What is a collection?
A collection is a set of learning activities that you make available on the “Discover” page for a specific group of users or for everyone. This allows users to explore learning activities or topics that interest them, which can increase their motivation to learn and grow.
By making a collection available to a specific group of users, you can tailor the content shown on “Discover” to different user groups.
For example, create a basic collection that is available to all users, and then create one or more specific collections per department, team, or role. A user from Team A will see the learning activities from the basic collection as well as those specifically visible for their team.
For each learning activity, you can choose whether it is requestable or available to everyone. If the activity is requestable, it requires approval from an administrator or manager before the user can access it.
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.
How do I add learning activities to a collection?
To create and edit collections, you need a role with the 'Manage collections' permission.
Create a collection
Start by creating a collection. There are three options for 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 in the academy
Create an empty collection
By starting with an empty collection, you manually add all learning activities to the collection yourself. To create an empty collection, follow these steps:
Go to "Content" via the menu in the left and click "Collections".
Click "Add" in the top right corner.
Click "Select and add".
Click "Next step".
Enter a name and add a description for the collection.
Click "Next step".
Click "Create collection".
Create a collection based on themes
By creating a collection based on topics, all learning activities related to the selected topics will be included in the collection. To create a collection based on a topic, follow these steps:
Go to "Content" via the menu in the left and click "Collections".
Click "Add" in the top right corner.
Click "Select themes".
Click "Next step".
Give the collection a name and add a description.
Click "Next step".
Select the correct themes.
Click "Next step".
Check if the learning activities with the correct themes will be included in the collection.
Click "Make collection".
Create a collection with all learning activities
Start with a collection that includes all learning activities available in your online academy. You can remove any learning activities that do not belong in the collection.
Go to "Content" via the menu in the left and click "Collections".
Click "Add" in the top right corner.
Click "Select and remove".
Click "Next step".
Give the collection a name and add a description.
Click "Next step".
Check if the number and types of learning activities are correct.
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 set who can see the learning activities from the collection within “Discover”: either everyone or a specific group of users.
Go to "Content" via the menu in the left and click "Collections".
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" toggle. Click 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.
Check if the collection will be assigned to the correct groups.
Click the "Save changes" button at the bottom.
Add learning activities via the collection
Go to "Content" via the menu in the left and click "Collections".
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.
Check if the correct learning activities will be added to the 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
Via "Content" in the menu on the left, open the learning activity 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 specify whether it is requestable or available to everyone within the collection. If the learning activity is requestable, then the administrator or manager must first give approval before the user can participate in the activity. This setting can be configured either from the collection or from the specific learning activity itself.
It is possible for a user to have access to a learning activity through multiple collections. If the activity is requestable in one collection but not in another, the user will have unrestricted access to the learning activity.
Make a learning activity requestable via the collection
Go to "Content" via the menu in the left and click "Collections".
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.
Click "Save changes".
Make a learning activity requestable via the learning activity
Go to "Content" via the menu on the left.
Open the learning activity you want to make requestable.
Go to "Settings" for this learning activity.
Under "Collections", click the pencil icon to make the activity requestable.
Save the changes.
