Note: For the legacy Courses dashboard, seen in accounts that use earlier OpenSesame integrations, see this article.

The My Courses dashboard displays course-administration activities, both historical and scheduled, for courses you have delivered. Learners cannot see this dashboard.

Delivery actions include sending a course to an OpenSesame integration or downloading course packages to upload them to a Learning Management System (LMS) or similar learning platform. Certain accounts configured for Single Sign-On (SSO) can also access Quick Launch links, and copying such a link is a delivery action as well.

Access this dashboard by logging in to your OpenSesame account, hovering over the account name at top right, and selecting Courses from the menu:

In this article:

• Getting started
• Selecting a delivery view
• The Delivered tab
• The Needs Attention tab and course retirements
  Replacing courses
  Suggested replacements
  Notifications
  Moving courses and stopping notifications
• The Archived tab

Getting started

The My Courses dashboard will open on the Delivered tab, which will be empty until the first courses are delivered from your account.

At top left is the My Courses title, which has an arrow to its right. If your account has delivered courses to an earlier OpenSesame integration, that arrow can be used to switch to the legacy Courses dashboard:

The tabs below contain courses in three stages: Delivered, Needs Attention, and Archived:

Selecting a delivery view

Note: If you do not deliver OpenSesame courses in multiple ways, feel free to skip this section.

All of the My Courses tabs contain information specific to the delivery method currently being viewed.

Some OpenSesame accounts deliver courses to learners in more than one way. For example, at larger organizations, it might be that one group of learners has access to an integrated learning platform and another group does not.

In this example, course packages have previously been downloaded from the account, and the Downloaded label tells us that’s what we’re viewing:

If you use multiple delivery types, you can use the arrow next to the current view to switch between the different views.

The Delivered tab

The Delivered tab contains courses that have been shared from the OpenSesame account, organized by the type of delivery used. You can think of it as the OpenSesame content that you’re actively using in your learning and development program.

In this example, the account downloaded courses five days ago:

The Delivered table displays courses in chronological order by default, with the most recently delivered courses at the top. These results can be rearranged to sort by title, license type, date added, or status by clicking the relevant column header. The arrow to the right of any of these headers can be used to reverse that sorting order:

The first column of this table displays course titles and publisher names as well as thumbnail images, duration, and the number of languages:

The second column shows the course’s license type. If your organization uses multiple license types for the same course—such as a Volume ("Standard") license, subscription license (OpenSesame Plus), and/or Pay-Per-Use license—each one will display in a separate row.

The Date Added column shows how recently a course was shared via the delivery method currently being viewed.

Finally, the Status column shows whether a course’s delivery has been completed.

• For some delivery methods, such as downloading a course file or copying a Quick Launch link, delivery is considered complete as soon as the file successfully downloads or the link is successfully copied.
• For accounts that deliver courses to an integrated learning platform, a course’s status may be “Pending” until the platform’s next sync with OpenSesame, like in this example:

If you decide to remove a course from this list, click its menu icon and select Remove, which will move it to the Archived tab:

To remove multiple courses at once, select the courses you want to stop using and then click the Remove button, which will move them all to the Archived tab:

For most integrated learning platforms, removing courses from the Delivered tab will automatically deactivate them on the platform side within 24 hours.

Some integrations and certain delivery methods—such as downloading course files or copying Quick Launch links—do not support automatic deactivations. So if you use an integration or delivery method that does not deactivate courses for you, to prevent new launches on removed courses, please be sure to delete removed courses or links from wherever your learners might find them.

The Needs Attention tab and course retirements

The Needs Attention tab allows you to review any scheduled retirements for courses you have delivered.

In this example, the account has downloaded some courses that are either retiring soon or have just retired:

Note: If you have licensed a retiring course and have not delivered it, it will not appear in the My Courses dashboard.

The first two columns in this table, Title and License Type, are the same as seen in the Delivered tab.

The next column, Retire Date, relates to a course’s scheduled retirement and states when a course will be sunset from the OpenSesame catalog.

