How to Manage the Central Repository

Discover how the Central Learning Object Repository works

Last Updated

July 19th, 2017

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8 min

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Introduction

The Central Repository, or Central Learning Object Repository (CLOR), is a core feature enabled by default in your Docebo LMS. It’s available only for those using Docebo version 6.9 or higher. In the CLOR, you’ll find all of your learning objects (training materials) in one place. That being said, learning objects are not only local to courses, but they can also be global on the LMS.

Please note that only Superadmins can manage the CLOR. Power Users and Instructors do not have access to the CLOR. They cannot push or pull learning objects to the CLOR from courses. To access it, reach the Admin menu by scrolling your mouse over the gear icon in the left sidebar. In the E-Learning section, press the Central Repository subitem.

clor admin menu

In the CLOR, you can find all training material uploaded directly into the CLOR as well as categories dividing these training materials. You’ll notice that the categories are shared from the categories you created in the Courses area of the platform.

You can add new categories in the CLOR, which will automatically be replicated in the Courses area of your platform (and vice-versa: if you create a new category in the Courses area it will automatically be replicated in the CLOR). It’s important to note that while you can upload and manage learning objects in the CLOR, you must still manage the order of your learning objects within a specific course in that course’s area on the LMS. You cannot do so from the CLOR.

Adding New Training Material in the CLOR

The process of uploading new training material is identical in the CLOR as it is within a specific course. First, make sure you’ve selected the correct category in which you want to place your new learning object from the category list on the left side of the page.  Then, press the Add Training Material button on the right side of the main CLOR page. Here, you will see the process is identical as to if you were adding training material within a specific course.

clor add training material

From the dropdown menu that will appear, select whether you want to upload, import, or create a new learning object by selecting the type of object. Complete the process of uploading, importing, or creating the learning object by filling out as much information as possible in each pop up box and tab. If you need some guidance, you can read more about the process of uploading training materials here. When you’re finished, press Save Changes.

Editing or Deleting Learning Objects in the CLOR

After you create your learning object, it will appear in the list of learning objects on the main CLOR page. Each learning object will have it’s own row in the list, where you can click on the icons in the row to manage, edit, or delete the learning object.

clor edit delete

You’ll always see the name of the learning object and the icon to the left of the name representing the type of file. Likewise, you will see the red X at the end of a row that allows you to delete a learning object (you will be asked to confirm this action before actually deleting the object), the cross icon that allows you to drag an object and assign it to a category, and the edit icon to edit the object. Please note that editing the object using the corresponding icon (the pen and the paper icon) will allow you to edit the information that you input when you first uploaded the file. Let’s walk through the rest of the icons in a learning object’s row and their functionalities.

Managing the Usage Column

The usage column shows you in how many courses a learning object is placed. For Example, if a learning object’s has a link reading 3 Courses in the usage row, it tells you that the learning object is currently placed in three courses on the LMS. When you click on the usage link in each row, a pop up box will appear providing you with a list of courses in which the learning object is placed. Each course’s row will have the course’s name and which version of the learning object is in that specific course (we’ll explain the concept of object versions in a minute).

clor usage column

You can click on the name of the course to go to that course’s main page, where you can manage the learning object within the course. Additionally, you can use the search bar in the pop up box to search for a specific course from the list.

Managing the Training Material Preview

The training material preview icon is the play button icon in a learning object’s row. When you click on this icon, a pop up box will appear to show you the graphic preview of what your learning object looks like on your platform.

clor lo preview

If you have multiple versions of the same object, you can select which version you want to preview using the Select Version drop down menu on the top left side of the pop up box. In the Version Details section, you’ll see how many courses in which this version of the learning object is placed as well as who uploaded this version.

Pushing a Learning Object to Courses from the CLOR

To push a learning object to multiple courses in one action, you can use the arrow icon in the learning object’s row in the list. When you click on this icon, a pop up box will appear. Start by selecting which version of the learning object you want to push using the Select Version drop down menu on the top left part of the pop up box. Again, when you select the version, you will see the version details to the right of the drop down menu.

Push versioning

Then, choose which courses from the list of courses in which you would like to place the learning object by flagging the check box in the course’s row. You can search courses using the search bar on the right side of the course list. When you’ve selected all of the courses, press the Next button. You should receive a message confirming that your learning object has been successfully pushed to the courses.

Push objects into courses

Pushing Multiple Learning Objects to Courses in One Action

If you’re wanting to push multiple learning objects to either one or multiple courses using one action, do so by clicking on the Push Training Materials to Courses button in the action bar on the top of the main CLOR page. In the pop up box, select the training materials that you’re wanting to push from the list of learning objects (they are divided by categories, which you can select on the left side of the page) by flagging the check box in the object’s row. Use the drop down menu at the top to filter by type of training material, or you can search for specific learning objects using the search bar.

Please Note: You can only select and push up to 10 learning objects at a time when pushing multiple learning objects to courses

clor push materials

Once you’ve selected all of the training material you’re wanting to push, press the Next button to continue. Then, select the courses in which you want to place the learning objects using the courses list. Please refer to the section above if you need help completing this action. When you’re selected the courses, press the Next button again. You should receive a message confirming that your learning object has been successfully pushed to the courses.

Creating Multiple Versions of the Same Learning Object

Some types of learning objects can have multiple versions in the LMS. Files types that allow multiple versions are the following: SCORM, AICC, XAPI (TIN CAN), File, Video. For these items, the first version of the learning object that you upload in the LMS is automatically Version One of the object. You will see the circular arrow icon in the learning object’s row in the CLOR list. When you press this icon, you can see the versions of this object as well as the details for each version.

Please Note: This icon is disabled (greyed out) for learning object types that do not support versions. This is the case for any learning object that was published to the LMS by an authoring tool using the PENS Standard, as PENS does not support learning object versioning. 

To upload a new version of a learning object, find the object in the main CLOR list and click on the edit icon in the object’s row. Then, select the Upload button to upload the new content, and add title and description.

Upload file

You will have the option to flag whether this new version can overwrite the existing learning object (version one), or if you want to create a new version of the object. If you flag the latter option, fill out the text boxes that will appear regarding the name and the description of the new version.

New version

When you’re finished, press Save Changes. It’s important to note that the learning object in your LMS will remain the same. Only the physical content of the learning object can be versioned. You can edit and delete versions of content by clicking the circular arrow icon in the learning object’s row in the CLOR list, then clicking on the corresponding icons in a version’s row on the Version History page.

Versioning

Please note that if you delete a specific version of a learning object, it will delete the entire object from any course in which it was previously placed. You can also add specific versions of learning objects to one or multiple courses using the process described above (See Section: Push Training Material Icon).

Filtering Learning Objects in the CLOR List

Learning objects in the list on the main CLOR page are automatically categorized using the categories created by you. To view the training material within a specific category, click on the folder in the category section on the left side of the page. To filter which learning objects you can see in the list, you can filter by file type using the drop down menu at the top of the list. You can also choose whether or not you want to view the Descendants by switching the toggle from Yes to NoLastly, you can search for a specific learning object (by object code or name) using the search bar at the top of the list.

Share Tracking for Learning Objects

All learning objects on the LMS are now share tracked. What does that mean? If you have the same learning object (or version of a learning object) in multiple courses, and a user completes the learning object in one course, it will automatically be marked as complete in the rest of the courses where that learning object is placed.

This is the default setting for all learning objects, and it’s set at the version level. Because of this, it is vital to be very careful when resetting user data regarding content completion.

The only exceptions to share tracking are surveys. For surveys, you need to flag the option to have local tracking on a survey rather than share tracking when creating the survey. To learn about creating surveys within a course, refer to this manual. To create a survey in the CLOR, click on the Add Training Material button on the right side of the main CLOR page, then select Survey from the dropdown menu.

On the Create Poll page, add a title and description for your survey, then flag whether you want the option to be tracked locally or share tracked (we suggest locally so you can have more accurate survey results for each course). Complete the information in the Additional tab, then press Save Changes when finished.

Survey

Please Note: Once you decide whether to create a survey that is tracked locally or share tracked, you cannot edit the tracking later. You must delete the survey and recreate it in order to change the tracking preferences.

How Share Tracking Affects Reports

Now in Course Reports, you can see which content version a user completed if a learning object has multiple versions that are used in different courses. Likewise, if a user completes a learning object (such as a test) in one course, it will still show up as completed in reports for other courses.

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