How to use the Training Archive feature

The Training Archive feature can be used to archive any training distributions individually or in bulk.

While the feature can be used to easily reverse training distributions to multiple users effortlessly, it also allows for the archiving to be reversed if required, or a mistake has been made. There are a few different ways you can access the feature depending on the task you would like to perform.

Archiving in bulk is a restricted feature only available to managers with the permission "Can bulk archive allocations".

Only managers with the permission "Can maintain trainees" can access individual archiving for trainees.
Only managers with the permission "Can maintain managers" can access individual archiving for other Managers.

• Archive via Individual User Account
• Archive via Training Distribution
• Archive via Library

Archived items can also be restored on the LMS.

• Reverse Archived item(s)

 

Archive via Individual User Account

Training can be archived on a per-account basis if you only need to manage the training for one or a small handful of user accounts. 

• In the navigation tab, go to "Users" and select the Account you would like to update by clicking on the name of the account.

• On the Training tab in their Account Profile, select the title of the training item you would like to Archive.

• You will then see the distribution screen for the module. Click on the "Archive" button on the far-right side.

• This will show a prompt asking you to confirm the archive action. Click on "Confirm archive".

• The training item will be archived, and, a warning message will appear on the distribution screen to inform you that this item has been Archived on the user record.

• If you need to reverse the Archived Item, select "Restore" on the far-right side of the warning message. A prompt will display and ask you to confirm the restore action. Click "Confirm restore".

• Once you have confirmed the action to restore the training, the training item will become accessible for the user again.

 

Archive via Training Distribution

The Training Distribution option also allows you to Archive training items either individually for a user or in bulk. 

• In the navigation tab, go to Activity and select "Training distribution";

• On the far-right, use the Filter option to select any filters you may need to identify a subsection of users. For example, this could be if you only want to archive a distributions made to a single Organisation Unit;
• Then on the far-right of the distributions view next to the Filter button, click on "Bulk actions";

• The Bulk Actions option allows you to select one or multiple items in the list, and download or bulk edit them. Select the items in the Distribution list that you would like to Archive. You can use the “Select all” button in the option selection at the top of this view to select all the available distributions;

• Once you have all the items you wish to Archive, click on "Bulk edit";

• Set the Archived value to “Archived”;

• Click on “Continue” to move onto the review screen, and then click “Save changes”. Type YES in the pop-up window and click “Continue”; and

• To find the Archived items you have to use the Filter function. By selecting the “Archived on” and “Archived” fields you can easily find a specific Archiving action.

 

Archive via Library

• Go to Library and select the training content type you would like to archive.

• Select the specific training you would like to archive

• Click on "Bulk actions". If required, Filter the training distributions before continuing.

E.g. If you only want to archive a distribution made to a specific organisational unit, you will filter on that unit specifically.

• Select the items you would like to Archive. You can use the “Select all” button if you are updating a large quantity of items

• Click on "Bulk edit".

• Set the Archived value to “Archived”

• Click on “Continue” and “Save changes” on the next screen. Type YES in the pop-up window and click “Continue”

• To find out the Archived Items you have to use the Filter function. By selecting the “Archived on” and “Archived” fields you can easily find a specific Archiving action.

 

Reverse Archived item(s)

• If you would like to reverse an individual training distribution – Open the User Account and go to the Training screen. Otherwise, go to Activity and click on “Training Distribution”

Every archived item on the LMS is still stored in the database and could be easily restored.

 

• Then you need to click on “Filter” in the right-hand side of your screen.

• To find out the Archived items you have to use the Filter function. By selecting the “Archived on” and “Archived” fields you can easily find a specific Archiving action.

• Now, all Archived items that match your filters will appear.
  1. If you would like to Restore a single item – click on that item and select “Restore” and confirm the action.
  2. If you would like to Restore all or multiple items – select “Bulk actions”

 

• Select the items you would like to restore. You can use the “Select all” button if you are updating a large quantity of items

• Click on "Bulk edit"

• Set the archived value to “Not Archived”

• Click on “Continue” and “Save changes” on the next screen. Type YES in the pop-up window and click “Continue”.

• All selected archived items will again be available for the LMS users.