Managing access to content

Creating an Account

Accounts are a way of managing the different organisations accessing content. If you're distributing content to different organisations it's important to create separate accounts for each. Once an Account has been created any content uploaded to the LCMS can be added to it.  

1. From the navigation sidebar, select Accounts and click the Create new account button on the page.
2. Enter the account name, email address, description, and choose a status (Active or Inactive), then click Save.

3. The newly created account will now appear on the Your Accounts page. 

4. The email section is optional; it has two purposes. Firstly simply to act as a reminder. Even though the admin originally entered the contact details, this feature is especially useful when managing a number of organisations, as it removes the need to search for the correct contact each time.
   Secondly, it's used alongside the licence. An admin adds a contact for each organisation they share content with. When an organisation e.g. Your Best Customer Ltd is approaching its licence limit, the admin receives an email notification identifying the person’s email to contact about the upcoming licence expiry (for example, [e-mail] below)

Creating a Licence

To create a license you first must navigate to the Accounts page and create an account. You will be prompted to create a license during account setup which will lead you to the License page. If you skip this you can create a license later by selecting "0" in the Licence column of the Accounts page.

Creating licenses is how you manage user access. For content distributed via third-party platforms, we strongly recommend creating specific licenses for those organizations. An unrestricted license is available for internal distribution.

After creating a licence, you can apply it to content and configure access restrictions, such as by time period, user count, or both. .

To create a licence, follow these steps:

1. Go to the Licence page and click Create new licence.
2. Enter a name for the licence.
3. Access to content can be restricted by license.  Specify the domain(s) permitted to access the content. Domains not included in the list will be denied access. Select "Continue" to proceed.

4. Access restrictions can be applied for a specific duration and user count.
5. To set a time limit, either choose from the duration dropdown or select specific dates using the calendar.  Auto-renewal of the license is also an available option.
6. For limiting access by user numbers, toggle the user limit setting and input the desired count. You can specify the number of additional users to allow beyond this initial limit if necessary.
7. Click Save to activate the licence.

Licence information can be accessed via the settings option (cog icon) found on the licence page.

License management involves two sections: License Details and License Periods. You can modify license information in either section..

The Licence Period area is divided into three tabs:

• Active: Shows the details of the current license and provides options to modify it.
• Scheduled: Presents information about licenses that will become active in the future.
• Expired: Displays details of licenses that are no longer valid.

Adding a licence to content

After a licence is created it can be assigned to content by selecting the Add to Licence option from the ellipsis in the Action column on the Your Content page against the content you want to add the licence to.

1. Select Add to Licence 
2. A modal appears with the licence/s you created.
3. Select the licence you want to add to the content
4. Click Next and then Save

Dispatching Content

Now that we have added content, created an organisation, created a licence and added that licence to content we are now ready to dispatch that content. Dispatching content involves making the learning materials available to your learners. This is where the launch file gets created and downloaded ready for dispatching

1. On the Content Manage page, locate the content you wish to dispatch and click the Download launch file option from the ellipsis in the Action column.
2. In the dialog box, select the package type you want to download and choose the licence to attach to the content.
3. All content requires a licence. If you don’t want to restrict access, select the Unrestricted licence (refer to the licence section for more details).
4. For content that is a PDF, an image, an audio file or a video file you get the option to select the package type you want the launch file to be, either SCORM 1.2 or xAPI
5. Click Download to generate the launch file.
6. The launch file will be in zip format and can be uploaded to learning platforms.
7. The launch file can also be downloaded from the Overview tab in the sidebar.