Articles in this section

See more

CBTs: Import, Update, Move and Delete

Convergence Training Support
  • Updated
Follow

Article Links Introduction | Import a CBT | Preview a CBT | Update a CBT | Change a CBT's File Repository | Delete a CBT |

 

INTRODUCTION

Computer Based Training (CBTs) are also known as eLearning modules. They are usually sophisticated multi-media training that includes animation and narration that typically includes some kind of assessment, test or quiz.

CBTs can be purchased from Convergence Training or from an outside vendor.

CBTs can also be created by you using a third-party, e-learning development software application such as Articulate, Captivate, Lectora, or Mindflash. Once imported into the LMS, CBTs become activities that can be assigned to your users and are completed by the user by launching the eLearning course and successfully passing an exam or quiz included in the course. A CBT is imported into the LMS using the Import Wizard.

There are two file formats available for you to import into the LMS:

  • SCORM 1.2 in a zip folder
  • AICC URL provided as a link

These file formats are required so that they can be viewed and pass information such as completion status and passing score to the Convergence LMS. If you create your own LMS, you will want to follow the steps to save your CBT in a SCORM 1.2 zip folder and follow the steps below to import in the LMS.

The User attains a Completion Record when they launch and complete the eLearning requirement, such as passing the minimum score in a test. Then, the administrator can run reports to see who has completed the assigned training.
Note: Qualifications and Training Programs are the same feature in the LMS.  Qualification is the term used in the Enterprise LMS.  Training Program is the term used in the MSHA LMS.

Back to top

 

IMPORT A CBT

Follow these steps below to import a CBT: 

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Content Wizard link on the left menu bar

How do you want to add content?

  1. Click the Import button
  2. Click the Start button

What type of content do you want to import?

  1. Click the CBT button
  2. Click the Next button

Please specify an import location

  1. Click the Select a Repository link or the Select button. The Select a Repository window will open.
    Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
  2. Select the checkbox to the left of the desired repository
  3. Click the Select button. You will be returned to the “Please specify import location” screen
  4. Click the Next button

Select File and Thumbnail

  1. Select a Package Type: select one of the following from the drop down list
    1. SCORM (*zip) – this is the most common CBT file
    2. AICC URL - URL provided by the creator of the CBT
      Note: Go to Step 3 - Path to file (http://, file://)after making this selection.
    3. Convergence Tasklist (*ctask) – only selected when importing a Convergence tasklist to be shared to another location in your organization
    4. Convergence Quiz (*cquiz) – only selected when importing a Convergence quiz to be shared to another location in your organization
    5. Convergence Class (*cclass) – only selected when importing a Convergence class to be shared to another location in your organization
  2. Choose File 
    Note: Follow these steps when any selection other than AICC Link is selected in Step 1 above.
    1. Click the Browse button
    2. Search, locate and select the desired item to upload from your local or network drive
    3. Click the Open Button
    4. You will be returned to the “Select File and Thumbnail” screen
    5. Go to Step 4: Choose a Thumbnail
  3. Path to file (http://, file://) 
    Note: Follow these steps when AICC Link is selected in Step 1 above.
    1. Enter the URL address in the Path to File field
  4. Choose Default or Custom Thumbnail
    Notes: (1) A thumbnail is a small image that will display on the Training Tab when the user selects the small or large icon view. The default thumbnail is displayed or you can upload your own custom thumbnail. (2) Thumbnails specifications are as follows:
    • Formats: .png, .jpeg, .gif
    • Max size: 640px x 480px
    • File size: 100KB

Default Thumbnail

a. Click the Default system thumbnail button to use the existing thumbnail

b. Click the Next button

Custom Thumbnail

a. Click the Upload a custom thumbnail button

b. Click the Browse button

c. Search, locate and select the desired image to upload from your local or network drive

d. Click the Open Button

e. You will be returned to the “Select File and Thumbnail” screen

f. Click the Next button

Set Activity Properties

  1. Display Name: Change the display name, if desired
    Note: If AICC URL was selected on the previous screen, you will need to type in the Display Name.
  2. Description: Optional field. Use to type a description of the activity.  This field is visible to all users.
  3. Display Size (Width and Height): Choose between: 
    Note: This setting changes the size of the window the CBT displays in when the learner clicks the Launch button. The default setting is set in Configuration under the System Menu. Refer to the System Configuration article to learn how to change the global setting for all CBTs or follow the steps below to change the window size for this CBT only. 
    Fixed dimensions:     Keep the default or select a new display size in pixels.
    A percentage of the screen: Keep the default or select a new display size as a percentage.
  4. Activity Duration: Required Field. Enter the estimated time to complete the activity.
    Note: Be as specific as possible.  This field appears on the Learner's Training Tab and will inform the user how long it will take to complete the activity so they can budget their time accordingly.
  5. Make Public: Choose to allow this item to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Share Content Between Organization Units article to learn more about file sharing and making files public.
    NO: Default. The file will not be shared.
    YES: The file will be shared.
  6. Click the Next button

