Setting Visibility and Access for a Published Course or Course Series

Avatar
by Macz Norton
Follow

You can choose to make a course or course series visible or hidden from a certain student group(s) on your training site’s course catalog page. You can also choose to enforce access to a course based on the visibility you choose. 

In this article:

Note: Before using the “Group Visibility & Access” setting, you must first create a student group(s).  Learn more: Creating Groups

 

Understand the difference between the visibility and access settings for a published course or course series

Visibility refers to students’ ability to see or not see the course details, curriculum, registration options or course series tile or course series page on your course catalog.

  • If a course is visible to a select group, students in this group can see the course details, curriculum, and registration options for this published course on the course catalog of your training site.
  • If a course is hidden from a select group, students in this group cannot see the course details, curriculum, and registration options for this published course on the course catalog of your training site.
  • A course can be hidden from a group, while the overarching course series is visible, if there are other courses in the series that are visible to the group
  • The overarching course series can be hidden from a group, while an individual course within the series can still be visible to a group via direct link

For example, students in the Company A group can see the “Product Updates 2019” course, as it is visible to them on the course catalog. Students in the Company B group cannot see the “Product Updates 2019” course on the Skilljar Academy course catalog, as it is hidden from them on the course catalog.

Company A group

Screen_Shot_2019-07-03_at_3.06.12_PM.png

 

Company B group

Screen_Shot_2019-07-03_at_3.06.12_PM_copy.png

Access refers to students' ability to gain access or not gain access to the course details, curriculum page, registration options or course series page if they have a direct link to the course.

  • If the “Enforce Access Based on Visibility” setting is not enabled, when students are provided a direct link to the course or course series, they can gain access to the course details, curriculum, registration options or course series page that is hidden from them on your training sites' course catalog.
  • If the “Enforce Access Based on Visibility” setting is enabled, when students are provided a direct link to the course, they cannot gain access to the course details, curriculum, registration options or course series page that is hidden from them on your training sites' course catalog.

For example, the “Product Updates 2019” course is hidden from both the Company X group and the Company Y group. The “Enforce Access Based on Visibility” setting is not enabled for students in the Company X group, so if they are provided a direct link to the course, they can see it. The “Enforce Access Based on Visibility” setting is enabled for students in the Company Y group, so if they are provided a direct link to the course, they will see a “Page Not Found” message.

Company X group

Screen_Shot_2019-07-03_at_3.06.12_PM_copy.png

Screen_Shot_2019-07-03_at_3.17.28_PM.png

 

Company Y group

Screen_Shot_2019-07-03_at_3.06.12_PM_copy.png 

Screen_Shot_2019-07-03_at_3.18.49_PM.png

 

Set course or course series visibility and access

You can manage course or course series visibility and access within the “Published Course” or "Course Series" settings page via Domains & Publishing > Catalog Settings > Published Courses tab or Course Series tab. You can then verify that the course visibility settings are appropriate at the group level.

 

Set group visibility and access for a published course or course series

You can choose the default course catalog visibility for a published course or course series. Once you choose whether the published course or course series is visible or hidden by default on the course catalog page, you can choose to whitelist or blacklist the course/course series on the course catalog for a specific group(s), if any.

You can also strictly enforce the ability for a  group(s) of students to gain access to a course or course series based on the visibility settings for that group. 

Tip: Your choice of the default visibility for the course/course series as either “Visible to all students” or “Hidden from all students” should be informed by the subset of students who should see this course. For example:

  • To make the course/course series visible to the majority of your students and hidden from a specific group(s) on the course catalog, start with "Visible to all students" and choose the group(s) who should not see this course. 
  • Conversely, to hide the course/course series for the majority of your students and visible for a specific group(s) on the course catalog, start with "Hidden from all students" and choose which group(s) should see this course.

Screen_Shot_2019-05-05_at_9.21.50_PM.png

 

  1. From the “Domains & Publishing” dropdown in the Dashboard left navigation bar, click Domains.
  2. On the relevant domain, click Catalog Settings, then select either the Published Courses tab or the Course Series tab.
  3. On the following page, click the course or course series that you'd like to edit, then scroll down to the “Group Visibility & Access” section.
  4. Select the “Default Visibility For This Course/Course Series” as either:
    1. “Visible to all students,” or
    2. “Hidden from all students.”
  5. Find the group that you want to review and/or update their visibility.
    1. If you have selected “Visible to all students,” the published course/course series is visible by default on your training site’s course catalog.
    2. If you have selected “Hidden from all students,” the published course/course series is hidden by default on your training site’s course catalog.
  6. Click the group in the left column you want to either:
    1. Blacklist the published course, if you selected “Visible to all students” as the default, or
    2. Whitelist the published course, if you selected “Hidden from all students as the default.
  7. Click the arrow icon. The course moves to the right column.
  8. Select “Enforce Access Based On Visibility” to limit those students who can gain access to the course/course series to those who are able to see the course on the training site course catalog.
  9. Click Save.
    1. When you set the “Default Visibility For This Course” to “Visible to all students,” the column on the right highlights the courses, if any, that you blacklisted. 
    2. When you set the “Default Visibility For This Course” to “Hidden from all students,” the column on the right highlights the courses, if any, that you whitelisted.

Notes:

  • To un-whitelist or un-blacklist a group, follow the same steps except instead move the group from the right column to the left column.
  • By default, the “Default Visibility For This Course/Course Series” setting for newly created courses is set as “Visible to all students.” 
  • By default, the “Enforce Access Based On Visibility” setting for newly created courses/course series is not enabled.
  • When you switch between the “Default Visibility For This Course” options, the dropdown will reset the groups so that they are all following the default behavior that you selected in the dropdown.  

