In the Library (Discover), users can explore learning activities that they find interesting or want to learn more about. Read this article to learn more about what you can do with the Library.
What is a collection?
A collection is a set of learning activities that you make available in the Library for a specific group of users or for everyone. This allows you to tailor the Library's content to different groups of users.
For each learning activity, you can specify whether it is requestable or available to everyone within the collection. If the activity is requestable, the administrator or manager must first approve it before the user can participate.
How do I add learning activities to a collection?
To create and edit collections, you need a role with the 'Manage collections' permission.
Create collection
First, create a collection. There are three ways to approach this.
Create an empty collection and then add learning activities to it.
Fill a collection based on themes.
Create a collection using all available learning activities from the academy.
Learning activities can be added to or removed from any collection you create.
Create an empty collection
By starting with an empty collection, you can manually add all learning activities to the collection yourself.
Go to 'Courses' and navigate to the 'Collections' tab.
In the top right corner, click the 'Add' button.
Click 'Select and add'.
Click 'Next step''.
Give the collection a name and add a description.
Click 'Next step'.
Click 'Make collection'.
Create a collection based on themes
By creating a collection based on themes, all learning activities related to the chosen themes will be included in the collection. You can then edit the collection yourself by adding or removing learning activities as needed.
Go to 'Courses' and navigate to the 'Collections' tab.
In the top right corner, click the 'Add' button.
Click 'Select themes'.
Click 'Next step'.
Give the collection a name and add a description.
Click 'Next step'.
Select the themes.
Click 'Next step'.
In the summary, you’ll see which themes have learning activities that will be added to the collection.
Click 'Make collection'.
Create a collection with all learning activities
Start with a collection that includes all learning activities available in your environment. You can remove any activities from the collection that don’t belong.
Go to 'Courses' and navigate to the 'Collections' tab.
In the top right corner, click the 'Add' button.
Click 'Select and remove'.
Click 'Next step'.
Give the collection a name and add a description.
Click 'Next step'.
In the summary, you’ll see the number and types of learning activities being added to the collection.
Click 'Make collection'.
After creating a collection, you can add learning activities in two ways: directly through the collection itself or via the settings of a learning activity.
Assign collection to users
For each collection, you can specify who can see the learning activities in the Library—either everyone or a specific group of users.
Go to the 'Collections' tab via 'Courses'.
Open the collection you want to make available and go to the 'Settings' tab.
Toggle the switch for 'For everyone' to make the learning activities in the collection available to all users in your academy.
To make the learning activities available only to specific user groups, turn off the 'For everyone' switch. Select the 'Add' button.
Search for the company, department, team, function, or group you want to make the collection available to. You can add multiple groups here.
Click 'Add' in the bottom right corner.
You will now see which groups the collection will be available to. Click the 'Save Changes' button at the bottom.
Add learning activities via the collection
Go to the 'Collections' tab via 'Courses'.
Click on the collection to which you want to add learning activities.
Click the 'Add' button in the top right corner
Search for the learning activities you want to add. You can select multiple activities at once.
Click 'Add' in the bottom right corner.
You will now see an overview of the learning activities that will be included in your collection. Click the 'Save Changes' button at the bottom.
Click 'Edit Collection' to set whether the learning activity is requestable or available to everyone.
Select the learning activities for which you want to adjust these settings. Then, click the 'Make requestable' or 'Make not requestable' button at the top.
Finally, click the 'Save Changes' button at the bottom to apply your adjustments.
Add learning activities via the settings of a learning activity
Open the learning activity that you want to add to a collection.
Go to the 'Settings' tab.
In the Collections section, click 'Add'.
Search for the collections you want to add the learning activity to. You can select multiple collections.
Click 'Add' in the bottom right corner.
You will now see which collections your learning activity will be part of. Click the 'Save changes' button at the bottom.
If desired, select the pencil icon for each collection to require users to request approval before starting the learning activity.
Don't forget to save these changes by clicking the 'Save changes' button at the bottom.
Make learning activities requestable
For each learning activity in the collection, you can set whether it is requestable or available to everyone in the collection. If a learning activity is set as requestable, the administrator or manager must approve it before the user can participate. This setting can be managed either from the collection or directly from the specific learning activity.
A user may have access to a learning activity through multiple collections. If the activity is requestable in one collection but freely available in another, the user will have unrestricted access to the activity.
Make a learning activity requestable via the collection
Go to 'Courses' and navigate to the 'Collections' tab.
Open the relevant collection.
In the top right corner, click 'Edit collection'.
Select the learning activity you want to make requestable.
Click the pencil icon to enable the request option.
Save the changes.
Make a learning activity requestable via the learning activity
Open the relevant learning activity via 'Courses'.
Go to 'Settings' for this learning activity.
Under Collections, click the pencil icon to make the activity requestable.
Save the changes.
Microlearnings and GoodHabitz learning activities cannot be made requestable. They are always freely available to users as long as they are visible in the Library.
What can I do with collections?
With collections, you can make learning activities visible in your users' Library. This allows users to explore topics that interest them on their own. By giving them the freedom to choose what they learn, they will be more motivated to continue learning and growing.
Collections enable you to create a selection of learning activities that is available to all users in the Library. At the same time, you can also create a personalized selection that is visible to specific user groups.
For example, you can create a basic collection available to all users while also setting up one or more specific collections for different departments, teams, or roles. A user from Team A will see both the learning activities from the basic collection and the activities specifically available to their team.