Post-Import Actions

  1. Select one of the following:
    1. Do nothing: System default, allows import without assignment to a new or existing requirement
    2. Add the activity to an existing Requirement: Adds the activity to an existing requirement
    3. Create a new Requirement: Adds the activity to a new requirement. Complete the provided fields to create a new requirement
      1. Also create a new Qualification: Adds the new requirement above to a new Qualification
  2. Click the Next button

Review Selections

  1. Review the page for accuracy
  2. Click the Start Over button to change any of the previous selections
  3. Click the Begin Import button to start the import
  4. The import is complete when the Import Wizard screen displays “Import Competed” in the Current Status section.

Optional Next Steps

  1. Edit this Activity: Moves to the Edit Activity screen where you can Edit, Preview, Update or Inactivate the activity. Refer to the Activities: Edit, Preview, Update, and Delete article to learn more about this screen.
  2. Assign this Activity: Moves to the Assign Training screen.
    1. Refer to the Assign Training: Basic Scheduling to learn how to make a one-time assignment
    2. Refer to the Assign Training: Advanced Scheduling to learn how to make a recurring assignment
    3. Refer to the Assign Training: Examples Basic and Advanced Assignments to view examples and an explanation of when you would use Basic or an Advanced Assignment
  3. Import Another: Click the Import Another button to return to the “How do you want to add content” screen so that you can import or create more training content.
  4. Click any menu item in the LMS if you do not want to import another.

Back to top

 

PREVIEW A CBT

Refer to Activities: Edit, Preview, Update and Delete article to learn the two methods to preview an activity.

Back to top

 

UPDATE A CBT

Update a CBT when any change is made to the source CBT. For example, your CBT requires revision because OSHA has changed the regulation which affects the procedure described in the CBT. Make the desired changes to the source CBT, and have saved it to your local or network drive.

Follow these steps to update a CBT:

  1. Click the Administration tab at the top of the screen
  2. Click the Activities link, then Activities link on the left menu bar
  3. Refer to the Using Search article to locate the desired CBT
  4. Click the Edit icon to the left of the desired CBT
  5. The Edit Activities screen will appear
  6. Click the Update File button on the button bar located at the top of the Edit Activities screen
  7. Click the Browse button to select the updated CBT
    1. Search, locate and select the desired CBT to upload from your local or network drive
    2. Click the Open Button
    3. You will be returned to the Update File screen
  8. Type any desired version notes in the Enter Version Notes field
  9. Recomplete Activities Check the “Require users to recomplete the activities for the new version” checkbox to force any users who have previously completed the activity back to an incomplete status.
    Notes: (1) If the Force Recomplete section does not include a checkbox a message will indicate that no users have completed the activity (2) If notifications are turned on and an email address is entered in the user record, the user will be notified that they need to retake the activity.
  10. Click the Complete Update The update will process and you will be returned to the Edit Activity screen.
    Note: The new version and version notes will appear in the Activity Versions section of the Edit Activity screen.
  11. Click the Save button
  12. Click the Close button after you receive the Activity Updated confirmation.
  13. You will be returned to the Manage Activities screen

Back to top

 

CHANGE A CBT’S FILE REPOSITORY

Use this feature to move a CBT to a different file repository. This feature is useful when a CBT is stored in the wrong repository.

Refer to the Activities: Manage Activities article for instructions to move a CBT to a different repository.

Back to top

 

DELETE A CBT

Deleting a CBT generally discouraged as all user completion records associated with the CBT will also be deleted. It is better to Deactivating is the preferred method. Refer to Activities: Activate and Deactive to learn how to deactivate an activity.

Deleting a CBT requires that the LMS Administrator be assigned a Master Security Role. If the Delete button is inactive, check with your lead LMS Administrator to request a Master Security Role access. If you are the lead Administrator, refer to the Security Roles: View, Assign, Unassign, and Copy article to learn how to assign a Master Security role to an administrator.

Follow these steps to delete a CBT:

  1. Click the Administration tab at the top of the screen
  2. Click the Activities link, then Activities link on the left menu bar
  3. Refer to the Using Search article to locate the desired CBT
  4. Click the Edit button to the left of the desired CBT
  5. Click the Other Actions button and select Edit File Details CBT
  6. Click the Delete button
    Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete CBTs. Refer to the note above to learn about the Master Security role access.
  7. Click the Yes button on the Confirm Delete screen
    Note: The Confirm Delete screen will list all the files, assignments, qualifications/training programs, activities and completion records that will be affected by deleting the CBT.
  8. Click the Close button on the Edit File screen after receiving the deletion confirmation
  9. You will be returned to the Manage Activities screen

Should a CBT be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted CBT and restore any user completion records associated with the CBT.

Back to top

Related articles