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Course Certificates

Updated

Introduction

What is a Certificate?

A Certificate is a document earned by a Learner for completing a Course. Certificates display details about the completed Course and are available for viewing and download from the User Transcript. 

Certificates are administered in the Completion Course Settings block.  From here, you can import a customized Certificate, update the Certificate to use a Custom Title, set an expiry, and opt to allow Learners to upload Certificates earned outside the system. 

This article provides instructions on configuring a Course Certificate, creating and uploading a custom Certificate to a Course, and other helpful tips.

Look: Completion > Certificate 

This is an example of the Online Course > Completion setting section.  Certificate configuration is the first item listed. Online-Course-Completion-Certificate.jpg  

Instructions

Configuring a Course Certificate

These instructions begin from an Online or ILC Course build's Completion Course Setting section.

  1. From the Course form, navigate to the Completion setting section.
    2.  
  2. Click the Certificate toggle button to change its state to ON.
    • This action expands the block to display configuration options.
    3.  
  3. The Completion section contains multiple options. Click here for more information about these settings. 
    4.  
  4. When you finish this section, continue adjusting the settings for the Online Course.

 

Completion Settings: Certificate

Field  Details
Certificate Click the toggle button to change the status setting. The default state is OFF.
ON = Learners will receive a certificate upon completion. Additional options will display once enabled.
OFF = The feature is disabled.
Certificate Source    Click the radio button to select an option.  
File = Click the Choose File button to open a modal to upload new content.
URL = Enter the URL address to the external content.
Note: Unless you upload a new Certificate file or link to an outside resource, the Absorb default Certificate template will be used. 
Use Custom Tile Click the toggle button to change the status setting. The default state is OFF.
ON = A new field, Title will become available for you to enter the custom Certificate title.
OFF = The feature is disabled.
Notes A field to add optional notes about the Certificate: the information entered here is only visible within the Admin Experience.
Expiry Click the radio button to select an option:
No Expiry =The Certificate will not expire.
Time from Completion = The Certificate will expire within the established period.  When selected, options to configure the period become available.
Date = The Certificate will expire on a specific date. When selected, a calendar tool becomes available to identify the date and time.
Certificate Upload    Click the Certificate Upload button to expand this section.
Click the Edit Upload Instructions button to open a pop-up window. From there, you can enter instructions that will be visible to Learners on how to upload content. These instructions are shared between the default and certificate uploads for the Course.
Label = Enter an identifying label of the content you want to be uploaded by the Learner. Example: "Drivers License."
Approval = Click the radio button of the User type responsible for approving the submitted upload.

How to Configure a Certificate Upload

Getting Started

The Certificate Upload option, when enabled (ON), allows Learners to upload and submit Certificates they earn outside of the Absorb LMS portal. The following instructions detail how to configure these settings.

These instructions begin from an Online or ILC Course build's Completion Course Setting section.

  1. From the Course form, navigate to the Completion setting section.
    2.  
  2. Click the Certificate toggle button to change its state to ON.
    • This action expands the block to display configuration options.
    3.  
  3. Click the Add Certificate Upload button.
    • This action expands the block to display the Certificate Upload configuration fields and form. Click here for information about these settings.
    4.  
  4. When you finish this section, continue adjusting the settings for the  Course.

 

Completion Settings: Certificate Upload

Field  Details
Edit Upload Instructions Click this button to edit the Upload Instruction text. This action will open a new modal containing a rich-text field.
Apply = Saves the entered instruction text and closes the modal. You return to the Course form.
Cancel = Closes the modal without saving any changes made. You return to the Course form.
Label Enter a Label to identify the Course Upload. The Label will be displayed on the Learner's Transcript.  This is a required field.
Approval Choose an option by selecting a radio button.  The default selection is NONE.
None = No approval is required for the course upload.
Course Editor = A course editor must approve the course upload.
Supervisor = A user's supervisor must approve the course upload.
Administrator = A user's department administrator must approve the course upload.
Other = Specify the users that are responsible for approving the course upload.  Two fields become available when this option is selected: Choose and Reviewer's Notes.
Reviewer's Notes* This field becomes available when the Approver selected is Course Editor, Supervisor, Administrator, or Other.
When evaluating the submitted item, the text entered in this field becomes visible to the Reviewer (the person approving).
Choose (Other)* Select this field to search for and identify the Admin(s) who will act as the Reviewer (the person approving).

 

Look: Completion > Certificate Upload

Before-Add-Post-Enrollments.jpg

Enabled-Add-Cert-Upload.jpg

Approving the Certificate Upload

The Course Uploads report will allow Administrators to view all learner uploads through the course upload feature, including Certificate course uploads. This report will allow filtering of specific data associated with the certificate upload, such as the Certificate Expiry Date, Certificate Issue Date, Certificate Issuer, and more. For more information, please visit The Course Upload Report article. 

 

How to Make a Custom Certificate with Dynamic Fields

Getting Started

Absorb LMS uses the Portable Document Format (PDF) for certificates. To configure your Certificate, you will need Adobe Acrobat or another PDF form editor. If you would like to have the Absorb Design team customize your certificates, please inquire about our Fully Tailored Design option.

  1. Create your certificate's design and layout.
    • You can create the initial design in various programs (Word, PowerPoint, Publisher, etc.) if the size remains 8.5 x 11 inches (215.9 mm x 279.4 mm).
    • Be sure to leave room for the dynamic fields populated by the LMS (i.e., course name, learner name, etc.).
    2.  
  2. Save the certificate as a PDF file.
    3.  
  3. Open your new PDF in Adobe Acrobat PDF writer to add dynamic fields.
    4.  
  4. Click Files > Create Form. The application will update to the Prepared Form tool, where you add dynamic fields.
    5.  
  5. Copy the dynamic field name from the left column within the Absorb Custom Certificates Client Info.pdf. Use the Crtl + C option on your keyboard as a best practice. Click here to watch an example.
    • Select Add a Text Field from the Prepare Form menu. You will be presented with a new blue text box on your PDF.
    • Place this text box in the section of the Certificate you want it located. A popup modal will display within the new Text Field, allowing you to paste the dynamic field you have already copied into the Field Name (use the CRTL + V option on your keyboard as a best practice). 
     
  6. Continue adding as many fields as needed on your certificate.
    7.  
  7. Select Close to exit the Prepared Form and then Save your PDF file. You can now use this PDF as your Certificate Source.

 

Example: Format Dynamic Fields


 

 

Important Field Information

Custom Fields

Absorb LMS allows you to configure certificates with custom user fields to populate with custom user data. The data in these fields can also be passed to your PDF certificate using the following form field:

LearnerCustomFieldNameNoSpaces

Where the dynamic field FieldNameNoSpaces is located will populate with the name entered into Portal Settings > Custom Field (with the spaces within the Custom Field name stripped out of the form field).

Notes:

  • If changes are made in the LMS to that custom field name, your certificates will need to be updated to reflect them.
  • For the field to be mapped correctly, all capital letter formatting must be respected (if any).
  • Currently, the LMS does not support customizing the fonts of dynamic fields in PDF certificates. If the LMS does not recognize a font or font character, it will add substitution fonts, such as Arial.

Date Format

Please note that the date format on certificates will match the format determined in Portal Settings > Defaults in the Report Date Format field. You can select from the drop-down from YYYY-MM-DD, DD/MM/YYYY, or MM/DD/YYYY. This will also update the date format within your reports, so please be sure you are comfortable with your changes before saving the new format.

 

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