Share Activities (Multisite)

Use the Publisher and Subscriber relationship to manage activities and participants.

Overview

Multisite is a feature that offers firms the ability to share content they’ve created with other firms, and likewise, allows a firm to receive content published by another organization.

Programs, and now activities, are currently supported as learning experiences that can be shared from one organization to another on LCvista.

To view more about sharing Programs, please visit this article.

Multisite Set-Up

If your firm has not yet established a multisite relationship with another site, please see below for instructions on how to establish a multisite relationship between a publisher and subscriber.

If your firm has already set up this framework, jump ahead to Share an Activity. 

General Multisite Setup

To establish a Multisite relationship, both the Publisher and Subscriber must complete configuration steps. The Subscriber site must generate a Multisite token and share it with a Publisher. The Publisher site will then use this token to add that client site as a Subscriber.

1. To enable Multisite as a Publisher:

  • From the Settings menu, select Organization Settings.
  • Expand the Multisite section at the bottom of the form.
  • Enable Publisher controls to display the Multisite sidebar menu.
  • Use this menu to link other customer sites as subscribers, by:
    • From the Multisite menu, select Add Subscriber.
    • Enter the site URL for the subscribing client.
    • Enter the Multisite token provided by that client.

2. To utilize Multisite as a Subscriber:

  • From the Settings menu, select Organization Settings.
  • Expand the Multisite section at the bottom of the form.
  • In the Subscriber token section, select Generate Token.
  • Share this token with a Publisher to enable content sharing.

Note: The token is valid for 24 hours. It must be shared with, and used by, the Publisher within that timeframe to successfully establish a sharing relationship.

Share an Activity

As a Publisher, once you enable Multisite and establish a sharing relationship with a subscribing site, you gain access to new sharing tools within the Manage Training menu.

How to Share an Activity

  1. From the Manage Training menu, you can share a single activity or multiple activities in bulk. This process is similar to adding tags or multiple activities to a catalog.
  2. Select Program Sharing to access the Program Sharing page.
  3. Select one or more Subscribers to share the selected activities.
  4. When specifying the Subscriber(s), you can set an Expiration Date to control when the content becomes inaccessible.
  5. Once you have selected OK to process the request, you will receive a confirmation message displaying the number of requests made, and you will be redirected back to the Program Sharing page to view the results.
  6. You can make further changes to the Expiration Date by selecting the Edit icon 
    or applying bulk changes
  7. Return to the Manage Training screen using the relevant button at the top of the page.

Caution: An activity cannot be unshared to a Subscriber site. Only an expiration date can be applied to a shared activity; the expiration date will restrict further access to the content after that date has passed.

Publisher View

A Publisher will have exposure to activities shared through Multisite, from:

  1. Manage Training
    • Administrators will see new options to filter by shared content.
    • As a Publisher, you can filter content based on who it has been shared with (specific subscribers or multiple subscribers).
  2. Activity Preview
    • On the Activity Preview page, Publishers will find a new Sharing tab.
    • This tab exposes sharing information regarding when the program was shared, to which subscriber, and the timing of the sharing.
  3. Reports
    • Publishing administrators gain access to two new reports:
      • Shared content report
      • Subscriber records report

Learn more about these reports below.

Subscriber View

A Subscriber will have exposure to activities shared through Multisite, from:

  1. Manage Training
    • Subscribers who have received content from a Publisher will see a new filter on the Manage Training screen, granting visibility to content shared by a specific Publisher or a selection of Publishers.
    • As a Subscriber, you will have access to:
      • Add a shared activity to a catalog(s) owned by your site
      • Add tags owned by your site to a shared activity

2. Learning Plans and Assignments

  • Add a shared activity to a learning plan owned by your site following steps in this article.
  • Assign a shared activity to a user or user group on your site following steps in this article.
  • As a Subscriber, you will not have access to:

    • Modify a shared activity

    • Duplicate a shared activity

    • These restrictions apply in both the user interface and through Bulk Uploads.

3. Reports

Subscribers will have exposure to shared activities through existing activity reports: Activity Info, Activity Records, and Assigned Activities

  • These columns and filters allow Subscribing administrators to:
    • Filter for content shared to your site.
    • Identify sharing dates, Publishers, and program expiration dates.

Program Expiration

Program Expiration is a unique date to the Multisite functionality. The purpose of Program Expiration is to allow a Publisher to set a time when their content becomes inaccessible to Subscribers. Program expiration dates are applied at the publisher-subscriber sharing level.

Once a program’s expiration date has passed, subscribing users will still be able to access the preview page (if they were assigned or had completed the activity), but won't be able to complete via self-attest or quiz.

Setting Program Expiration

1. At the Time of Sharing:

  • When sharing an activity, a Publishing admin can specify an expiration date.
  • This date determines when the content will no longer be accessible to Subscribers.

