Setup Considerations: Learning Content

Administrator Guide

You can use this topic to help make decisions when planning your configuration and use of learning content. It explains:

Why to set it up.

How it fits into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

With Workday Learning, you can create content, such as courses, lessons, and programs, to add to a learning catalog for your organization.

If you have Workday Learning, powered by Sana subscription, you can author content in

Sana Create

and add it to Workday Learning courses as

Sana Content

lessons. For more information, see Setup Considerations: Workday Learning Powered by Sana.

Business Benefits

Associate content with certifications so that you can reward learners for successfully completing learning content.

Associate learning content with competencies when you create or edit a course or program so that users can search for content by competencies.

Ensure that learning content meets requirements before publication by adding approval steps to the business processes.

Gain insights on content in your learning catalog by creating a discovery board.

Increase efficiency of catalog maintenance by enabling subject matter experts to create their own content.

Increase flexibility and improve the user experience by blending internal and external learning content.

Make it easier to educate and ensure compliance in your organization.

Provide an interactive learning environment by enabling employees to personalize their content, such as content on performance goals.

Simplify searches by grouping topics in your catalog according to specific skills, such as HR and Product Management.

Use Cases

Create and issue certifications to learners based on their completion of associated learning content.

Create courses that instructors deliver in person, have digital content, or a combination of both.

Curate project management content to build project design skills and expertise.

Enable your learners to provide feedback through questionnaires or ratings.

Deliver a mandatory Health and Safety course to a group of first responders.

Include third-party external content, such as Skillsoft or YouTube videos, in your courses, lessons, and programs.

Set a deadline for an online Security Training course that all employees must complete.

Tag media as sensitive so that users outside your organization can't view it.

Notify managers and HR Business Partners when learning content is assigned to full-time workers in your organization. This functionality doesn't support extended enterprise learners.

Create version schemas and add them to blended courses in your learning catalog, so that you can version your content consistently.

Questions to Consider

Question	Consideration
What type of content do you need to create for your organization?	You can create and mix these content types: Blended courses: A combination of digital content and 1 or more scheduled, instructor-led lessons. Digital courses: A combination of digital content items that don't include a scheduled, instructor-led lesson. Stand-alone lessons: A single piece of content such as a recorded lecture or a job aid. Programs: A combination of courses and lessons.
What content items do you need to include in your learning courses?	Both blended and digital courses can include any combination of these items, depending on the needs of your organization: Documents, such as course guides, activity guides, and job aids. External materials and links. Images and diagrams. Learning activities. Presentations, videos, simulations, and recorded webinars. Quizzes, knowledge checks, surveys, and exams.
Do you have existing media content that you need to load from external systems?	Workday handles any element that isn’t an external link or survey as media content. Example: Documents, recorded webinars, software simulations, tests, quizzes, and videos. Cloud Connect for Learning and Public Learning Content enable you to import third-party media content. Workers can also access external content by search or through links as a recommended course. You can import media into Workday using: The Workday Learning interface to load documents or graphics to an existing course or lesson. Media importer or web services to bulk load external learning content. Skillsoft to add new content and update existing course materials.
Do you want to monitor content creation?	All users can create content but you can monitor its creation by adding approval steps to ensure that content meets specified requirements before publication.
How do you want to manage your learning content?	You can create assessors and instructors to plan schedules and assess learners. You can assign them to content depending on the lesson type: Assessors: You can create and assign multiple assessors for each enrollment in course offerings with training activity lessons. Instructors: You can create internal instructors from workers already in your tenant and external, third-party instructors for courses and lessons. You can also assign subject matter experts as instructors for specific lessons.
Who do you want to access your learning content?	You can use segmented security to provide access to learning content and control the ability to edit it. Examples of segmented security groups are: All employees. Contingent workers. External learners. Managers. Pre-hires. You can also suggest equivalent courses for workers when they can't access their desired course.
Do you want to receive learner feedback on the quality of your learning content?	You can configure your tenant to enable learners to rate their learning content. When you enable ratings, learners can rate their completed courses and programs, including SCORM. They can also rate standalone lessons in the learning catalog at any stage of their enrollment.

Recommendations

Configure segmented security so that topics inherit or override their catalog's default security if you've created multiple learning catalogs for your organization.

We recommend that you’ve fewer than 250,000 courses in your learning catalog. This number doesn't include imported records or content.

Workday associates each topic in your learning catalog with an image. You can use any image that meets your company requirements.

Use a total pixel size of 1,427 x 803 for your images. You might have to crop your image if it exceeds the recommended parameters.