• Why might something retire? OpenSesame works alongside our publishers to maintain a fresh and relevant catalog. On limited occasions, courses may be scheduled to retire—due to outdated content, a series redesign, an unbending technical issue, or even subpar reviews that indicate a break with our rigorous quality standards. (And as noted below, email notifications are sent for each stage of the retirement process.)

The two statuses that can appear in the last column are Retiring soon and Retired.

Retiring soon courses are scheduled to retire on the future Retire Date. Enrolled learners can still launch them, and this stage typically lasts 30 days.

Retired courses are sunset as of the Retire Date. The ability to relaunch a Retired course depends on how it is delivered to learners.

• If you deliver courses to a newer OpenSesame integration, the next time your learning platform syncs with OpenSesame it will learn that any newly Retired courses are inactive. Depending on the platform, it may still allow enrolled learners to relaunch those courses, and it may automatically deactivate those courses for you.
• If you download course packages and upload them to a learning platform, a Retired course will not automatically deactivate in your learning platform. We recommend replacing it and removing it from your platform at the same time.
• If you use Quick Launch links, a Retired course’s link will stop working when the course is Archived (after 365 days of retirement). At that point, any learners who attempt to use it will see an error. We recommend replacing a retired Quick Launch course and either swapping out or removing any old links to it at the same time.

Once a course has had the Retired status for 365 days, its status will change to Archived and it will move to the Archived tab. Archived courses cannot be launched.

Replacing courses

We recommend promptly replacing retiring courses to ensure your learners have access to the best content available.

The steps for choosing a replacement course will depend on the retiring course’s license type:

• For OpenSesame Plus subscription licenses, it is unnecessary to wait or make a separate purchase. Simply choose a replacement course from the OpenSesame Plus subscription catalog at your earliest convenience.
• For Volume licenses, which are purchased in advance, we recommend simply purchasing a different course from our catalog when your 12-month license expires. It will not be possible to purchase additional licenses for a course once it retires. If your learners occupy all active seat licenses and you need more, please select a new course at that time.
• For Pay Per Use (PPU) licenses, which are purchased at the moment of launch, it will not be possible for new learners to launch a course once it has retired. Simply select a different course from our catalog to add to your PPU library.

In all cases, if you are using a learning platform that does not automatically deactivate inactive courses, when you add the new course please be sure to deactivate the retiring course in your platform. Similarly, if you are using Quick Launch links, please swap out or remove any old links to the retired course when you replace it. (Once a course has been removed from our catalog, any attempts to launch it will display an error.)

Suggested replacements

When first visiting the Needs Attention tab, the topmost retiring course will automatically be expanded to show three potential replacements from the OpenSesame catalog:

Note: If there are few suitable replacements, you will see fewer than three suggestions.

To close a recommendations panel, simply click anywhere on its course’s white bar except the title (which links to the course’s details page). To reopen a panel, or to view suggestions for a different course, either click on a course’s bar or click its menu icon and select View Replacements:

A “Curator’s Pick” flag appears in the recommendations when one of our content experts has hand-selected a suggested replacement:

All other suggestions are generated by our machine-learning algorithm to spotlight relevant content.

If you subscribe to OpenSesame Plus, you can look for an OpenSesame Plus label on any recommendation to confirm that it is already included in your subscription:

Click on any course’s title to visit its details page for a closer look. From there, you can use the icon below to add it to a List. (Lists offer a convenient way to gather, organize, and preview courses you want to consider.)

If you dislike the suggested replacements or want to see more, you can generate your own with a Smart List. You can also reach out to your OpenSesame Customer Success Manager, or—if you do not work with a Customer Success Manager—contact OpenSesame Support for assistance.

Notifications

If a licensed course becomes scheduled to retire and you have delivered it, you will receive an email notification from info@opensesame.com within 24 hours. You will also receive an email notification when it transitions from Retiring Soon to Retired, as well as when it transitions from Retired to Archived, for a total of three notifications per course.