Tip: To select more than one group to move in one direction between the columns, you can:

  • Click Select all under the group table, or
  • Click and hold Ctrl or Cmd on your keyboard and click the groups you want to select.


Screen_Recording_2019-06-28_at_01.18_PM.gif

 

Review and/or set course or course series visibility for a specific group

Reviewing the course/course series visibility for a specific group gives you a snapshot of the default visibility for all of the published courses and course series on all of your training domains, as well as the specific courses or course series for which the group has been whitelisted or blacklisted.

  1. Click Groups in the Dashboard left navigation bar.
  2. For the relevant group, click the Edit Visibility icon, the Published Courses tab will open by default, but you'll have the option to switch to the Course Series tab. There are two sections on these pages to change visibility:
    1. “Courses/course series made visible to this group.”
    2. “Courses/course series hidden from this group.”
  3. Find the course or course series that you want to review and/or update the visibility.
    1. If it's in the “Courses/Course Series made visible to this group” section, the published course or course series is hidden by default on your training site’s course catalog.
    2. If it's in the “Courses/Course Series hidden from this group” section, the published course or course series is visible by default on your training site’s course catalog.
  4. In the section you want to update, click the course/course series in the left column you want to either:
    1. Whitelist for the group, if the course/course series is in the “Courses/Course Series made visible to this group” section, or
    2. Blacklist for the group, if the course/course series is in the “Courses/Course Series hidden from this group.”
  5. Click the arrow icon. The course moves to the right column.
  6. Click Save.
    1. In the “Courses/Course Series made visible to this group,” section, the course or course series is now whitelisted.
    2. In the “Courses/Course Series made visible to this group” section, the course or course series is now blacklisted.

Notes: 

  • You are unable to change the default visibility (either visible by default or hidden by default) and/or access for a published course or course series on these pages. To change the course or course series default visibility and/or access, update the “Group Visibility & Access” settings from the domain-specific settings via “Domains”.
  • To un-whitelist or un-blacklist a group, follow the same steps except instead move the group from the right column to the left column.


image7.png

 

Frequently asked questions

What happens when I publish the same course on two different training site domains?

If you have more than one training domain, you can publish the course to multiple domains. The “Course Visibility & Access” settings are specific to the domain to which you published the course. You can update the “Course Visibility & Access” settings on the “Edit Published Course” page for the respective domain.

 

If a student is a member of multiple groups, which “Group Visibility & Access” settings do they experience for a course?

A course or course series can only have one default visibility setting on a specific domain - either visible by default or hidden by default. 

  • If both groups are set to follow the default visibility, they will follow the default visibility.
  • If one group is set to have the default visibility and the other group has the exception visibility (either blacklisted or whitelisted), the student’s will have the exception visibility.
  • If both groups are set to follow the exception visibility (either blacklisted or whitelisted), the student’s will have the exception visibility.

Tip: Regardless of the default visibility of a course or course series, if the student is in two groups with different visibility, look to the right-hand column in the “Course/Course Series Visibility & Access” to see the visibility that the student will follow. 

Screen_Shot_2019-07-05_at_9.21.18_AM.png

 

Could you provide an example of a customer use case using the “Group Visibility & Access” setting?

Company A has 10 general courses, one customer-specific custom course, and 50+ groups on a single domain. They want to set-up the course catalog so that:

  1. The customer-specific custom course is visible to the Company Z group only.
  2. General course #3 is hidden from the Company Z group only.
  3. All 10 general courses are visible to all other groups.

 

To accomplish their desired set-up, they will complete three main steps:

Step 1: Make the customer-specific custom course visible to the Company Z group.

  1. From the “Domains & Publishing” dropdown in the Dashboard left navigation bar, click “Domains.”
  2. On the relevant domain, click Catalog Settings, then select the Published Courses tab.
  3. On the following page, click the course title, then scroll down to the “Group Visibility & Access” section.
  4. On the “Edit Published Course” page, scroll down to the “Group Visibility & Access” section.
  5. Set the “Default Visibility For This Course” to be “Hidden from all students.”
  6. Move “Company Z” to the “Selected Groups” column so that this course is now visible to the “Company Z” group.
  7. Select “Enforce Access Based on Visibility”
  8. Click Save or Save and continue editing.

image6.png

 

Step 2: Hide general course #3 from the Company Z group.

  1. From the “Domains & Publishing” dropdown in the Dashboard left navigation bar, click “Domains.”
  2. On the relevant domain, click Catalog Settings, then select the Published Courses tab.
  3. On the following page, click the course title, then scroll down to the “Group Visibility & Access” section.
  4. On the “Edit Published Course” page, scroll down to the “Group Visibility & Access” section.
  5. Set the “Default Visibility For This Course” to be “Visible to all students.”
  6. Move “Company Z” to the “Selected Groups” column so that this course is now hidden from the “Company Z” group.
  7. Select “Enforce Access Based on Visibility”
  8. Click Save or Save and continue editing.

image8.png

 

Step 3: Ensure that the remaining 9 general courses are visible to all other groups.

  1. From the “Domains & Publishing” dropdown in the Dashboard left navigation bar, click “Domains.”
  2. On the relevant domain, click Catalog Settings, then select the Published Courses tab.
  3. On the following page, click the course title, then scroll down to the “Group Visibility & Access” section.
  4. On the “Edit Published Course” page, scroll down to the “Group Visibility & Access” section.
  5. Set the “Default Visibility For This Course” to be “Visible to all students.”
  6. Do not move any groups over to the blacklist column.
  7. Click Save or Save and continue editing.

 

Powered by Zendesk