Use an image aspect ratio of 16:9 (in case of 1,366 x 768), and 4:3 (in case of 1,024 x 768).

Requirements

Create a topic before you can build learning content. Topics group your content so that learners can find it in the learning catalog.

To integrate supported third-party content providers through Cloud Connect for Learning, you need the Cloud Connect for Learning (CCLRN) subscription in addition to Workday Learning.

Limitations

Inactive external content is only removed from the Browse Learning Content
report after the weekly maintenance window on Saturday is complete.

You can apply a single security segment to either learning catalogs or learning topics, but not both.

You can only add 1 piece of learning content per learning certification rule.

You can only display courses as a comma-separated list in your email notifications.

You can't include surveys in a course until you activate them. You can activate a survey by creating a link for it, enabling it to function as a lesson within a course.

You can't select media items from Drive when using Mobile.

Sana content lessons:

Aren’t editable in Workday create or edit course tasks. Edit Sana content in

Sana Create

from the

Learning Admin Hub

. See Steps: Manage Sana Content in Workday.

You can add an instance of Sana content to only 1 Workday Learning course.

Tenant Setup

Use the

Edit Tenant Setup - HCM

task to configure these tenant-wide options for your learning content:

Option	Description
Enable Express Interest	Enables users to express interest in courses when no suitable offerings are available to them in a specified location and date range.
Enable Learning Paths	Enables learners to add content to learning paths.
Enable Pricing Configuration for Person Types	Enables pricing configuration for workers and Extended Enterprise learners. Once you enable it for at least 1 person type, you can configure: Learning organization payment configurations. Prices for individual courses and course offerings. Pricing rules. Training credit mappings.
Enable Security Categories	Enables you to restrict access by security category segment.
Enable Packaged Content	Enables you to upload packaged media content in course lessons.
Enable Packaged Content Interaction Reporting	Enables you to report on learner responses in courses that contain media lessons with packaged content. This setting applies to interaction response data for new completions of future packaged content.
Enable Packaged Content on Mobile	Enables users to view packaged content for learning lessons on: Android. iOS.
Enable Rating on Courses and Learning Content	Enables users to rate content that they're enrolled in and any stand-alone lessons in the learning catalog.

Security

Domain	Consideration
Learning Access domain in the Learning Core functional area	Enables users to: Complete learning content. Set preferences. View content information. View content progress.
Manage: Learning Content in the Learning Core functional area	Enables you to access learning content management tasks and reports.
Set Up: Learning Catalog in the Learning Core functional area	Enables you to access the learning catalog for administrative reports and tasks.
Manage: Media Import in the Backpack Hub Service functional area	Enables you to import large volumes of video and packaged content media files. This domain is only available when you enable Media Cloud in your tenant.
Manage: Learning Native Content in the Learning Core functional area	Enables workers with content creator access and learning admin access to Sana content capabilities. Assign constrained or unconstrained security groups. Use unconstrained groups when workers must see all native content; use constrained groups so workers see only content they own or that was explicitly shared with them. Also requires completed user provisioning for workers who use Sana Create or the in-lesson Sana Learn experience. See Steps: Set Up User Provisioning for Workday Learning Powered by Sana. Available only with Workday Learning, powered by Sana subscription.
Manage: Media Settings in the Backpack Hub Service functional area	Enables you to access and manage settings for media content.
Create and Manage Surveys in the System functional area	Enables you to create, edit, copy, view, launch, close, and cancel surveys.
Manage Surveys in the System functional area	Enables you to create, edit, copy, view, launch, close, and cancel surveys.
Self-Service: Learning Assessor in the these functional areas: Extended Enterprise for Learning Learning Core	Enables external learning assessors to view their profiles.
Self-Service: Take Surveys in the System functional area	Enables users to access Workday survey lessons.

Business Processes

Business Process	Consideration
Cancel Course Offering	Enables you to create condition rules and custom notifications.
Edit Course Additional Data Edit Program Additional Data	Enables you to select security groups to approve the addition of custom fields to learning content.
Enroll in Content	Enables you to create condition rules and custom notifications using report fields for learning content on the Learning Enrollment Event business object. Example: Learners can drop on-demand courses without manager approval, unless they're required learning (either campaigned or manager-enrolled courses).
Manage Course Manage Lesson Manage Program	Enables you to add approval steps to ensure that content meet requirements before publication when workers: Create learning content. Edit learning content. Manage learning content versions.
Manage Course Offering	Enables you to configure the business process security policy to enable learning administrators or instructors to move instructor-led classroom training online in course offerings.
Manage External Learning Assessor Manage Internal Learning Assessor	Enables you to create and edit internal and external learning assessors.
Manage External Learning Instructor Manage Internal Learning Instructor	Enables you to create and edit internal and external instructors.
Mass Enroll	Enables managers to enroll their teams in a course.
Waitlist in Course	Enables learners to join a waitlist until a seat is available.

