Manage Learning Content

This job aid helps users create and manage learning content. This job aid covers how to create lessons, courses, and programs. Lessons are items of learning content that users can access as a single unit or part of a course (e.g., course guide, recorded lecture, etc.) Courses consist of lessons and can be digital (self-paced) or blended (instructor-led in an in-person or virtual classroom). Programs are a group of courses and lessons that make up an entire curriculum.

• Initiator(s): Learning Coordinator, Learning Administrator
• Approver(s): N/A

Create a digital course

To create a digital course, log in to Workday and complete the following steps:

1. Search for and select Create Course using the search bar.
2. Select Create Digital Course.
3. Click OK.
4. On the Create Digital Course page, enter a Course Title.
   NOTE: UMCES, UMCP, UMES, and USMO share one Learning Catalog. To help users search for relevant content, use your campus/department as the prefix. The prefix also determines which logo goes on the learning completion certificate. If a prefix is not used, Workday will assign a generic logo. We also recommend including the mode of delivery. For example: UMCES/OHR: Course Title (DIGITAL).
5. Optional: Select a Skill Level.
6. Enter a Description.
   NOTE: Include contact information in the Description and skip the Contacts field later. If the course has a cost, include the course cost in the Description.
7. Select Topic(s).
   NOTE: All courses must be assigned to at least one topic. Every effort should be made to choose a topic from the existing list, but if none are suitable, contact the Learning Administrator.
   NOTE: Skip the Security Category field. If you need course level security, contact the Learning Administrator.
8. Optional: Select Skill(s).
9. Select a Language. Select English (United States) if delivered in English.
10. Optional: Select Exclude from Recommendations to prevent this from appearing on learner’s Recommended For Me worklet. Select Exclude from Search and Browse to hide this course from the Browse Learning Content report.
11. In the Cover Image section: Optional: Click Select files and upload a cover image.
    NOTE: Course owners may either use course images they have developed or visit the Course Image Library for additional images if needed.
    NOTE: For a clear cover image, make the image you want learners to see 1440x810 and change the canvas size to 1600x1900 before uploading to Workday. The default crop handles on the cover image will be exactly 1440x810.‌
12. Select a Status.
    NOTE: Open status allows learners to enroll. Closed does not allow learners to enroll.
13. Select the Requires Enrollment box or uncheck to make it an on-demand course.
    NOTE: We recommend requiring enrollment in order to better report on course enrollments.
14. Enter a Course Number using the format Partner-Division-Department-Course Title. Scroll to the bottom of the Create Digital Course page. Note that there are additional sections and fields available to edit in the Create Course such as Expiration Rules, Cost, and Pricing. For courses that require this setup, please submit a case for assistance.
15. Click Add Lesson.
16. Select a Lesson Type.
17. Optional: Select Enforce Lesson Order to require Learners to complete lessons sequentially. Depending on what Lesson Type is selected, you will be prompted to input different lesson details.
    • Media: Media lessons can be packaged content (SCORM or AICC), videos (MP4, AVI, FLV, MOV, WMV, etc.), or documents (DOC, XLS, PDF, PPT, JPEG, etc.). Note: If there are multiple graded lessons within one course (e.g., two SCORM files that both have a graded quiz), only one of those lessons can deliver a course grade (if tracking course grade/score). Please adhere to your organization's Acceptable Use and Accessibility standards when creating and uploading media.
    • External Content: External Content lessons require a Content URL that links out to external content (ex: a YouTube video or a Google Drive document as a reference).
    • Survey: Surveys must be created before creating a course. Once created, it will appear in the Surveys field. For more information on how to create and manage surveys, review the Create a Survey job aid.
    • Acknowledgement: Designed to document a Learner's acknowledgement as it relates to an Acknowledgement statement. Learning Coordinators must provide a lesson title, an acknowledgment statement, and a confirmation text for the check box that learners will select to acknowledge the statement before completing the lesson.

