Viewing and Organizing Courses
The Courses page provides administrators with a centralized view and management interface for all courses available within the learning management system. From this page, administrators can create new courses, search and filter existing courses, review course publication status and compliance settings, and access quick administrative actions including course cloning and deletion.
The Courses page serves as the primary course catalog management interface, enabling efficient course organization, status monitoring, and administrative workflow execution through a structured table view that displays essential course metadata and provides direct access to detailed course management functions.
Requirements
To access and manage courses, users must be assigned a security role with one of the following permissions:
Administrator System Role
Access Level: Training Manager, Manage Courses
Accessing the Courses Page
1. Navigate to the Training module from your portal navigation menu
2. Click the Courses tab in the primary navigation bar
3. The Courses page displays with the course list table showing all accessible courses
Courses Page Layout
Header Area
Navigation Tabs: Dashboard, Courses, Learning Paths, Users, Reports, Settings for module area navigation
Help on this page: Opens context-specific help documentation for Courses page features
Learner View: Switches to learner interface for course browsing and enrollment experience validation
Courses Section Header
Page Title: "Courses" with accompanying icon identifying current page context
Create Course Button: Opens course creation interface for new training content development
Search Field: Enables keyword-based filtering of existing courses for quick course location
Course List Table
The course list displays all accessible courses in a structured table format with sortable columns, providing comprehensive course metadata and quick access to management functions.
Table Columns
Actions: Dropdown menu icon providing access to course management functions (Manage, Clone, Delete)
Name: Course title with direct link to course details page for content management and configuration
Code: Optional reference code for course identification in reporting and communication
Description: Brief course summary describing learning objectives and content overview
Category: Course classification (e.g., Sales, Master, Certification, Continuing Learning) for organizational grouping
Status: Publication state indicator showing Draft (blue tag) or Published (green tag) for visibility control
Compliance: Compliance status showing Compliant (yellow tag) when compliance settings are configured
Security: Access control setting indicating visibility scope (e.g., Limited Access, All Users)
Table Features
Sortable Columns: Click column headers to sort courses by Name, Status, Category, or other attributes for organized viewing
Color-Coded Tags: Visual indicators use green for Published status, blue for Draft status, and yellow for Compliant designation
Interactive Links: Course names link directly to detailed course management pages for immediate content access
Real-Time Filtering: Search bar filters results dynamically as keywords are entered
Searching and Filtering Courses
Using the Search Field
Enter course names, reference codes, or description keywords in the search field
Search filters results in real-time, displaying only courses matching search criteria
Clear search field to restore full course list display
Use partial names or codes for broader search results when exact titles are uncertain
Sorting Courses
Click column headers to sort courses alphabetically, by status, or by other attributes
Click column header again to reverse sort order (ascending to descending or vice versa)
Use sorting to group courses by publication status, category, or compliance settings
Combine search and sort functions for focused course list views
Course Actions Menu
Each course row includes an Actions dropdown menu accessible via the icon in the first column, providing quick access to essential course management functions.
Available Actions
Manage: Opens the course details page for comprehensive content management, user assignment, settings configuration, and course customization
Clone: Creates a duplicate of the selected course with options to link or clone course content independently
Delete: Permanently removes the course and all associated chapters, lessons, quizzes, and user assignments from the system
Using Course Actions
Click the Actions dropdown icon in the course row to display available management options
Select Manage to access the full course details interface for content development and configuration
Select Clone when creating similar courses or replicating successful content for different audiences
Select Delete only when courses are no longer needed and after verifying no active learner assignments exist
Cloning Courses
The Clone a Course dialog provides options for duplicating courses with linked or independent content, supporting efficient course development and version management.
Clone Dialog Overview
Appears when selecting Clone from course Actions menu
Displays explanatory message: "This action will create a new course with the same course settings. Should the course contents be linked or cloned?"