Reporting

Report or Dashboard	Description
Translate Business Object	Create translated titles and descriptions for learning content.
Courses and Lessons Created (Last 12 Months)	Monitor the amount of content that users create per month.
Learning Admin dashboard	Provide an administrative view of learning content with access to: Learner self-service tasks. Manage reports that enable you to maintain the learning catalog and provide insight into the value and effectiveness of training.
Learning Content by Rating	Use this report to identify the: Highest-performing content. Performance for learning courses and stand-alone lessons.
Learner Engagement	Evaluate enrollments and completions, so you can examine why some learners engage more than others. The report only displays data for the last complete month.
Learning Trainer dashboard	Enable trainers to: Find workers to enroll in courses. Manage grading and attendance. Manage training activities. Manage waitlists. View schedules for lessons that they're teaching.
My Library dashboard	Enable learners to manage their learning paths and create a personalized curriculum from the learning catalog.
Sana Native Content in Workday	View Sana learning content in Workday. Available only with Workday Learning, powered by Sana subscription.

You can use the

Learning Content

report data source in custom reports to track learning content data for your organization.

Integrations

Web Service	Consideration
Edit Learning Course Additional Data Edit Learning Course Offering Additional Data Edit Learning Program Additional Data	Enables you to update effective-dated custom fields for learning content.
Enroll in Learning Content	Enables you to enroll learners into learning content. Respects due dates that you set when you mass enroll learners using this web service.
Manage External Learning Instructor Manage Internal Learning Instructor	Enables you to create internal instructors from workers inside your tenant and external instructors.
Manage Equivalency Rule	Enables you to create or update equivalency rules.
Manage Learning Course Manage Lesson Manage Learning Program	Enables you to create or update learning content types. Use the Legacy check box on the Manage Learning Course web service to enable a course to display as a legacy course on reports and identify when it uploads as a legacy course. This check box is noneffective dated. If you uncheck it in the future, all versions of the course will be unchecked.
Manage Learning Prerequisite Rule	Enables you to create or update prerequisite rules.
Manage External Learning Assessor Manage Internal Learning Assessor	Enables you to create or update external and internal learning assessors.
Put Learning Content Subscription	Enables you to create or update subscriptions for learning content.
Put Learning Imported Content Put Learning Imported Record	Enables you to bulk load existing content or enrollments into Workday.
Put Learning Other Unit Types	Enables you to create or update other unit types for digital and blended courses.
Put Learning Topic	Enables you to create or update learning topics.
Put Media Settings	Enables you to update the Restrict Access check box setting for a specific media item.

Workday also supports integrations with third-party media content providers, including:

Coursera

Go1

Harvard ManageMentor®

LinkedIn Learning™

OpenSesame

Pluralsight

Skillsoft Percipio

Udemy Business

YouTube

Connections and Touchpoints

Touchpoint	Consideration
Career and Development Planning	Workday Learning helps learners identify courses ranked highest by workers in their positions on their Opportunity Graph.
Onboarding	You can create required learning campaigns to display learning content on the Required for You worklet on the Onboarding dashboard.
Talent	You can: Use the survey functionality from Talent as a lesson type within a course. Surveys enable you to get feedback on the course, that you can use to improve your learning content. Use Talent Marketplace to suggest learning content to help close skills gaps. View the learning content you completed to achieve a competency, and suggestions for other content. View recommended learning content that's relevant to skills that you want to develop or improve. Import exact and synonymous skills from Skillsoft Percipio and Udemy Business. When external skills match a Skills Cloud skill in your tenant, Workday attaches them to the imported content and displays them in areas such as recommendations, search facets, course details, and worker profiles. Workday Learning doesn't support importing of external content with more than 25 skills.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Concept: Learning Topics

Concept: Opportunity Graph

Setup Considerations: Talent Marketplace

Setup Considerations: Workday Learning Powered by Sana

Concept: Sana Content Lifecycle in Workday

Steps: Set Up Competencies

Steps: Set Up Skills Cloud

Enable Skills Cloud

Set Up Onboarding Landing Page

Create Learning Courses

Create Learning Course Offerings

Create Learning Programs