Activities: Admin Guide

Learn how to create, distribute and manage activities.

Activities

Administrator Access

Create and Modify

Embed Videos

Add Review Questions

Build a Quiz

Distribute

Manage

Link Activities to Learning Plans

How will a professional engage with an activity?

 

Activities

An Activity in LCvista is an informal learning event that is not compliance or credit worthy. Use activities to offer professionals small learning tasks such as reading a document, review onboarding material, watch a quick video, or view a recording.

 

Administrator Access

All professionals with Default Administrator roles will have access to create and modify an activity. In the event you wish to give team members specific access to activity creation only, you can look to assign the following admin roles:

• Activities read/write: the ability to create and modify an activity
• Activities read-only: the ability to view the details of an activity only

 

Create and Modify

To create an Activity, select Manage Training. On the top right of the form, select Add New to expose a drop down where you can indicate the type of event you wish to create.

Selecting Activity will navigate you to the activity form where you will have access to input the following detail:

• Name: required to save your activity
• Expiration Date: where relevant, indicate when the activity content expires. Note, once an expiration date is passed, a professional will no longer have access to complete the activity.
• Description: indicate the purpose of the activity. This information will appear on the top of the professional-facing form.
• Body: use this space to include any relevant detail about the activity. This is where you can include instructions on how to engage with the content you are including, incorporate any external links, etc. This field is also a WYSIWYG editor allowing you to format your text and include attachments. To learn more about embedding videos within this section of an activity, navigate to our section on embedding videos, here.
• Catalogs: where relevant, indicate the catalogs you wish this activity to be available through. 
• Expose Button for Add to My Learning: if you wish to provide your professionals the option to bookmark activities found in the catalog, enable this setting. Note, in order for this setting to provide value you will need to ensure that the My Learning menu has been enabled on your organization. More on this item in the next section.
• Tags: associate any relevant custom tags to your activity. Tags allow you to advertise your content based on region, industry, level, etc. to organize and market your content to the right audience within your catalog(s).
• Activity Materials: associate supplemental material through this field. Any attachments will appear on the top of the professional-facing form.
• Completion Type: determines how a professional can be marked complete for the activity. Choose Self Attest to allow a professional to confirm their completion and mark themselves as passed. By default, a professional's completion date will be set to today. Alternatively, choose Quiz to create a quiz that a professional can take to complete the activity. See more on creating a Quiz, here.

 

 

Embed Videos

The Body of an activity provides a space to incorporate links, associate supplemental material and now incorporates a way to embed external videos.

To embed a video, please follow these general guidelines. Note, this process may be slightly different across video providers.

To retrieve the appropriate URL to embed within LCvista:

• within the browser, housing your video, scroll to an action titled Share (commonly positioned directly beneath your video)
• select Share
• scroll to section titled Embed
• within section Embed, copy the URL between the "=" following <iframe src (see example below)

To apply this link within LCvista:

• within the Activity form, under the section for Body, select the new embedded icon
• paste the URL retrieved from your video provider; input within the Enter Link section
• Note: within the third party provider interface, within the action to embed, there are size values in the iframe code returned. We recommend using these values that maintain the original aspect ratio (generally 16:9) as the original foundation for adjusting the size of the video within LCvista.

The following domains have been whitelisted and can be embedded within the activity body. If you do not see a provider on this list, please contact our team so we can add your requested provider.

Providers not included on this list, will not be embedded.

Whitelisted providers:

• 'anchor.fm'
• 'fast.wistia.com'
• 'forms.office.com'
• 'pbs.twimg.com'
• 'player.vimeo.com'
• 'players.brightcove.net'
• 'video.tv.adobe.com'
• 'web.microsoftstream.com'
• 'www.youtube.com'
• 'www.sharepoint.com'
• "knowmia.com"
• "loom.com"
• "screencast.com"
• "hubspotusercontent-na1.net" 

 

Add Review Questions

Review Questions are non graded questions that can be posed to your professionals, separate from taking a quiz. These questions can be optional or required. Review questions are not tied to an activity quiz and will be visible to a professional from the Activity Preview page. If marked required, a professional will be required to respond to the review question before they can move to the next step, either self-attesting or gaining access to a quiz.

