Tracking and Completions: Certificate Designs

Article Links Introduction | Step 1: Update Security Role | Step 2: Download the Template | Step 3: Create Your Design | Step 4: Add the Custom Certificate | Step 5: Print the Custom Certificate | Edit the Custom Certificate | Delete the Custom Certificate | Download Current Design |

INTRODUCTION

This feature allows you to design the background image of a completion certificate and import it for use.

Administrators can download a certificate template image (a .png file).  Once downloaded, you can modify the image with any third-party image editing software, such as Photoshop or Snag-It to add borders and logos and other design features only. 

You will not be able to change the placement of the pre-defined text.  The template includes placeholders where the pre-defined text will appear so that your design allows space for the printed text.

The custom certificate can be added to different levels of the organization. For example, you could have one custom certificate for the entire organization or unique certificates for different Regions, Sites, Departments, etc.  

When the users print their completion certificate from the Training tab, the custom certificate will print.

Administrators can print the custom certificate via the Reports menu using the new report called the “Custom Certificate of Completion” under User Reports.

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STEP 1: UPDATE SECURITY ROLE

Before an administrator can access the Certificate Designs menu item, the administrator's security role must have Manage Certificate Designs set to "Yes".

Follow these steps to update any Master or Admin security role that you want to provide the ability to design a custom certificate:

1. Click the Administration tab
2. Click Security, then Roles from the left menu bar
3. Search and locate the the role to add Custom Certificate Designs
4. Click the Edit button.
5. Click the Admin Tab 
6. Click Tracking and Completions on the Menu Permissions bar. The menu will expand.
7. Click on Certificate Designs
   
   
   1. Click NO to Exclude from the administration menu. This allows the administrator to see the Certificate Designs menu item on the Administration Tab. If you do not want them to be able to see the certificate designs menu item, set this to YES.
   2. Click YES to Manage Certificate Designs. This allows the administrator to add and delete certificate designs on the Administration Tab.  If you do no want them to be able to add or delete certificate designs, keep this set to NO. 
8. Click the Save button.
9. Click the Close button.
10. Repeat these steps for every Master and Admin security role you would like to enable certificate designs.

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STEP 2: DOWNLOAD THE TEMPLATE

In order to create a unique certificate design, you will need to download the template.

Follow these steps to download the template:

1. Click the Administration tab
2. Click Tracking and Completions, then Certificate Design from the left menu bar
3. Click the New button
4. Click the Download Template button at the top of the screen
5. Follow your browser's onscreen prompts to open and rename and save the .png template to a file folder on your local hard drive or network location.
6. Click the Close button 
7. Refer to the next step to create your design with the template.

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STEP 3: CREATE YOUR DESIGN

You can modify the template with any third-party image editing software, such as Photoshop or Snag-It to add borders and logos and other design features only. 

You will not be able to change the placement of the pre-defined text.  The template includes placeholders where the pre-defined text will appear so that your design allows space for the printed text.

Follow these steps to create your design:

1. Open the design in any third-party image editing software
2. Add borders, logo, or any other design element being careful to avoid obscuring the pre-defined text fields
3. Save the .png template to a file folder on your local hard drive or network location
4. Go to the next step to create the custom certificate in the LMS

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STEP 4: ADD THE CUSTOM CERTIFICATE

The custom certificate can be added to different levels of the organization. For example, you could have one custom certificate for the entire organization or unique certificates for different Regions, Sites, Departments, etc.  

