Spring Cleaning

I’m following along because we just started. Luckily as far a courses go, we currently only have one certification program, an introductory course, and an advanced training learning path. But we have tons of associated assets that we could do better to keep organized and I’d love to implement a system now so when we do expand our assets we will be well organized. 

My best guess is tag courses with the name of the learning path, and assets with the name of the courses and and the asset type, the Author/Speaker of the Asset, and the associated category. Something like Introduction, Youtube, Dr. Sara Frost, Health. 

Also following this as I would love to hear how people achieve this 😊

I just did this last week, and what a relief it is done. We have 552 published courses but started with about 600. 

We purchased a report from Docebo that shows all of the fields we use. It cost $1500 at the time. Considering my last LMS I could pull a report on every field in the system on my own, I think that price is ridiculous, but, it was very helpful. 

I wanted to get the UX for for every course to be the same. I had not had a chance to work on it since implementation. 

Then I have instructions in an OLH for my team for them to follow when they load a course so that they are all entered the same. 

If you can get a report created, that would be what I recommend. I’m not able to share it, but to make the process go a little faster, you can tell them they built one for Citadel and go from there. That way they aren’t reinventing the wheel. 

Hope that helps!

Following too. I’m eager to learn some of other people’s best practices, as well.

I work with a master sheet in Google Drive containing all of our Program name, the 600+ courses they contain (and their codes) along with the Learning Plan Code.

I’m currently adding “old” “new” to the course and Learning Plan codes as we just updated our branding. Once the backup to the sandbox is completed, I’ll be able to cull out the old from the system.

It’ll work, but it does seem archaic. 

Good morning.  We too hired Docebo to build a “where used report”, that allows us to follow a path from training material through to catalog.  We then manually put together a page/menu report as we have over 25 menus that we have to maintain.  We also manually track visibility, to understand what branches and groups have access to what.  It is not pretty, and easy to get out of date as we have several admins and power users adding content.

We just went through our course list and used the code field to mark them as obsolete

As a comparable we have over 1000+ courses.

I was very surprised at how lacking the reporting is, and that we cannot access all of the fields in the database.  

Following. We launched in Docebo in April 2023 so I am not sure when and how we will be archiving. 

We use a naming convention for the course code.  It consists of the course type, level, audience, and ends with the ID generated by the system to keep them unique.  For example NEO_B_ALL_GVZRP1 is…

Type: New Employee Onboarding

Level: Beginner

Audience: All

Course ID: GVZRP1

This also makes it easy for us to sort by by course type using the code.  :)  Hope this helps.

I usually keep a list of all the subject matter experts and set time on their calendar to review courses yearly for updates. This has worked really well as some SME’s sometimes lose track of what is out there or available. 

As some have mentioned, I usually send out a spreadsheet with all the courses and either tag or set filters so the SME can see the courses they own. I also mention that they can see the entire library by expanding so if they ask the question of “do we have this” they can easily find out and who owns that content. Doing this has sparked some good conversations on who owns what and driven up the accuracy in our content. 

YMMV as you may want to change the frequency depending on your team structure and the amount of content you own. 

Hello,

I consult with many clients about this in my role at eSkillz.  We often do audits of training content (Courses, LPs, Training Material) as well a generating spreadsheets that list all Pages, Menus, Catalogs, Notifications, etc.

The above comments mention reports that can be pulled to show Course list.  This is the best first step and can be done in the Course Management Area or using the API endpoints (depending on information needed).  This report can also show the training material within each Course.

Endpoints - GET /learn/v1/courses, GET /learn/v1/courses.

In addition, it can helpful to run a similar report on Learning Plans to see Course usage within each LP.  In my opinion the best way to get a consolidated report on this is using the API endpoints.

Endpoints - GET /learn/v1/lp, GET /learn/v1/lp/{lp_id}.

There also may be value in running a similar report for Catalogs, to see Course/LP usage in them.

A tool like the programming language Python can help make these requests, get the data and put it together into a csv.  That is my approach when running this type of audit with a client.

Finally, a report showing a list of training material in the Central Repository (CLOR) can be produced.  This can be more challenging than the above as (to my knowledge) there is no available report or API endpoint that can list all Training Material in the CLOR.  We have found ways to overcome this as well and produce a report of all content in the CLOR, not just what is in use.

Beyond these reports is having someone on your team who can interpret them and speak to someone who manages the content.  Usually someone who knows the LPs/Courses/Materials on Docebo and someone from the Content team so that items can be retired/updated accurately.

Happy to chat more about my SOP with this type of audit.  cschmierer@eskillz.com

Hello all, I just wanted to share another point of view. There is the content side but also the admin side. Cleaning up much of the elements of the supporting system.

• Users / user additional fields
• Reporting
• Notifications
• User Pages / Menus

To name a few.

Dwilburn you bring up a good point.  Often times especially when you have so many cooks in the kitchen , it is good to have reporting run  to ensure naming conventions are in line, that you have cleaned up unused notifications , groups that no longer need to be utilized , and even branches.  Additionally doing an audit of your power users and Super Admins if you have a lot.  

@aempson 100% agreed, I missed Power Users in my haste. Good catch.

Docebo is still pretty challenging for an admin to get important data out of the system if you do not have skillsets around APIs and Python / Postman.

Definitely start with the Course Export to get your bearings and then you can track your changes the excel report and from there decide on what you need to keep, change, delete, etc.

Following.

I’d recommend upvoting this Idea too; a clean archiving solution can go a long way in basic course maintenance: 

good point @NateC thx for adding...

Our org has over 3,100 courses in Docebo (many transferred from our old LMS in October 2022), and we’re adding new content continuously. The majority of the courses are inactive and maintained more as historical records than anything employees can enroll in, but it still causes quite a large amount of work when it comes to course audits and other cleanup processes. We’re definitely one of the Docebo clients wishing for a better archiving and versioning system within the LMS.

Overall, we’re still developing our schedules and procedures for major overhauls and updates, so I’m very interested to see what other people are doing in this space.