Our system will send a maximum of one notification per day. So if multiple courses gain a retirement date on the same day, you will receive a single notification that day.

Note: If you manage your OpenSesame account with a team and want additional people to receive these notifications, see this article on how to add them.

Moving courses and stopping notifications

Once you’ve addressed a retiring course and no longer need reminders about it, you can move it from the Needs Attention tab to the Archived tab. Moved courses do not trigger notifications when their retirement status changes. Once a course is moved, its suggested replacements will also be hidden.

As mentioned earlier, please keep in mind how the delivery type you’re viewing handles removed or retired courses.

• Retiring Soon courses will remain active in any learning platform to which they’ve been added until they are either moved to the Archived tab or Retired.
• For most integrated learning platforms, removing Retiring Soon courses from the Needs Attention tab will automatically deactivate them on the platform side within 24 hours.
• If you download course files and upload them to a learning platform, Retired or removed courses will not be automatically deactivated on the platform side.
• If you use Quick Launch links, the link for a Retired course will continue to work until the course is Archived. Links for removed courses will also continue to work.

If you use an integration or delivery method that does not deactivate courses for you, to prevent new launches on moved or retired courses, please be sure to remove those courses (or their Quick Launch links) from wherever your learners might find them. We recommend replacing courses and removing them from your platform at the same time.

When you’re ready to move a course out of the Needs Attention tab, click its menu icon and select Move to Archive:

To move multiple courses at once, select the courses you want to stop using and then click the Move to Archive button:

If you accidentally move a retiring course or want to see its suggested replacements again, locate it in the Archived tab, select its checkbox, and then click the Put Back button:

Note: If a Retiring Soon course is returned to the Needs Attention tab and your integration automatically updates your learning platform, the course will reappear in that platform upon its next sync.

The Archived tab

The final area of the My Courses dashboard is the Archived tab. It contains courses that you have removed from the Delivered tab or moved out of the Needs Attention tab as well as any courses that have been Archived or that have expired licenses.

The first two columns in this table, Title and License Type, are the same as seen in the previous tabs.

The next column, Date Added, reflects when a course was removed from the Delivered or Needs Attention tab and added to this tab.

The final column, Status, can show any of the five following statuses:

• Removed courses were manually removed from the Delivered tab, bypassing the Needs Attention tab.
• The Retiring soon and Retired statuses are retained from any courses manually moved out of the Needs Attention tab.
  Retiring Soon courses are scheduled to retire on a future Retire Date, and Retired courses are sunset as of that date. A course’s Retire Date can only be seen on the Needs Attention tab or on the retirement banner found above the course’s details page. (And as mentioned earlier, the ability to relaunch a Retired course depends on how it was delivered to learners.)
• Archived courses have been Retired for a minimum of 12 months. Once a course is Archived it can no longer be relaunched. If a Retired course lingers in the Needs Attention tab for a year, when its status changes to Archived it will automatically move to the Archived tab.
• The Expired status means that a course’s license term has ended, such as when a 12-month Volume license passes its final day. More on this status below.

If a delivered course’s license Expires, that course would automatically move from the Delivered or Needs Attention tabs to the Archived tab. If you deliver courses to a newer OpenSesame integration that updates your learning platform for you, note that an Expired course will be treated the same way as any other inactive course.

Expired courses may or may not be scheduled to retire. (To double-check an Expired course, click its title to see if its details page has a retirement banner.) If an Expired course is not retiring, then renewing its license will automatically move it back into the Delivered tab.

Finally, if you accidentally remove a course or want to see a retiring course’s suggested replacements again, locate it in the Archived tab, select its checkbox, and then click the Put Back button, which will return it to the tab it came from.

Note: If a non-retired course is moved back into the Delivered or Needs Attention tab and your integration automatically updates your learning platform, the course will reappear in that platform upon its next sync.

 

If you have further questions, our Support team is here to help via email at support@opensesame.com or via live chat and phone. Feel free to reach us at (503) 808-1268, ext. 2, or at +44 203 744 5541 in Europe.