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I tried searching but couldn’t find a topic specifically for this - if there is one, please point me in the right direction…

 

I’m launching a new annualised version of some mandatory testing, I’d like to “hide” the older versions from learners so that they don’t see them in their personal summary screens or completed course list anymore (as the details will no longer be relevant to them once they have completed the newer versions).

 

I don’t want to delete the modules or unenroll anyone though as I need to have record of their results still. Would it be possible to preserve everyone’s enrolment/completion detail and just “hide” the courses from them as described above?

 

Thanks for your help! :)

you can hide courses in a variety of ways but not from the personal summary; completed courses will always show there as long as the user is enrolled. The enrolment in a course is the ‘glue’ that keeps your records intact.

You can design a custom page that only shows the user their Not Started and In Progress courses for example...or move older courses out of your catalogues so they are no longer visible to users.

@robjardim Or… you can wait a few weeks for the new Multi-completion features (currently available in sandboxes) under Enrollments in Course Management. When this feature is launched, enrollments will become either active or archived.

I’m sure, as well, that you’ll want to use the Central Repository to post a new version of the training materials. And you can certainly update the properties of the course shell to indicate that it’s for FY 2023 or whatever.

You’ll be able to archive the prior enrollments with some options of ‘what’s next’. Since you’ll want them to retake the course, they’ll see the course under the Personal User Summary, but with the new version of the training material. If they switch the view in Personal Summary to “archived” they’ll be able to see what was completed before (and when), but they can’t launch the content.

If your course is part of a Learning Plan, it appears that archiving an enrollment DOES change the status of the whole LP from ‘completed’ to ‘in progress’ until the new version gets completed.

Not sure of the exact launch date, but it arrived in the sandboxes mid-May so it will likely be around the end of June.
 

 

 

@robjardim While I agree with @KMallette, please be mindful of the existing gaps with this new feature 

  • Notifications are sent as a result of your action choice so you should be mindful of whether you want those to go out or not during the archiving process
  • reports do not include user custom field dat when using reports to show archived records
  • Any Survey data is lost and cannot be retrieved
  • the operation cannot be reversed
  • this is not an automated feature so depending on when you wish to “renew” your enrolments, if annually, that’s easy, if not, you will need to repeat this operation each time you ned to archive records

This is what we’ve discovered so far...

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