The function "Catalogues" controls catalogue configuration settings and content assignment. Main catalogues and sub-catalogues can be created and structured, content can be assigned, and clearances can be granted. Catalogues can be created in hierarchical structures where the top level is a "Main" catalogue and the child levels are referred to as "Sub" catalogues. Clearances can be assigned to groups for each level to determine which users can access each catalogue. Learners can browse catalogues for which access rights have been granted and search for content or
The functional icons of the Catalogue Manager are explained in detail below.
Functions for the Management of Catalogues
Create Catalogue
Catalogues are created using the "Create" icon, and the behaviour changes depending on whether an existing catalogue is highlighted. When no existing catalogue is highlighted, a new catalogue creation tab immediately appears. If an existing catalogue is highlighted, three options are available to determine where the new catalogue is to be created.
Creating a catalogue "Before" or "After" a Main catalogue creates another Main catalogue, while selecting "In the hierarchy" creates a Sub-catalogue. The key difference between a Main catalogue and a Sub-catalogue is that Main catalogues contain various settings and must be assigned to a Navigation point, whereas Sub-catalogues inherit settings from and are displayed below their parent Main catalogue. The creation of each catalogue presents a "Description" tab where the following fields can be populated:
-
Name: Name of the catalogue visible to the learner.
-
Description: Describes the catalogues for administrative purposes and is not visible to the learner.
-
Image: Images of sub-catalogues can be viewed by learners below the search bar.
Catalogue configuration
When creating a Main catalogue, settings are configured in the "Options" tab to control assignable object types and appearance behaviours.
Displayed object types: Checkboxes control which types of objects can be assigned to the main and sub-catalogues. As Tests, Feedback forms, and On-the-job Trainings cannot be assigned directly to catalogues, no checkboxes are provided for these object types.
Appearance:
-
Allow catalogue contents in main catalogue folder: If unticked, the main catalogue is used purely for structural purposes, and sub-catalogues are required to assign content to it.
-
Do not show catalogue in front end:
Normally unticked so the catalogue can be seen in the learner view. It can be ticked to prevent a catalogue structure from being shown until it is complete with assigned content. -
Use for the booking of staff members by the supervisor:
When ticked, the catalogue can be searched directly by supervisors in the My Staff function when "Enrol employee" is clicked for a staff member. If unticked, the supervisor can still enrol staff in training directly within the catalogue using the "Enrol staff members" button. -
Position of newly added contents in the catalogue content list:
When “Top of the list” is chosen, newly added content to the catalogue is added to the top of the content list. When “Bottom of the list” is chosen, newly added content to the catalogue is added to the bottom of the content list. By default, “Bottom of the list” is chosen. The benefit is greater flexibility in adjusting the positioning, improving visibility and prioritisation, and enabling more efficient administration of catalogue content.
"Save & Back" must be selected to save changes and return to the Catalogue Manager. When creating a Main catalogue, it must be assigned to a navigation point.
Edit Catalogue
The "Edit" icon allows an administrator with "Edit" clearance on the catalogue and "Edit" authorisation on the navigation point to make changes to the catalogue description or settings (if the catalogue is a Main catalogue). Once changes are made, "Save & Back" must be selected, followed by "Update search index" to make the
Content Assignment
Content can be added to a highlighted catalogue by selecting the "Content assignment" icon. To ensure that only content that can be booked, pre-booked, or opened by learners is visible in the catalogue, content must be assigned to a previously created catalogue. Catalogue assignment allows content administrators to perform the assignment without being able to edit the catalogue structure.
Content can be assigned per catalogue folder. Available content types for normal catalogues include learning paths, course templates, courses, media, feedback forms, and tests.
The display column indicates whether the added content is currently viewable in the catalogue by learners who have access to the appropriate catalogue folder. Visibility can be lost due to the following circumstances:
-
The content is always available in its most recently published version, but currently only drafts of the content exist. Only one version of an object in the catalogue can ever be assigned.
-
The end date of the course or learning path has been exceeded.
-
The date given in the meta tag determining display in the catalogue has been exceeded.
-
The course no longer has the planning status "Released" or "Fixed".
Content marked as top content is highlighted and displayed to learners on dashboard pages in its own top content panel. This is possible both in the public portal and in the internal area. If the panel is integrated on the dashboard, all top content from all catalogues to which learners have access appears automatically.
