Contents
Introduction & Purpose
Versioning
This functionality offers an organization the ability to create, manage, and track different iterations of a learning experience over time, so that:
- A new version of a learning experience can be created without overwriting the original
- User records, equivalency mappings, and reporting are updated or preserved as needed
- Learning plans reflect new versions of linked content
- Program assignments reflect new versions of content
Key Concepts
Below are key versioning workflow concepts to understand before starting.
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Version Attributes, User Impact: How will in-progress users be affected by this new version?
- Replace with new version, requires retraining, moves all in-progress users to the new version. Users are assigned and enrolled in the new version and unassigned and unenrolled from the previous version (excluding passed session record statuses).
- Append requires retraining moves all in-progress users to the new version. Users keep their assignments and enrollment in the old version and gain assignments and enrollment in the new version.
- Completed equivalent: In-progress session records remain unchanged. In-progress users are not moved automatically and can choose to take the old or new version.
- Version Attributes, Credit Worthy: Should professionals be allowed to earn credit for both experiences or only one?
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Version Attributes, Access Settings: When creating a new version, you can decide the accessibility of the older version, specifically:
- Expire the old version: If selected, you can define the expiration date for the prior version.
- Archive the old version: If selected, the old version is archived and removed from the Learning Catalog and Training areas.
- Admin Notes: When creating a new version, an administrator can document the reason or relevant updates. This data is available in reports.
Versioning and Equivalencies
Program Equivalents offers an organization the ability to designate one or more programs as equivalent to another, such that completing one program (e.g., Program B) can fulfill the same learning requirement as another (e.g., Program A). As part of this framework, equivalents prompt an administrator to consider two basic settings, is the relationship:
- Bidirectional vs. Unidirectional: Determines if equivalency works both ways (A ⇄ B) or only one way (A → B).
- Retroactive: Defines whether an equivalency applies to completions before the equivalency was set. When False, equivalency only applies to completions at the effective date of the equivalency and beyond.
Versioning builds on equivalencies by automatically enabling an equivalency relationship between the original program and its new version, where the above equivalency settings are dictated by the user impact designation you choose.
If the user impact designation is Requires Retraining, replace all in-progress users and move to the new version of the learning experience. Version 2 will be marked equivalent to version 1, with bidirectional and retroactive set to false.
If the user impact designation is Requires Retraining, append, all in-progress users move to the new version while retaining their record in version 1. Version 2 will be marked equivalent to version 1, with bidirectional and retroactive set to false.
If the user impact designation is Completed Equivalent, in-progress users remain and can choose version 1 or version 2. Version 2 will be marked equivalent to version 1, with bidirectional and retroactive set to true.
This behavior meets two main criteria:
- In-progress users automatically gain access to the new version (if desired) and can use version 2 to fulfill version 1 requirements.
- Learning plans update automatically to include new versions. For example, if your original Tax Update 2025 program links to several learning plans and Tax Update 2026 replaces it, creating the new version updates all linked plans to show the replacement.
For Administrators - Set up
Administrators with program read/write admin roles or Default Administrator access can create a new version of an existing learning experience via Add Version in the Training menu. First, locate the program you want to create a new version from. Click on the row action icon next to the program you want to add a version for, and then click on the Add Version text in the drop-down screen.
Clicking Add Version opens a modal prompting you to:
- Create a new version from an existing program: Specify the session to create the new version from.
- Enter New Version Name: Provide the name for the new version.
Note: In rare cases, you may need to link an existing program as a new version of another. We offer the option to “Link to a 3rd party program” for this.
After specifying the program or session to create a new version from, select Continue.
Below is an example of adding a new version from an existing program you own:
Below is an example of linking a new version of an existing third-party program to an existing program:
Selecting Continue, in both cases, navigates you to the next step of the versioning workflow. For owned content, you first reach the Session Details form, where you can modify the new session by updating the delivery method, uploading a new content package, adjusting dates, and more.