 

Build a Quiz

When the completion type for an activity is set to Quiz, a new tab will become available to build the quiz associated to your activity.

• Passing Percentage: indicate the passing percentage a professional must meet in order to be marked complete.
• Show Answers: enable this feature if you want professionals to get immediate feedback on the answers they are submitting for the quiz. If enabled, a professional will either see Correct or Incorrect displayed on the quiz form as soon as an answer is selected.
• Quiz Questions
  • Add Question: select the Add Question button to add an additional question to your quiz. At least one question is required.
  • Delete Question: this action will become available when the quiz has more than one question added to the quiz.
  • Add Answer: use this option to add additional answers to your quiz question. At least two answers are required. 
  • Indicate Correct Answer: define the correct response to each quiz question by selecting the radio option next to the correct answer.

 

 

Modify a Quiz or Review Question

While you can modify any existing review questions or quiz detail, please be aware of the impact to professionals that have already completed your activity and those that have not yet engaged.

Passed professionals will be unaffected by changes made to review questions or quiz information. Passed professionals will continue to show as complete within reports, and should they return to their activity preview form, will see their existing status in tact and the review questions they responded to, retained.

New professionals engaging with your activity will see the latest version of the activity: the latest version of your review questions and the latest version of your quiz.

Activity-specific reports will provide exposure to the latest version of the review and quiz questions tied to the activity (current) and will also provide visibility to the user completed/answered questions that were available at the time of their specific activity completion. See more on reports, here.

 

Distribute

Program Catalog

Activities can be distributed to your professionals through program catalogs. On the activity form, specify which catalogs the activity should be available through, save to ensure these changes are processed successfully.

My Learning

Additionally, you can also choose to expose the Add to My Learning functionality. Enabling this setting will allow your professionals the access to bookmark an activity to return to later. In order for this feature to have the most value, ensure you have enabled this user-facing menu and this specific Activities tab, within Organization Settings within the left-hand navigation menu. 

Assignment

To assign a user or group to an activity, administrators can now access the activity Manage Users menu. This menu is accessible from either the Manage Training menu for any activity, or via the link accessible from the edit or preview form of an activity.

Once on Manage Users, decide whether you will be assigning a User(s) or a User Group(s). Based on your goal, ensure you are on the appropriate tab.

Utilize the filters and search functionality on this form to search for your desired list of professionals.

Use Find User(s), or Find Group(s), to narrow your search further. 

Select your User(s) or Group(s) in question to activate the Actions menu where you can select from the following options:

For Users:

• Assign: this action allows you to assign an activity to your selected professionals, and apply a due date if relevant. Access to trigger an assignment notification at the time you submit the assignment, is also available. Note: An assignment notification must be created first, before you can send manually through the Manage Users menu.
• Waive an activity: this action allows you to waive an activity assignment for a professional. A professional will continue to show their original assignment within the assignment report, but their status will be adjusted to Waived.
• Remove assignment: this action allows you to remove the assignment entirely from a professional; the assignment will no longer appear on reports or in the professional's records.
• Mark Complete: this action allows you to override a professional's activity status and mark complete for the assignment.

For User Groups:

• Assign: use to assign the specified activity to your selected user group(s); apply a due date if relevant. This action allows you to trigger an assignment notification at the time you submit the assignment. Note: An assignment notification must be created first, before you can send manually through the Manage Users menu.
• Remove assignment: this action allows you to remove the assignment from a user group. 

Relative Group Assignments

When assigning a user group to an activity, administrators will have two options when choosing the type of assignment to apply, with options of Fixed, or Relative.

• Fixed. Administrators can assign a group with a fixed due date. For example, if all users in a group are required to complete the activity by December 31st, you can apply a fixed due date by choosing the Fixed option from within the Due Date Type drop down on the Assign modal. Alternatively, an administrator can choose to apply a more dynamic assignment with a relative due date.
• Relative. Administrators can choose to apply a due date relative to a user joining a specific group. For example, perhaps you have an general onboarding training that all new hires must complete within 90 days of joining the firm. You can choose to assign your New Hire group to the program with a relative due date of 90 days. This action will mean, that all users in the group in that moment will be due for the program 90 days from today. Any new users who join the group in the future, will have a due date that is 90 days from the day they joined your New Hire group. When applying a relative due date,  you will also have access to exclude users from the new assignment who have already met the original assignment given. Choose this option when you wish to exclude, and not disrupt, the original date applied.

