Microsoft Dynamics 365 – How to create your own Learning Path

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BDO

In July 2016, Takeshi Numoto, Corporate Vice President, Microsoft Cloud + Enterprise, announced the introduction of Microsoft Dynamics 365 and declared Microsoft’s intention to provide business applications that are easier to deploy and use. This series of blog posts will take a look at some of the new features offered in Microsoft Dynamics 365 that truly make it a more user-friendly and capable business solution.

We’ll start the series by explaining how to create your own Learning Path – a new functionality that helps provide customized user help material.

Overview

End-user onboarding is an important step that can determine the success or failure of any software implementation. To help with this important process, Microsoft has introduced ‘Learning Path’ a new feature in Dynamics 365 that enables organizations to create customized context-dependent help material for their users.

As stated in Microsoft’s guide, as of May 2017, Learning Path is available for Dynamics 365 (online) on the web client, interactive service hub, and Dynamics 365 for tablets.

As the first of two blogs on Learning Path, this introductory post will cover the following:

  • How to enable Learning Path & Learning Path Authoring
  • How Learning Path leverages Security Roles
  • The two different content types that can comprise a Learning Path

Enabling Learning Path and Learning Path Authoring

On a system level, the system administrator can enable Learning Path and Learning Path Authoring by

  • Going to Settings -> Administration -> System Settings -> General Tab

And

  • Selecting ‘Yes for the ‘Enable Learning Path’ and ‘Enable Learning Path Authoring’

In order to be able to author Learning Path content, a user must meet the following parameters –

  • Be the System Administrator or System Customizer or be assigned a Security Role that has the Learning Path Authoring privilege

And

  • Be a part of the ‘Learning Path Authors’ security group in Office 365.

Customizable Help and Learning Path cannot be used in conjunction. Therefore, ‘Use custom help for customizable entities’ must be set to ‘No’ in order to enable Learning Path.

Once Learning Path is enabled at a system level, individual users are automatically opted in. Users can individually opt out  by clicking the Settings button (gear icon) on the top right side of Dynamics 365 and then clicking ‘Opt Out of Learning Path’ from the resulting options.

Security Roles and Learning Paths

Learning Path uses an organization’s Security Roles to define the context for the different guided help material presented to the users.

For example, in the Opportunities entity, a user with the ‘Sales Representative’ security role can be presented with material about adding an Opportunity record, while a user with the ‘Sales Manager’ security role can be shown material about creating Views and Charts to analyze the Opportunity records. If a user is assigned multiple Security Roles, Learning Path uses precedence to determine the appropriate learning path for that user.

The Security Role precedence settings can be found in the Content Library, under the Training module.

Content Library is also where Learning Paths are authored and administered.

In the Content Library –

  • The settings can be accessed by clicking Configuration toward the top of the screen.

  • In the resulting page, in the Security Roles tab, Security Roles can be ranked by using the or
  • Roles can be deleted from Learning Path by clicking the This does not delete the roles from the Dynamics 365 system.
  • Deleted roles can be brought back to Learning Path by clicking the ‘Sync Roles’ button, which Syncs the Learning Path Roles with that of the Dynamics 365 Security Roles.

Learning Path Content Types

Guided Tasks

These consist of a series of steps that the users are shown surrounding specific functionalities. The steps are shown/described in the form of boxes that appear on the screen.

These tasks typically involve a user being guided through specific steps involved in a Dynamics 365 functionality, such as adding/deleting a record.

There are four types of Steps that can appear as part of a Guided Task:

  • Next button

This step contains a next Step button that takes the user to the following step in the guide. This can be used to contain relevant information regarding a process, such as pointing out ‘Mandatory fields’ on a record form.

  • User action

This type of step requires the user to perform an action before they can proceed to the next step. This can be used to guide the user on performing repeatable and important steps, such as saving changes to a record.

  • User Action with Next button

This type of step is a combination of #1 and #2. This contains a next step button, but clicking on it performs the same function as the user clicking on a button in the Dynamics 365 UI.

  • Learning Step

This type of step can only appear as the last step in a guided task. This contains a button that can guide the users to another Learning Path or other relevant functionality in Dynamics 365.

Sidebars

These vertical bars appear on the side of the page and contain different sections of help material.

A Sidebar can consist of the following types of help material:  

  • Text boxes
  • Video – Can embed video content hosted on YouTube by entering the URL.
  • Image
  • Buttons (max two buttons per section) – Can be used to provide a link to external material.
  • Guided Tasks – Can be used to link to other Learning Path content.

For more insight from our experts on the benefits of Dynamics 365, listen to Eamon O’Toole on the MSDynamicsWorld.com podcast.

Please reach out to our BDO team directly if you have questions.

Stay tuned for part 2 of this post where Authoring and Publishing Learning Path Content is covered.


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