After making changes on this screen, select Continue or Version Attributes to proceed to the next form in this workflow.
On the Version Attributes tab, specify:
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User Impact:
- Should in-progress users move to this new version (unassigned/unenrolled and reassigned/re-enrolled)? If yes, select Replace with new version, requires retraining.
- Should in-progress users move to the new version alongside the old? (User session records in the old version remain, but users will also be assigned and enrolled in the new version.) If so, selecting Append requires retraining.
- Should in-progress users remain unchanged? If yes, select Completed Equivalent, so in-progress users stay linked to the old version but can access the new version if they choose.
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Credit Worthy
- Can a professional earn credit in both the old and new versions? Or should credit be restricted to one version? Enable this if credit can be earned for both.
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Access Settings
- Expire old version: set an expiration date to automatically expire the old version during this process.
- Archive old version: enable this setting to automatically archive the old version during this process.
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Admin Notes
- Add notes about updates in this new version and any other details to track in reports.
After making changes on this screen, select Continue or Review & Schedule to proceed to the final form in this workflow.
On the Review & Schedule tab, you’ll find the following information available:
- User Impact Preview: Summary of how users will be affected by this version transition, specifically:
- Total Users Affected
- Enrolled and Assigned: the total number of users who will be enrolled and assigned in the new version
- Passed: the number of completed users who will be preserved.
- Transition Timing: Decide when you want your impacted users to be moved, specifically:
- Should users be moved now? If yes, select Execute Immediately to have all impacted users transitioned at the time the new version of this course is created.
- Would you prefer to defer the transition of users to this new version to give them more time to complete the older version, for example? If yes, specify a schedule for later at which point you’ll have the ability to define the date and time that users will be moved to the new version.
- Notify Users: the ability to notify users (in the case where you have specified append or replace within the previous tab), you will now have access to curate your message on this form.
- Enable emails by electing to Send Email
- Choose your Notification Template and Email message
- Notifications will be sent once you have selected Create Version
- Summary
- This section summarizes the changes made on the User Impact and Review & Schedule Tabs ahead of submitting Create Version.
After setting these options, select Create Version.
After selecting Create Version, you will be redirected to the new version’s program edit page to make additional changes if needed.
New Version Notification
To notify users when a new version is available for re-assignment or enrollment, ensure you have created the New Version notification template.
To create this template, go to the Notifications menu and select Event New Version.
An administrator must trigger this template manually when creating the new version. It includes dynamic email tags for user, program, session, and version details to tailor the message for affected individuals.
Once saved, you can send this template when creating a new version of a learning experience.
For End Users
A professional can be exposed to a new version in any of the following ways.
From their My Learning menu under the Transcript tab.
From their My Learning menu under the Programs Tab.
From the Learning Catalog menu.
From Program Preview via the Equivalency tab.
From Learning Plans via Learning Plan Registration.
Reporting
Exposure to program versioning for administrators is visible through the following reporting options:
Version History Report
This report provides details about new versions, including creation date, administrator, update notes, user impact, and more. Use it to identify new versions, their source programs, and effects on active users.
Assigned Programs and Session Records reports
The Assigned Programs report shows programs assigned to users, the due date, and other details. It now also indicates if the assignment resulted from a new version being automatically assigned to the user.
The Session Records report displays user session records, enrolled sessions, enrollment dates, and other session details. It now also shows if enrollment resulted from a new version release, which automatically enrolled the user.
Program & Session reports
Program and session-related reports include columns to identify the source program in question as either a new version of a learning experience or a new version.
FAQs & Troubleshooting
Q: Can a firm create a new version for content shared through multisite?
A: No, multisite is not supported in the versioning workflow. You can create a version of a program the firm owns or link to a new version for programs purchased through Content Marketplace.
Q: Can I create multiple versions from the same program?
A: No, you can create only one new version from an existing program/session.
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