2. Modifying Expiration:

  • A Publishing admin can:
    • Return to a shared activity and apply an expiration date.
    • Modify an existing activity's expiration date.
    • Remove an activity's expiration date.

3. Subscriber Impact: Access Before Expiration:

Subscriber administrators have similar access to a shared activity as they do for an activity owned by their site, specifically:

  • Manage Training: Preview, Manage Users (activity assignment), add tags, and add to catalogs.
  • Manage Users: Assign, waive, or remove assignments.
  • Learning Plans: Link the activity to a Milestone.
  • Reports: Existing reports include shared activities.
  • Subscribers will not have access to modify or duplicate a shared activity.

4. Subscriber User Impact After expiration:

When the multisite program expiration date for an activity has passed, users will be impacted in the following ways:

  • Users Not enrolled (unenrolled, no show, invited, or waitlisted)
    • Will no longer see an option to engage with the expired activity. But will see the existing record on Transcript and My Learning.
  • Completed Users 
    • Will retain their passed status. 

Program Expiration Notice

This notification will allow a Subscriber to notify admins and professionals of an upcoming Program Expiration date. Admins will be alerted to alter assignments or learning plans accordingly. Professionals with records in the shared activity will be alerted to complete the activity prior to the expiration date.

Set-Up
  1. Select Event type: Program Expiration Notice.
  2. Enter the Template Name, Email Subject, and Message.
  3. Define the Trigger and Timeframe for this notification. You can choose to send before or after a Program Expiration date.
  4. Define the Recipient list.
    • Choose to send the notification to professionals with a session record. Session record status options are available to multiselect.
    • Choose to enter a comma-separated list of email addresses to notify administrators.
  5. Filter by Publisher Site.
    Specify which Publisher you wish to get the notification for.
  6. Compose the Email Message.
    Available email tags are categorized by Activity Information, User Information, and tags specific to Multisite: Publisher Name, Program Expiration Date.  

Reporting

Publishers have access to multisite-specific reports, and Subscribers have access to enhanced reporting. Below is a detailed list of the reports available and what can be expected in each.

Shared Content Report

Publishers can use the Shared Content Report to identify programs that have been shared to their Subscriber(s).

 Use this report to identify:

  • When a specific activity was shared
  • Which administrator shared it
  • The Subscriber sites(s)
  • Program expiration dates

Columns

  • Activity fields, i.e. Name, ID, Level, Description, Sponsor, etc. 
  • Sharing fields, specifically: Subscriber, Date Shared to Subscriber, Program Expiration, Shared by, Share Modified (date), Share Modified by

Filters

  • All Program filters
  • Subscriber
  • Date shared to subscriber
  • Program share created by email
  • Program share modified by email
  • Program share expiration date

Subscriber Session Records Report

Publisher can use the Subscriber Session Records report to access the participant session records for events that have been shared to subscribing sites.

This report returns all session records that have been created for programs shared. Each row represents a specific shared session record. Use this report to identify participants of shared content and relevant attendee data.

Columns:

  • Program fields (Name, ID, Alternate ID, Sponsor)

  • User fields (First Name, Last Name, Email)

  • Activity Record fields (Completion Date, Datetime Completed, Datetime Enrolled, Datetime Modified, Session Record Fields of Study, Session Status)

  • Subscriber Data fields (Subscriber Name, Date Program Shared, Program Expiration)

Filters:

  • Activity (Name, ID, Alternate ID, Sponsor)

  • User (First Name, Last Name, Email)

  • Activity Records (Completion Date, Session Status)

  • Subscriber (Name, Date Program Shared, Program Expiration)

Multisite Columns/Filters for Existing Reports

A Subscriber Admin can take advantage of additional multisite-related columns and filters on existing reports. These data points allow Subscribers to identify and isolate shared programs and sessions to further report on usage and participation. 

On the Activity Info, Activity Records and Assigned Activity reports the following data points are available:

Columns:

  • Published by

  • Date Shared

  • Program Expiration

Filters:

  • Published by

  • Date Shared

  • Program Expiration

  • Shared (True or False)

FAQs

How do I disable a Publisher/Subscriber relationship?

  • Subscriber Actions: If a Subscriber no longer wishes to receive content, they can remove existing content from their catalogs.
  • Publisher Actions: If a Publisher no longer wishes to share content, they can choose to not share content via the Manage Training page. They can also apply an expiration date to any program shared to ensure there is no longer subscriber access.
  • Hiding a Subscriber: If a Publisher would like a Subscriber to be hidden from the list of sites to share with, they can contact our internal team for assistance.

Can I reverse a Publisher/Subscriber relationship?

  • A Subscriber site cannot share content with a Publisher site.
  • You must replicate the multisite set-up to establish the Subscriber as a Publisher.

 

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