Once all required and applicable information is populated, click Submit to create the course.

Next steps

Your role as initiator and this process is complete. Learners can now access this course by searching for the Browse Learning Content report, or you may share the course page with them directly by using the Content URL.

Edit a course

To edit a course, log in to Workday and complete the following steps:

1. Search for and select the Edit Course task using the search bar.
2. On the Edit Course window, select a Course.
3. Click OK.
4. On the Edit Course page: Make any applicable edits to the course.
5. When updating a blended course, you must update the Version and Version Notes fields. Update the Version field to the next number (e.g., if it was previously Version 2, update to Version 3).
   NOTE: Versioning is not yet available for self-directed courses. When editing a digital course, any changes will become immediately available to all learners.
6. Enter Comments noting any changes made to the course.
7. Click Submit.

Next steps

This process is complete. For digital courses, the changes will be reflected immediately. For blended courses, newly scheduled offerings will reflect the latest version.

Create a blended course

To create a blended course, log in to Workday and complete the following steps:

1. Search for and select Create Course using the search bar.
2. Select Create Blended Course.
3. Click OK.
4. Enter a Course Title.
5. Optional: Select a Skill Level.
6. Enter a Description.
   NOTE: Include contact information in the Description and skip the Contacts field later. If the course has a cost, include the course cost in the Description.
7. Select Topic(s).
   NOTE: Do not select Skill(s). Although Skills Cloud is enabled, please do not use this feature until further notice. You may list skills and learning objectives in the course or lesson descriptions.
8. Select a Language. Select English (United States) if delivered in English.
   NOTE: If employees have updated their language preferences, all Workday delivered fields are automatically translated. Any new text would need to be translated if applicable.
   NOTE: If this course is being offered in multiple languages, create a separate course in each language and set up a course equivalency using the Manage Equivalency Rules job aid.
9. Optional: Select the Disable Express Interest box to not allow learners to express interest in the course.
   NOTE: We recommend you keep this enabled to track what courses are of interest to learners.
10. Select an Effective Date.
11. Optional: Select a Time Value. If you select a Time Value, enter a Duration Number.
12. Optional: Select the Enable Auto-Enrollment from the Waitlist box to auto-enroll learners that have been waitlisted when a seat opens.
    NOTE: When left unchecked, Instructors will have to manually enroll learners from the waitlist.
13. Optional: Select a Version Schema.
14. Enter a Custom Version Label. This is a manual text field and will not auto-populate or automatically sequence in order.
15. Optional: Enter Version Notes.
16. Optional: Click Select Files and upload a cover image
17. Enter a Course Number using the format Partner-Department-Course Title.
18. Optional: Enter a Minimum Enrollment Capacity.
19. Optional: Enter a Maximum Enrollment Capacity.
20. Optional: Enter a Waitlist Capacity.
21. Optional: Select the Unlimited Capacity box.
    NOTE: When you select unlimited capacity, the other capacity fields will update to zero.

For courses with a cost, scroll to the Cost section and complete the following steps

NOTE: You must contact the Learning Administrator before creating a new course with a cost as the Learning Enrollment Request form will need to be updated.

1. Click Add Row (the + icon).
2. Select a Course Enrollment Cost for the Item.

For courses without a cost, skip to the Lesson Details section

1. Select Allowed Instructors.
2. If applicable: Select Allowed Assessors.
   NOTE: Assessors are only required for courses with Training Activity lessons.
3. If applicable: Select Allowed Locations.
   NOTE: Leave Allowed Locations blank if course occurs in variable locations.
   NOTE: Submit a Case about Workday if additional training rooms need to be added to the system.
4. Optional: Select Enforce Lesson Order to require Learners to complete lessons sequentially.
5. Click Add Lesson.
6. Select a Lesson Type. Like digital courses, depending on the Lesson Type selected, you will be prompted to input different lesson details. Below are additional lesson types available for a blended course:
   • In-Person Classroom (Instructor Led): These lessons are held in person with an instructor and location.
   • Training Activity: These are assessments, observations, or demonstrations for when a learner must demonstrate a manual training skill.
   • Virtual Classroom (Instructor Led): These lessons are held in a webinar format.
7. Enter the required information depending on the lesson selected.
8. Click Submit.