 

Manage

Administrators will have access to a number of activity-specific reports and notifications.

Reports

• Activity Info report: provides a list of all activities created in the system, returning all data associated to each activity. Please note: this report will exclude the data applied in the Body of an activity.
  • This report will also provide visibility into the Current Quiz Questions and Current Review Questions  in the event a modification has been made to an existing activity.
• Activity Records report: provides details about the activities professionals are engaging with, and the details of those professionals. Each row returned on this report will represent a professional's activity record. This report will also provide:
  • visibility into a professional's completion type at the time of passing (Self-attest vs Quiz).
  • exposure to the Current Quiz Questions and Current Review Questions alongside the User Answered Review Questions (and responses) and User Completed Quiz Questions (and Answers). These 4 columns exist for both Quiz and Review Questions to provide visibility into the current state of an activity and the view at the time your professional completed the activity. If no modifications were made to the activity, these four columns will be identical. If modifications have been made, use the User Completed and User Answered columns to see their version of the activity at the time of completion.
  • Question and Answer columns for both Review and Quiz Questions will be returned in reports using the following format: Questions will be organized into one column, each question separated by a semi-colon. Answers will be organized into one column, each answer separated by a semi-colon. If a response/answer to a question does not exist, the report will return BLANK.
• Assigned Activities report: provides details about the activities professionals have been assigned, and the assignment details for each professional. Each row returned on this report will represent a professionals activity assignment record. This report will also provide:
  
  
  • visibility into a user's completion type at the time of passing (Self-attest vs Quiz).
  • exposure to the Current Quiz Questions and Current Review Questions alongside the User Answered Review Questions (and responses) and User Completed Quiz Questions (and Answers). These 4 columns exist for both Quiz and Review Questions to provide visibility into the current state of an activity and the view at the time your professional completed the activity. If no modifications were made to the activity, these four columns will be identical. If modifications have been made, use the User Completed and User Answered columns to see their version of the activity at the time of completion.

• • Question and Answer columns for both Review and Quiz Questions will be returned in reports using the following format: Questions will be organized into one column, each question separated by a semi-colon. Answers will be organized into one column, each answer separated by a semi-colon. If a response/answer to a question does not exist, the report will return BLANK.

Notifications

• Assign Activity notification template: available to send automatically and manually. Provides a way to notify a professional of their activity assignment, with available email tags to share details about the activity, and relevant activity assignment information.
• Activity Assignment Due Date: available to schedule automatically either x days before or after a deadline. Provides a way to remind a professional of their activity assignment due date, with available email tags to share details about the activity, and relevant activity assignment information.

 

Link Activities to Learning Plans

Incorporate your activities into milestone requirements!

To link an activity to a milestone requirement, follow the existing process to Link Programs from your Milestone Edit form. For milestones which are session-based or elective, you will see a filter for Activities within the Available Filters table. Link your activities, adjust the order in which they appear alongside your program and save your changes. For more information on learning plans, please review our article here.

 

How will a professional engage with an activity?

A professional will have access to an activity if it has been made available in a catalog they have access to. When a professional clicks on an activity they will have access to the following:

• the ability to read through all detail incorporated within the activity
• the option to complete the activity (where expiration date is either not applied, or is in the future)
• if Add to My Learning has been made available, a professional will be able to select this option to bookmark the activity for later.

How will a professional see an activity within a learning plan?

• Learning Plan Preview. Activities will appear within the Available Programs table on the Learning Plan Preview form. A professional will be able to select the activity name to see more information about the activity, in the same way a program can be accessed.
• Learning Plan Registration. Activities will appear in the Available Programs table on the Learning Plan Registration form. A professional will have access to Add an activity, as part of their registration in the same way a professional can enroll in a session towards their registration for the learning plan.
• Learning Plan Details. Activities that a professional has registered for will appear in their Learning Plan Details view. If the activity has already been completed, this status will be visible. For activities that have already been passed, or not yet taken, a professional will have access to complete the activity via View Activity. This call to action will direct a professional to the activity preview form where a professional can review and complete the activity.

For more information on a professional's view of an activity, refer to our article Activities.