Sonoma Partners Microsoft CRM and Salesforce Blog

Dynamics 365 - Learning Path Authoring Basics

With the release of Dynamics 365, Microsoft has added new authoring capabilities to the previously released Learning Path feature.  Additionally, head over to the CRM Roadmap site, or the CRM What’s New site to see more of the features that have recently gone live.

Learning Path, initially released in the Dynamics CRM 2016 Spring release, was a tool to provide rich contextual based training (walkthroughs, videos, and articles) directly inside of the application.  This was intended to allow new users of CRM (or users of a trial org) to get used to the application quickly.

One thing that was missing from that release, was the ability for organizations to author their own custom content.  That gap has now been filled with the December 2016 release of Dynamics 365, and we’ll discuss the authoring process in more detail below.  Please note, that with the initial release of Dynamics 365, this functionality is in it’s initial release, and you may run across some small hiccups along the way.  I anticipate this functionality to only improve with future releases.

Note, that Learning Path (including Authoring) is currently only available for Dynamics 365 Online.

 

Enable Learning Path Authoring

First off, you need to enable Learning Path Authoring in your organization.  To do this, navigate to Settings –> Administration –> System Settings.  Under the General tab, there’s a Set custom Help URL section where you can Enable Learning Path and Enable Learning Path Authoring.

image

You can enable Learning Path or customizable Help, but you’re can’t enable both at the same time.  Therefore, Use custom Help for customizable entities and Append parameters to URL must be set to No.

If you navigate to the Learning Path Content Library (Training –> Learning Path –> Content Library), you may get a message about not being in the O365 Learning Patch Authors security group.  If so, you must open the O365 Admin Center, click on Groups on the left, and select the Learning Path Authors group.  Click Edit in the Members area, and add the user that you’d want to be a Learning Path Author.

image

In addition to being in the Learning Path Authors O365 group, users will need to have a permission enabled on their Dynamics 365 Security Role.  They’ll need to have the Learning Path Authoring permission at the bottom of the Customizations tab.

You can navigate to the Content Library via the Site Map as instructed above (under the Training area), or you can get to it via any sidebar by clicking the Content Library Button.  You can open the sidebar by clicking the ? in the top right corner to the right of the Settings gear icon.

image

Content Library

Once learning path is enabled, you can navigate to Training –> Learning Path –> Content Library to see all the Guided Tasks and Sidebars created for your organization.  There are two types of Learning Path Content:  Guided Tasks and Sidebars.

  • Guided Task:  These bubbles walk users through elements of the application in a step by step fashion. They can be kicked off from a sidebar, navigating to a page, or clicking a link on a page.
  • Sidebar:  These are help instructions that fly in from the right side of the application.  These are displayed when the user clicks the Sidebar button or if there’s an error displaying the intended Sidebar.

From the Content Library, you can create a new Guided Task or a new Sidebar (we’ll go into more detailed explanation of creating a Guided Task and a Sidebar in a subsequent blog), but we’ll give a high-level introduction to the content library, and managing content in this post.

image

Clicking on the content name opens the content to be edited.  You can also take specific actions on content from here via the Manage menu, specifically:

  • Check in:  New content appears with a red lock next the name which indicates it’s checked out and not visible to anyone else.  You must check in content before publishing.
  • Delete:  Deletes the selected content.
  • Export:  Exports the selected content to a ZIP file so that it can be imported in another environment.
  • Import:  Imports previously exported content into this environment.

Content can be localized into the language the users have selected in their Dynamics 365 personal options.  This can be done by clicking the Localize button, and then either Export or Import.

Publishing

Before you can publish new content, you must first check it in.  After you check in your content, you use publishing environments to publish the content for the end user to use.

Publishing Environments are a collection of Dynamics 365 Organizations that you want to group together for use when publishing Learning Path content.  The organizations that are visible are those that are all visible in your O365 account.

To view and configure your Publishing Environments, navigate to the Content Library, then Configuration, and finally on Publishing Configuration.  From here you can view, edit, create, and delete Publishing Environments.  By default, a single Publishing Environment is created with the Unique Name of your organization.

image

After setting up your Publishing Environments, when you’re in the Content Library, you can click on Publish to publish content which makes the modifications made to content visible to end users.  When publishing, you can select one or many Publishing Environments to publish to.

image

A good best practice for publishing would be to create your content in a Sandbox first, and then you can publish to Dev/Test/UAT to test the content, and when it looks good, finally publish it to Production.

Security Roles

Learning Path Content is associated with Security Roles.  If users are associated to multiple security roles, they’ll see the Learning Path Content associated with all security roles.  If different content is created for different roles on the same Dynamics 365 page or screen, users will see the content associated with the role with the higher precedence. 

Navigate to the Content Library, click on Configuration, and you’ll see the roles and their precedence order.  From here you can click on Sync Roles to synchronize the Dynamics 365 Roles with Learning Path.  You can also click on the arrows to move the roles up or down in precedence, as well as click the trash can icon to remove the role from Learning Path (note that this doesn’t delete the role from Dynamics 365, but simply from the Learning Path designer to define how content is displayed to users).

image 

Additional Resources

The following additional resources are available to learn more about Learning Path Authoring.

Final Thoughts

Learning Path has great potential, and the addition of the ability to create your own content makes this feature much more valuable.  I can see the need to create custom content for most of our customer deploys.

For more information on this topic, please see the other posts we’ve made about Learning Path:

Topics: Microsoft Dynamics 365 Microsoft Dynamics CRM Microsoft Dynamics CRM Online