Added content is displayed as content of the given catalogue. The toolbar allows further content to be added or removed.
Edit
Options are provided to cut and paste an already added object to a different position in the order. This is useful if the Client "Catalogue settings" has a "Manual" sort order.
Add
The most commonly used icon launches a pop-up screen for selecting content; the available tabs match the settings in the "Options" tab of the Main catalogue. For systems with a lot of content, extending the search filters can help locate specific content more efficiently. Once the desired training object or content is located, it must be highlighted and the "Add" button selected. The pop-up must then be closed, followed by selecting “Save & Back" to process the change.
Note: The results of tests are not saved per se if the learner opens the test in the catalogue. Tests in the catalogue serve as private assessments for individual learners. However, the results of feedback forms and WBTs are saved and can be evaluated.
Remove
Used to remove highlighted assigned objects. Once removed, "Save & Back" must be selected to save the changes.
Update
After edits and publication, catalogue content can also be updated in the catalogue. Multiple items of content can be selected and enabled or disabled via the appropriate icon. The status is displayed when the appropriate checkbox in the spreadsheet is enabled.
Transfer
This icon transfers a highlighted object to a different catalogue.
Move Up
Highlighted objects can be moved up one place at a time. This is useful if the Client "Catalogue settings" has a "Manual" sort order. The order of the content displayed in the catalogue corresponds to the order in the catalogue allocation. The "Sort the contents" symbol establishes the order, which is preset for the entire catalogue. Depending on the setting, a dialogue asks which order should be established. Sorting can be performed by name, object type, starting date, or upgrade date in the catalogue.
Move Down
Highlighted objects can be moved down one place at a time. This is useful if the Client "Catalogue settings" has a "Manual" sort order.
Preview
A single highlighted object is opened in a pop-up to identify the assigned objects.
Delete Catalogue
Highlighted catalogues can be deleted completely. Once deleted, a catalogue cannot be retrieved and must be recreated with content reassigned if required. An alternative to deletion is removing clearances or, for a Main catalogue, selecting the "Do not show catalogue in front end" checkbox.
Move Up / Down
The order of catalogues and sub-catalogues can be determined. From the learner’s view, this changes the "Catalogues" filter order or the order below the search bar.
Clearances
Clearances for Catalogues determine which groups of users can view, edit, or assign content. In addition to granting clearance for individual Catalogues, the Main catalogue must be linked to a navigation point where required groups are also given access rights. By default, all assigned content, irrespective of its clearances, is visible to learners with clearance to view the catalogue. This can be changed in the Clients function by selecting a checkbox in the "Catalogue settings" called "Take into account the clearances for the display of catalogue content".
Update SearchIndex
This icon should be used after catalogue changes to check the changes immediately. The catalogue where changes were made must be highlighted, and "Update search index" selected to manually trigger a job that regenerates the catalogue in the learner view. Regeneration of the catalogues normally takes between 30 and 90 seconds, after which a confirmation message appears in the upper-right corner. An automatic cron job can also be configured in the Scheduled Jobs function, called "SolrIndexFullBuildJob", to run at defined intervals and regenerate the catalogues, for example, every 180 minutes.
Hints & Tips
-
After any change to the catalogues, “Update search index” should be selected to apply the changes. This applies the changes in approximately 30 seconds rather than waiting for the next automated SOLR job to process them.
-
If a Main catalogue is not visible in the learner “Catalogue” view, the Main Catalogue assignment to a navigation point, the clearances, and the setting “Do not show catalogue in front end” in the Catalogue “Options” tab should be checked.
-
If content is not visible in the catalogue after assignment, the Catalogues admin function should be opened, the catalogue highlighted, and the SOLR search updated.
-
If sub-catalogues are not visible, the clearances and assigned content should be checked.
-
Public catalogues can be used to make content available before login when clearance is granted to the client linked to the portal category. Media in a public catalogue can be accessed without an account, whereas an account is required to enrol in or request courses or learning paths.
Related Functions
Navigation Manager
Configuration Manager - Catalogue
Catalogue Settings in Client Manager
Panels | Entry into the Catalogue
Scheduled Jobs
How-to Guides
Deep Dive Guides
Catalogue Configuration and Administration