Managing Course Revisions

Note

This is a feature that must be enabled. To have this feature enabled for your business, please contact Client Support.

Sometimes a course requires minor updates to content. Since it is essentially the same course, a new resource should not be created. However, it may still be important to have a record of which user took which version. In this case, use the revision control process.

The course revision links revise versions of a resource on the back end.
The process also appends "(Revision #)" to the title of each version, making it easy to see which version a learner has completed.
The LMS does create a new resource with a new resource ID, and marks the previous version/resource as Retired, so that the updated course files can be associated with the appropriate version of the course. However, the Course Number remains consistent across all revisions.

Enable Revision Control for a Resource

To place a resource under revision control, go to Resources > Maintain Learning Resources, search for the course that you want to place under revision control and edit it.

Note

Revision control can also be set up for a new course, but you must save the course before setting up the revision control.

In the top toolbar click on Revision Control button.

If you have not yet entered a course number for this resource, you will be prompted to enter one before you can continue.
Once you enter the course number, you will be warned that the course number will no longer be editable once revision control has been activated for this resource. The course number is how the LMS keeps the revisions in sync and must be unique to this resource.

Next, you will be prompted for a revision number. This can be numeric or alphabetical. The recommended alphabetic pattern is A, B, C…, AA, AB…ZY, ZZ.

This resource is now under revision control, starting from the revision you edited. The course number and revision number fields are not editable, and the course title will display the revision number appended. A new drop down box will also appear in the top toolbar to make it easy to see what revisions you have for this revision structure.

Create a New Revision

To create a new revision of a course under revision control, go to Maintain Learning Resources, search for the latest version, and edit it.

Click New Revision button in the top toolbar.

The following options will appear:

Number of Days: Enter the number of days after the user enters the audience that the user has to complete the course.
Domain: Select the “Required Audience” to define the due date in relation to, or select a specific domain to define the due date in relation to.
Earliest Due Date: Click the Earliest Due Date down arrow to select a due date from the calendar. The system will show this value if the due date for an individual (based on their entrance into the selected domain) is earlier than the earliest due date of the course.

Place in all curricula (mapping/catalog/certificate) where the previous version exists: Checking this option will place this new revision in each of the curricula (and certificates) where the previous version exists.
Due Date Type: If you select a due date for this revision, the new revision will go into the curricula as required with the selected due date. You can select a static date, if the due date is the same for everyone, or "Days after membership in audience". Select this option if the due date is relative to joining the audience for this requirement. If this option is selected, three new options will appear:
Days after pre-requisite completed: Select this option if the user has a set amount of time to complete the course after completing a pre-requisite, and enter the number of days.
Copy all resource audiences to new revision.: This will copy all of the audiences on the audience tab of the latest revision into the new revision.
Waive all people for this revision that have completed the previous revision: If this is selected, then the all users that have a complete status (or waived) will be waived from having to complete this resource.

When you have completed these settings, click Create Revision.