To ensure learning modules are up-to-date when elements of the course change, you can import course revisions. The new revised learning modules are recorded in the LMS in addition to the previous versions, so the LMS can hold many different revisions of a particular course. Only one revision is presented to learners in the course catalog, though, and that is usually the latest, subject to approval.
Each revision can be in one of three states: Effective, Approved or Preview. Only the Effective revision is available to learners for enrollment.
When you import a revision you can make it available to learners immediately or mark it for preview by course administrators only. Revisions marked for preview are suffixed with (Preview) in the revisions list and are not available to learners.
Each time you import a course revision it is stacked in the list of revisions from bottom to top, so the latest revision appears nearer the top. However, the order of revisions can change when you approve a revision or make it effective. The Effective revision is ranked at the top, following by Approved revisions, followed by Preview revisions.
As a course administrator you can mark a Preview revision as Approved. Approved revisions are not publicly available to learners, but course administrators can enroll learners in Approved revisions using Group Enroll. For more information, see Approved Revisions, below.
There can be only one Effective revision. Likewise there can be only one Approved revision at a time. Implicitly, you can rank Effective revision as the highest state followed by Approved revision then Preview revision. Marking or importing an Effective revision can nullify the states of any previous Effective revision. Approved revision and/or Preview revision(s), so Approved or Preview revisions can only appear in the list ranked lower than an Effective revision but not higher.
The same logic can apply to Approved revisions. Marking as Approved can nullify the states of any previous Approved revision and/or Preview revision(s), so Preview revisions can only appear in the list ranked lower than an Approved revision but not higher.
Importing Revisions for Modules Associated with Programs
If you select Also re-enroll learners in completed programs for which this module is mandatory, the LMS finds all learners who have completed a previous revision of course. If the completion is linked to a program, the LMS finds the immediate active program containing the revised module to run session enrollment update, or it finds the topmost level completed program to run re-enrollment.
If a learner has completed two different programs which both contain the revised module, two re-enrollments are done. Therefore with this option, any learner who completed the revised module before can take the latest revision and preserve the program-module relationship.
This intermediate revision state enables organizations to push learners to get a head start with enrolling into the most up-to-date content, even though this update has not been marked as effective yet in fulfilling other requirements. This feature is aimed at highly productive environment where employees have to get a head start on the latest training materials before the training is officially released. For course that don't require this much complexity in rolling out training materials, simply stick to importing the content as the effective revision.
Only course administrators can enroll learners into an approved revision from Catalog Editor > Group Enroll. Although this revision type is not publicly available to learners, transcript details about this revision is available in Current courses, Records/Transcripts or other areas. Learners cannot self-enroll or be assigned with a course on approved revision, an administrator has to manually group enroll learners.
When you approve a revision learners are automatically re-enrolled under the following conditions:
- A revision is marked as Approved and learners have not yet completed an earlier Approved revision. This acts as an auto carry-forward before the newest Approved revision nullifies any previous Approved revision.
- A learner completed a revision and there is an Approved revision to be taken. This is the auto get ahead logic for those who have previously completed the module.
- A learner who will complete any revision and there is an Approved revision to be taken. This is the auto get ahead logic for those who will complete an earlier revision.