Follow these steps to add the custom certificate to the LMS:

1. Click the Administration tab
2. Click Tracking and Completions, then Certificate Design from the left menu bar
3. Click the New button
   
4. Apply To: click the Select button to the right of this field.  The Select Location screen will appear. 
   1.  Look For: Select the desired organization unit you want to apply the custom certificate to.
   2. Available Records Table: Double click on the desired organization unit 
   3. Click the Select button in the upper left corner of the screen. You will be returned to the Create Certificate Design screen.
5. Name: Type the name of the certificate. For example, Acme Training Completion Certificate
6. Click the Add Template button
7. Search and locate the design template you saved to your desktop of network location
8. Double click to select the certificate. You will be returned to the Create Certificate Design screen.
   1. If the file name has a red dot, a warning will alert you that the image either exceeds the current file size or it is not an allowed file type. Click the cancel button and select the correct file.
   2. If the file name has a green dot, you have successfully uploaded the correct file and file type.
9. Click the Save button
   
10. When you save, the image of the certificate will appear.
11. Click the Close button
12. Repeat these steps for all organization units that you want to have a unique certificate

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STEP 5: PRINT THE CUSTOM CERTIFICATE

Administrators can print the custom certificate by selecting the Custom Certificate of Completion.

Please refer to the Custom Certificate of Completion article for more details on this report.

Follow these steps to print the report:

1. Click the Administration tab
2. Click Reports, then User Reports from the left menu bar
3. Click the Search button to search and locate the Custom Certificate of Completion report
4. Click one of the following icons in the Action column
   View: To view the report in the same window.
   Popup: To view the report in a new window.
   Preview: Hover over the button to view a preview of the screen.
5. Start Date: Click the calendar icon to select the desired start date
6. End Date: Click the calendar icon to select the desired end date
7. Users: Click the Select button to select the desired user, organization unit, or group
8. Activities: Click the Select button to select the desired activities
9. Show Latest Completions Only: Keep checked to avoid printing duplicate certificates if the activity was completed more than once in the selected date range.
10. Click the View Report button
11. The first certificate will appear.
    
12. Click the right arrow in the Next Page section to view each certificate.
13. Click the Printer icon and follow the on screen prompts to print one or more of the certificates
14. Click the Close button

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EDIT THE CUSTOM CERTIFICATE

A Master can edit any certificate design. Note the above screen shot.

An Admin can only edit the custom certificates they have added to the LMS.

In the example above, note that the custom certificate screen displays an Edit button to the left of one of the certificates and a View button to the left of the other certificate. Any certificate that displays a View button means that certificate was added by another administrator and can only be modified by a Master or that administrator. 

Follow these steps to edit a custom certificate:

1. Click the Administration tab
2. Click Tracking and Completions, then Certificate Design from the left menu bar
3. Search to locate the desired certificate design to be edited
4. Click the Edit button to the left of the desired certificate design
   Note: if you see a View button instead of an edit button, you will not be able to edit the design.
5. Make any desired changes. You can edit the organization unit it applies to, you can edit the name and you can replace the template.
   Note: You will get an error message if you try to apply a certificate design to an organization unit that has already had a customer certificate design applied to it.
6. Click the Save button
7. Click the Close button after you receive the confirmation of the saved change.

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DELETE THE CUSTOM CERTIFICATE

Only a Master administrator can delete a custom certificate. Please contact your master administrator if you are unable to delete the custom certificate.

Follow these steps to delete a custom certificate:

1. Click the Administration tab
2. Click Tracking and Completions, then Certificate Design from the left menu bar
3. Search to locate the desired certificate design to be deleted
4. Click the Delete button to the left of the desired certificate to be deleted
   Note: If the red Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete custom certificates.
5. Click the Yes button on the confirmation screen
6. Click the OK button on the confirmation screen
7. The certificate will be deleted from the Certificate Designs screen

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DOWNLOAD THE CURRENT DESIGN

You can download the current design of an existing custom certificate if you would like to change that design in some way.

Follow these steps to download the current design:

1. Click the Administration tab
2. Click Tracking and Completions, then Certificate Design from the left menu bar
3. Search to locate the desired certificate design to be downloaded
4. Click the Edit button to the left of the desired certificate design
5. Click the Download the Current Design button at the top of the screen
6. Follow your browser's onscreen prompts to open and rename and save the .png template to a file folder on your local hard drive or network location.
7. Click the Close button 
8. Follow the steps to Create Your Design to change the design and Edit the Custom Certificate to replace the existing certificate.

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