for health and safety, and the standards change significantly, you need a new version of your course to present the new standard.
Course versions tell you which learners have completed which courses. You can run reports by version of courses, so you can identify those learners who have completed required training, and those who need to re-enroll soon.
LearnUpon numbers your course versions automatically, and alerts you if you attempt a change that requires a new version.
Changes you can make without starting a new version include:
- editing Text & Image modules: adding and removing segments, aka the smallest “chunks” of content - see Modules and segments
- adding photos, links and formatting to current modules
- updating a video, aka removing an existing video and uploading a new version, along with its VTT (closed captions) file
- updating an audio file
- replacing a SCORM or Tin Can module with another that has the same structure: see Replace a SCORM or Tin Can (xAPI) module in a course
- editing existing exam questions in a question pool - for example, to correct a typo, or add a larger range of answer options. Edits appear immediately in exams, wherever the question is in use
- changing the number of questions you use in a question pool, for an exam
- editing an assignment or its settings, including adding more attachments
Tip: typically you can change spelling, punctuation and images in a module without creating a new version.
A significant structural change to content requires a new version. You get a re-version prompt when:
- adding or deleting modules of any type to a course
- adding or removing exam questions in a question pool
- changing a SCORM or Tin Can module - if your new module is significantly different from the previous one, you need a new course version
- updating legacy ILT modules to add new sessions
Note: Live Learning events work differently from LearnUpon’s legacy ILTs, and allow you to add new sessions to an existing event without creating a new version of the course. See Live Learning: overview and features.
Adding and removing modules from a course
When you start a new version of a course, you can add or remove modules freely while the newest course version is in Draft status.
For many modules, removing a module from a course doesn't delete the module's contents from the portal. Many of LearnUpon's module types are reusable. For example:
- modules added or copied from the library remain available for other courses
- SCORM and Tin Can modules stay in the library
- exam Question Pools stay in the library, even if you delete the exam module
- modules copied from other courses remain in the original courses
Similarly, removing a module from the library doesn't break courses that use that module: the version in use stays intact.
Deleting exams, surveys and assignments is permanent, because these modules are unique to your course.
To add modules see Modules and segments for an overview.
To remove an existing module:
- From Courses > course name, select Content from secondary navigation.
- Select the module you need to delete.
- From the Action menu select Delete Module.
- In the confirmation dialog, select Yes.
Tip: another way to remove a modules: in the list of modules place the cursor over the module to select More (aka 3-dot menu) > Remove module.
The following screenshot shows the More menu with Remove module highlighted.
Version changes: effects on learners
The change of versions is most significant for learners with In Progress status, who are partway through their course.
When you create a new course version, you decide how to handle learners who are at different stages of their courses:
- for learners in Not Started status: choose if they are enrolled automatically in the new version, instead of completing the old one
- for learners in In Progress status: choose if they complete the course they started, or if they restart the new version of the course from scratch
- for learners in Completed status: their completed course stands in their learning records, and does not change
Note: If you move the In Progress learners from one course version to another, they must restart the course.
You can't move learners who have Completed the course to the newest version of the course automatically. Those learners completed the course as it was defined when they started.
After you publish the new version of the course:
- the previous course's status changes from Under Revision to Archived. You can report on past or existing enrollments on this course, but cannot add new enrollments
- LearnUpon removes the previous course from the store and catalog automatically, to avoid learners enrolling themselves on the old version
- if required, LearnUpon enrolls learners on the current version of the course, and unenrolls learners from the previous version
Create a new version of a course
- From main navigation go to Courses > your course name.
- From the action menu select Create a new version.
- In the dialog that opens, select Confirm.
- In the new version, from Info, check the course settings.
Note: In the new course version, LearnUpon sets the options from my course > Info > Catalog to default values, aka course is not in the catalog, and has no categories or group restrictions. If you use these features, you need to add them to the new course version.
When you re-version a course, the application:
- changes the status of the existing version of the course to Under Revision. This status lets admins know that the course is changing, but it remains active for new enrollments. The course remains in your catalog and storefront.
- creates the new version of the course, with a Draft status
Re-versioning a course follows the same rules as course copying, so be sure to understand how content management works within LearnUpon. See: Collection: creating and managing content in LearnUpon.
Publish a new version
When you complete your changes, publish the latest version of your course.
Note: If you move the In Progress learners from one course version to another, they must restart the course.
You can't move learners who have Completed the course to the newest version of the course automatically. Those learners completed the course as it was defined when they started.
The following screenshot shows the publishing options available when you re-version a course.
- From main navigation go to Courses > your course name (draft).
- From the action menu, select Publish Course. The application opens a dialog for handling existing enrollments on the previous version of the course.
- In Publishing a new version of a course:
- for Not started users should be enrolled on the new version? choose Yes or No
- for In Progress users should be enrolled on the new version? choose Yes or No
If you choose Yes to enroll In Progress users to a new version of the course, the dialog posts a warning, which reads:
Warning: if you choose to enroll In Progress learners on your new course, their enrollments will be reset to the beginning of your new course, forcing them to start over.
The following screenshot shows the warning message.
- Select Publish to confirm your selection and publish the new version of the course.
Re-versioning courses on learning paths
Courses that are part of learning paths are re-versioned through the process described in Publish a new version.
When publishing a new version of a course on a learning path, you get a new option which applies to learning paths only:
- Keep to retain the previous version of the course on the learning path
- Replace to update the learning path with the new version of this course, for all Not Started and In Progress users
This choice affects your learning paths, and your learners. Make sure you have a plan for keeping learners up to date. For example:
- if you choose Keep to avoid disruption to learners, you can't edit the learning path to update the course version at a later point. You can set up an additional course outside the learning path for any critical updates, or start a new learning path to add the newest course version
- if you choose Replace, the In Progress learners enrolled on the course must start the course over. Contact learners before making the version change, so they understand what is happening to their course progress
The other enrollment options, for Not Started and In Progress learners apply to those enrolled on the course outside of the learning path.
The following screenshot shows the dialog for publishing a new version of a course, which is on a learning path. The option highlighted applies to learning paths. The other options apply to courses outside the learning path.
Updating courses in a learning journey
When you create a new version of a course that is part of a learning journey, you see a dialog that lets you know that the course is part of one or more learning journeys, and lists the journey names.
The following screenshot shows an example.
Currently, you need to update the named journeys manually, to use the latest version of the course. LearnUpon doesn't automatically update course versions on learning journeys when they change.
Optionally: you can leave the journey unchanged, and let learners finish the journey with the original course.
To update the course, see Learning journeys: create and publish a learning journey > Edit a published journey. The following screenshot shows Enroll on course with a versioned course selected.
Note: this manual replacement process affects learning journeys only. It does not apply to learning paths.
Archive a course
If you no longer need a course, you can archive it without creating a new version. See Archive a course.
Course categories and archiving
When you archive a course - either automatically when creating a new version, or manually - LearnUpon removes any category labels applied to the course.
Categories are search tools to help learners find items in the internal catalog, and in the online store.
See Categories: create and assign searchable categories for your portal
Tip: To use the same categories regularly - for the next course version, or to label similar related courses - keep a list of your categories outside LearnUpon, so you can apply them again.
See: