Create Learning Courses

Administrator Guide

Create learning instructors.

See: Steps: Set Up Learning Instructors.

Create any videos or documents that you want to include as media lessons.

To add additional data that is specific to your organization, you can create custom fields for learning courses. You can only use these custom fields in calculated fields for your learning content.

To get feedback on a course, course offering, or lesson, or to evaluate learner knowledge, you can add a survey. Before adding a survey as a lesson, access the

Create Survey

task. Create and launch the survey and select the

Send via link

option. Workday generates a link that Learning uses to enable you to add the survey as a lesson. You don't need to copy the link.

Coordinate with your external content provider to ensure they can send tracking statements to Workday by using the Lesson Trackings
REST API.

Security: These domains in the Learning Core functional area:

Learning Access

Manage: Learning Content

Set Up: Learning Catalog

Manage: Learning Course Enrollments

Create a course and add lessons.

When your tenant supports Workday Learning, powered by Sana, you can add a

Sana Content

lesson to a digital or blended course. Add the lesson from submitted Sana content in the

Learning Admin Hub

, or select

Sana Content

lesson when you add lessons on the course Steps: Manage Sana Content in Workday.

Access the

Create Course

task.

As you complete the task, consider:

Option	Description
Course Type	Select either: Create Blended Course : Enables you to include these lesson types: External Content . In Person Classroom (Instructor Led) or Virtual Classroom (Instructor Led) . Media (video, packaged content, and documents). Survey . Acknowledgment lessons, which allow learners to acknowledge their understanding of learning content. Training Activity lessons enable you to upload documents such as assessments, observations, or demonstrations for when a learner must demonstrate a manual training skill that a live trainer must sign off. Example: Warehouse forklift driving. A trainer teaches a learner how to drive a forklift and then the learner demonstrates their forklift driving ability. The training materials for this training activity lesson could include PDF documents such as a Warehouse Demonstration Manual that the learner must study, and a Forklift Assessment Checklist that the trainer uses to assess the learner's forklift driving. The trainer uses this live assessment to give the learner a Pass/Fail for the training activity lesson in Workday. A blended course is a template from which you can create unique course offerings. You can schedule offerings in different locations for instructor-led classroom training, and at different times, for both classroom training and webinars. Learners can then select the offering they want to enroll in. You can also use a blended course to create a digital course with different versions that contain only digital content. The blended course can contain any lesson combination of external content, media, and surveys. All course offerings relate to a blended course, so you can report on the course as a whole. Workday applies effective dating to blended courses, so you can: Report on their changes over time. Schedule course offerings based on the course version that you're viewing. A course version is effective until you add a new version. If you add a new version for a course, Workday replaces the current version. The current version expires unless its Effective Date is in the future. In that case, it remains available for editing so that you can plan future enhancements to the course. Create Digital Course : Enables you to include any lesson type except Instructor Led and Training Activity lessons. You don't need to schedule digital courses, so course offerings don't apply.
Skills	(Optional) You can tag skills to your course using 1 of these prompt options: By Category : To access pre-existing tenanted skills. Recommended Skills : Machine learning produces a set of recommended skills based on the title and description of your content. Create Maintained Skills : Enables you to create a new tenant-specific skill. Security: Set Up: Skills and Experience domain in the Worker Profile and Skills functional area.
Language	(Optional) You can tag 1 or more languages to your course, enabling learners to find it when they browse the learning catalog by a specific language.
Security Category	To restrict access to the course by security category segment, either: Select a security category. Click Create Learning Security Category to create a new category and restrict the category and course by security segment. Workday doesn't apply effective dating to this prompt, so changes to blended courses affect all course offerings.
Exclude from Recommendations	Workday populates these content container worklets on the Learning dashboard with recommendations for relevant learning content: Based on Your Interests Most Popular Popular in Your Role Recently Added Recommended for You Workday also includes learning recommendations on these reports: Opportunity Graph (in the Popular for This Role section). View Competency . Select this option to exclude the course from the results.
Exclude from Search and Browse	Select this option to exclude courses from appearing in the Browse Learning Content report and global search results. Administrators, assessors, and instructors for excluded courses can still view it using global search. If you've customized the Browse Learning Content report for your company, Workday recommends that you manually update the Exclude from Search and Browse filter on pre-existing reports.
Disable Express Interest	(Optional) For offerings on blended courses, select this check box to disable the Express Interest button for learners.
Version Schema	(Optional) For blended courses, select a version schema. See: Create Version Schemas for Blended Courses
Custom Version Label	You can specify a unique name for your versioned content so that learners can more easily identify which version to consume.
Version Notes	(Optional) For blended course types, enter rich text notes about the Version .
Effective Date	You can specify a date in the future to postpone availability for scheduling course offerings.
Time Value	(Optional) Helps learners gauge the amount of time they need to complete all of the lessons in the course, including any instructor-led lessons and digital content. Depending on how long you think the class lasts, overestimate and round appropriately. Example: if you select Minutes , round to the nearest 5 or 15 minutes when entering Total Course Duration .
Retrain Window Value	(Optional) Enter a number of either weeks or months to specify the time period of the retrain window. The retrain window triggers retraining content to display on the Required For You slider within the defined window. The Retrain Window recognizes a successful completion for initial assignments and retraining assignments if a learner completes the content when the Retrain Window is open.
Weeks/Months Before Expiration	Select either weeks or months in relation to the Retrain Window Value.
Enable Auto-Enrollment from the Waitlist	For blended course types, select this check box to enroll learners from a waitlist automatically when space in a course offering becomes available. Ensure that you also set the Waitlist Capacity field.
Minimum Enrollment Capacity	The minimum number of enrollments that make the course offering viable. The default is zero. If the number of enrollments doesn't meet this value, the course offering can still go ahead as scheduled. The value is for reporting purposes only.
Maximum Enrollment Capacity	For blended course types, specify the maximum number of learners who can enroll in a course offering. Enter a value greater than zero to enable learners to enroll.
Course Number	(Optional) Your company can use your own numbering scheme for courses. Enter the number that your company uses to identify the course.
Status	Indicates whether the digital course is: Open: Open for enrollment. Closed: No longer available for enrollment. On the Learning dashboard, learners who enrolled in a course, then started or completed it, can continue to access the course from the Progress menu.
Requires Enrollment	For digital courses, this setting indicates whether the course: Requires enrollment (the default). The Enroll in Content business process applies to learner enrollments. Is available on demand. If you clear the check box, when learners begin the on-demand course, Workday creates an enrollment record in the background to support robust reporting.
Waitlist Capacity	For blended course types, this value specifies the number of spaces on the waitlist. Enter a number greater than zero to configure a waitlist for the course.
Expiry Period	(Optional) Specify an expiry period that applies to enrollments for this course. You can create expiration rules that define learner group rule conditions and expiry periods for each group, on these grids: Advanced Learning Expiration Rules Advanced Learning Expiration Rules for Extended Enterprise Learners Access the Create Learner Group Rule task from the Learner Group Rule prompt to define condition rules, or select an existing rule. For extended enterprise learners, use the Create Extended Enterprise Learner Group Rule task. Workday automatically adjusts the expiry period of the course for learners who meet the rule conditions of a learner group rule. The expiration date, duration, or recurrence frequency setting is the default expiry period of the course for learners who don't meet the learner group rule conditions for any expiration rule.
Unlimited Capacity	(Optional) Indicates that there's no limit to the number of learners that can enroll in a course offering. Selecting this check box overrides the Maximum Enrollment Capacity value.
Units	Add the available unit types, or add additional unit types to the Units grid. Use the Manage Other Unit Types task (secured to the Set Up: Learning Catalog domain) to add additional unit types. When you add units to a course or course offering, Workday displays them on the View Course report so that learners understand the units associated with the content and their value.
Cost	Add the sales item to the Cost grid when creating or editing a course. Use the Create Sales Item task (secured to the Set Up: Sale Item domain) to create sales item to add it to the Cost grid. Course costs enable you to itemize and track the internal costs associated with offering a course. The total cost of the sales items that you add to a course is visible to learners who browse learning content. If you add multiple sales items to a course, you will only be able to report on the total of the sales items as you can't itemize sales items in custom reports.
Pricing	Enter the number of training credits that the course is worth in the Price (Training Credits) field. You can use these grids to set prices for groups of learners that are different from the default course price: Advanced Pricing Rules for Workers Advanced Pricing Rules for Extended Enterprise Learners Use the Create Worker Pricing Rule and Create Extended Enterprise Learner Pricing Rule tasks (secured to the Manage: Learning Pricing Rules domain) to configure condition rules for use in advanced pricing rules. This Pricing section only displays when you enable pricing configuration for at least 1 person type on the Edit Tenant Setup - HCM task. Select Enable E-Commerce check box to add a mandatory prerequisite step of completing a successful payment through a payment processor before the learner can consume the content. Enable E-Commerce check box only displays when you configure E-Commerce for Learning on the Maintain E-Commerce for Learning task.
Lesson Details	You can add multiple instructor-led and training activity lessons to blended courses. Before you add these lesson types, specify: Allowed Instructors: Who can teach the classroom training and webinar lessons in the course. Allowed Assessors: Who can assess the training activity lessons in the course. Location: Active business sites where you can schedule classroom training for offerings.
Enforce Lesson Order	Select this check box to apply the order number sequence defined in the lesson order. When selected, learners can't access self-directed mandatory lessons (including media, surveys, and external link lessons) until they complete the previous required content. When the course contains any virtual or in-person instructor-led training lessons, subsequent lessons are available after the end date of the instructor-led lesson. When the course contains any required training activity lessons, subsequent lessons are available after grading and attendance is completed. To enforce the lesson order you need to have, at least, 2 mandatory lessons, with one of them being self-directed.

(Optional) In the

Competencies

grid, add competencies that relate to the course. Workday tags the course and course offering with the competencies that you add.

Click

Add Lesson

to add 1 or more lessons.

As you complete the lesson details, consider:

Option	Description
External Content	Enables you to link to external content or existing lessons by adding their URL to the Content URL field.
Sana Content	Content authored in Sana Create and submitted to Workday Learning. You can add an instance of Sana content to only 1 course. Available only with Workday Learning, powered by Sana subscription.
Enable External Completion	Select this check box to prevent the external lesson from automatically completing when a learner clicks the link. Selecting this check box allows Workday to receive tracking data, such as scores and grades, from external providers via the Lesson Trackings REST API.
Lesson Order	Sequences the lessons within the course. The lessons display in sequence from 1-n by default. You can reorder the sequence, if necessary by changing the number in this field. To ensure learners complete the required lessons in the designated sequence, select the Enforce Lesson Order check box.
Make Lesson Mandatory	Indicates whether the lesson counts towards the course completion. Clear the check box if you want to make the lesson optional. You can add both mandatory and optional lessons.
Media	If you select a media file from Drive, to avoid access errors, ensure that you or the media owner shares the file in Drive with other learning administrators who might need to review and approve the course as part of the Manage Course business process. Restrict access to media content using: The Edit Settings button on the View Media report. The View Media button on the administrator view of the learning content. Setting the Restrict Access flag to Yes ensures that Workday restricts content based on the authentication policy.
Provide Course Grade	For media lessons, you can select the Provide Course Grade check box to nominate the lesson as the one that provides the overall course grade if it is: A video that contains multiple choice questions as video interactions and has a Passing Score value set. Packaged content. For external content lessons, select this check box to make the grade received from the external provider the official grade for the entire course. You can only select this option after you select the Enable External Completion check box. Grading logic: For courses with both media lessons and external content lessons, to provide a grade for the course, select the Provide Course Grade check box for only 1 lesson. For courses with external content lessons and instructor-led lessons, to provide a grade for the course, select either the Provide Course Grade check box for 1 external content lesson or the Track Grade check box for 1 or more instructor-led lessons.
Track Attendance	Indicates whether to record attendance for the instructor-led lesson for learners who enroll in the course.
Track Grades	Indicates whether to record grading details for the instructor-led lesson for learners who enroll in the course. If you select the check box, the primary instructor or a learning administrator must provide the overall course grade. The Grading Scheme that you can use to evaluate learner proficiency for the lesson is currently limited to Pass/Fail .

Workday routes the course for review or approval, depending on your Manage Course
business process configuration.

Access the

Edit Tenant Setup - HCM

task to enable packaged content for your tenant.

See: Setup Considerations: Packaged Content for Learning.

Access the

Schedule Offering

report and select a blended course. Create course offerings from this blended course if the Manage Course
business process is complete.

Use the

Translate Business Object

report to translate field values on the Learning Course
business object in the Learning: Learning – Course Management
category to support global learning.

You can also edit translations from the related actions menu of the learning course or topic. Example:

Access the

View Digital Course

report.

Select the

Administrative

tab.

Select

Translation

Translate Instance

as a related action on the

Digital Course