Offers three action buttons: Link, Clone, and Close
Link Option
Function: Creates a new course that shares content with the original course
Content Behavior: Chapters, lessons, and quizzes remain connected to original course content
Update Behavior: Changes to content in linked courses affect all courses sharing that content
Use Cases: Shared curriculum updates, synchronized learning paths across multiple user groups, maintaining content consistency across course variants
Clone Option
Function: Creates a new course with completely independent content copied from the original
Content Behavior: Chapters, lessons, and quizzes are duplicated as separate, editable content
Update Behavior: Changes to cloned course content do not affect original course or other clones
Use Cases: Course versioning, testing new content approaches, delivering similar courses to different audiences with customization, creating course variations for different regions or roles
Clone Workflow
1. Select Clone from course Actions menu
2. Review clone dialog explanation of link versus clone options
3. Click Link to create course sharing original content
4. Click Clone to create course with independent content copy
5. Click Close or × icon to cancel operation without creating duplicate
6. System creates new course immediately upon Link or Clone selection
7. Navigate to new course to update name, reference code, and course-specific settings
Post-Clone Best Practices
Update course name and reference code immediately to prevent confusion with original course
Review and adjust course description to reflect any differences from original
Verify sharing settings appropriate for new course audience
Update manager assignments if cloned course requires different administrative oversight
Modify compliance settings if cloned course serves different certification or regulatory purposes
Deleting Courses
Delete Confirmation
Selecting Delete from Actions menu triggers confirmation dialog
Warning message indicates deletion removes all associated chapters, lessons, quizzes, and content
Confirmation required before permanent deletion executes
Delete Considerations
Permanent Action: Deleted courses cannot be recovered from the system
User Impact: Active learner assignments are removed and learners lose course access
Content Loss: All chapters, lessons, quizzes, and associated content are permanently deleted
Reporting Impact: Historical completion data may be affected depending on system configuration
Delete Workflow
1. Verify course is no longer needed and no active learner assignments require preservation
2. Export any reporting data needed for historical records before deletion
3. Select Delete from course Actions menu
4. Review confirmation dialog warning about permanent content removal
5. Confirm deletion to permanently remove course from system
6. Cancel deletion if course removal is premature or additional verification needed
Alternatives to Deletion
Change course status to Draft to hide from learners while preserving content
Update sharing settings to restrict course visibility to specific user groups
Archive course information externally before deletion if historical reference may be needed
Consider cloning course before deletion if content might be repurposed in future
Course Status Indicators
Draft Status
Displayed with blue tag in Status column
Indicates course is under development and not visible to learners
Allows content development and configuration without learner access
Enables testing and quality review before publication
Published Status
Displayed with green tag in Status column
Indicates course is active and visible to learners based on sharing settings
Enables learner enrollment, assignment, and course access
Can be modified while published, with changes reflected immediately to assigned learners
Compliance Indicator
Displayed with yellow "Compliant" tag in Compliance column when configured
Indicates course has compliance duration and retake settings enabled
Supports regulatory training requirements and certification management
Triggers automatic reassignment workflows based on compliance configuration
Best Practices and Recommendations
Course Organization
Use consistent naming conventions for courses to support easy searching and identification
Assign reference codes to courses used in reporting or learner communication
Apply appropriate categories to courses for logical grouping and learner browsing
Maintain clear course descriptions that accurately reflect learning objectives and content
Course Catalog Management
Review course list regularly to identify outdated content requiring updates or archival
Monitor Draft courses to ensure content development progresses toward publication
Verify Published courses remain relevant and aligned with organizational training needs
Use search and sort functions to efficiently locate courses requiring attention
Cloning Strategy
Use Link option when content updates should propagate across multiple course instances
Use Clone option when courses require independent customization for different audiences
Document relationships between original and cloned courses for future reference
Establish naming conventions that distinguish original courses from clones or variants
Content Lifecycle Management
Set courses to Draft status during major content updates to prevent learner confusion
Archive course content externally before deletion if historical reference might be valuable
Communicate course changes to active learners when Published courses undergo significant updates
Maintain course metadata accuracy including descriptions, categories, and reference codes
Troubleshooting Tips
Course Not Appearing in List
Clear search field to ensure filtering is not hiding expected courses
Verify you have appropriate permissions to view courses based on sharing settings and security role
Check that course was successfully created and saved in the system
Confirm course is not owned by different administrator with restrictive sharing settings
Cannot Clone or Delete Course
Verify you have Manage Courses permissions at appropriate scope level
Confirm you have access to the course based on sharing settings and ownership
Check that course is not currently in use by active learners if deletion restrictions apply
Contact system administrator if permission issues persist
Cloned Course Missing Content
Verify you selected Clone option rather than Link option in clone dialog
Check that original course contained content at time of cloning operation
Navigate to cloned course Contents tab to verify chapter and lesson presence
Re-clone course if content did not transfer correctly in initial operation
Search Not Finding Expected Courses
Verify search keywords match course names, codes, or description content
Try broader search terms or partial keywords for more comprehensive results
Check that expected courses exist in the system and are not deleted
Confirm you have permission to view courses based on your security role and sharing settings
See also:
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