Next steps

Your role as initiator and this process is complete. Use the Schedule and Manage Course Offering job aid to schedule an offering for this blended course.

‌Create a program

To create a program, log in to Workday and complete the following steps:

1. Search for and select Create Program using the search bar.
2. Enter a Program Title.
3. Optional: Select a Skill Level.
4. Enter a Description.
   NOTE: Do not select Skill(s). Although Skills Cloud is enabled, please do not use this feature until further notice. You may list skills and learning objectives in the course or lesson descriptions.
5. Select Language(s). Select English (United States) if delivered in English.
6. Select Topic(s).
7. Optional: Enter a Version number.
8. Optional: Enter Version Notes.
   NOTE: Version Notes are typically used when editing an existing program and taking notes of what has changed with the version.
9. Select an Effective Date.
10. Optional: Select a Time Value.‌
11. Click Select Files and upload a cover image.
    NOTE: For a clear cover image, make the image you want learners to see 1440x810 and change the canvas size to 1600x1900 before uploading to Workday. The default crop handles on the cover image will be exactly 1440x810.
12. Select a Status.
13. Select the Requires Enrollment box if you want to require enrollment in the program.
14. Enter a Program Number.
    NOTE: The Program Number format is Partner-Department-Course Title.
15. If applicable, select Enforce Content Order.
16. Click Add Content.
17. Select a Content Type.
18. Enter Content Order.
    NOTE: If Enforce Content Order is not selected above, learners can skip between lessons in any order, unless it utilizes pre-requisites. To learn how to set up course pre-requisites, refer to the Set Up Pre-Requisites job aid.
19. Select Content.
20. Optional: Select the Requires Successful Completion box.
21. Optional: Select the Recognize Course Expiration Dates box.
22. Optional: Recognize Previous Completions box.
    NOTE: By checking the Recognize Previous Completions box, if a learner has completed a course in the Program, it will automatically show as complete.‌
23. Continue to add content to the program. Once you have added all the content, click Submit.

Next steps

Your role as initiator and this process is complete. Learners can now access this program.

Create a lesson

To create a lesson, log in to Workday and complete the following steps:

1. Search for and select Create Lesson using the search bar.
2. Enter a Title.
3. Select Topic(s).
   NOTE: All courses must be assigned to at least one topic. Every effort should be made to choose a topic from the existing list. If none of the topics are suitable, contact the Learning Administrator.
4. Select a Language. Select English (United States) if delivered in English.
5. Enter a Description.
   NOTE: The Description should provide a brief summary of the lesson and learning outcomes. See the example provided.
   NOTE: Do not select Skill(s). Although Skills Cloud is enabled, please do not use this feature until further notice. You may list skills and learning objectives in the lesson descriptions.
6. Optional: Select Exclude from Recommendations to prevent this from appearing on learner’s Recommended For Me worklet. Select Exclude from Search and Browse to hide this course from the Browse Learning Content report.
7. Click Select file and upload a file as the lesson media.
   NOTE: Remember that lessons are stand-alone pieces of content and cannot have instructor-led components, nor do they support packaged content such as SCORM or AICC. Acceptable media file types include: MP4, PowerPoint, Word, PDFs, etc.
8. Optional: Click Select files and upload a file as a cover image.
   NOTE: For a clear cover image, make the image you want learners to see 1440x810 and change the canvas size to 1600x1900 before uploading to Workday. The default crop handles on the cover image will be exactly 1440x810.
9. Click Submit.

‌Next steps

Your role as initiator and this process is complete. Learners can now access this lesson.