Absorb Content - Retirement Process

Note: This process is intended for content purchased directly through Absorb. Content loaded via an integration may require a different workflow for retirement and replacement. If you have any questions please contact Absorb Support at support@absorblms.com for assistance.

Over time, Absorb Content is refreshed with new and updated information, while previous versions are retired and no longer available. When a new version is released, client Admins will need to verify the presence of the latest content package in their Online Course, ensuring uninterrupted access for Learners.

Upcoming Course Retirements

Upcoming course retirements can be found in multiple areas:

  • Within the Absorb Content Report, add the Display Column for Archived Date and check for upcoming retirement dates:
    Archived Date_new.png
  • Check out the Monthly Updates articles available here for suggested replacement courses.
  • Reach out to your Account Manager or Client Success Manager to ensure you have opted into the monthly newsletter. By default, the monthly newsletter will be sent to the Key Contacts on your account.
Important Notes
  • Deleting converted Online Courses will remove all historical records of enrollments related to that course. As a best practice, we recommend changing the course status from Active to Inactive (instead of deleting the course) to retain enrollment history of the Online Course.
  • When a Lesson is replaced using existing content, historical enrollment data will be retained on the Online Course. Learners with enrollments in a status of In Progress or Not Started will see no change on the Learner Interface; however, the next time they launch the Course, Learners will be prompted to start the new Lesson.
    • Auto-enrollment on an existing Course will remain in place when a Lesson is replaced – no notification will be sent to Learners that content and/or Lessons have been replaced or updated.
  • Content conversion from the Absorb Content Report into an Online Course is available to System Admins and Admins.

Replacing Retired Content 

There are two workflows that allow Admins and System Admins to bring new or refreshed content into your Absorb LMS Online Courses Report. The first method involves creating a new Online Course with refreshed content, while the second method retains the existing Online Course and replaces the Learning Objects. The second method also retains the training history of that Online Course

Please note that:

    • The first workflow will create a new Online Course, and any settings (enrollments, pre-requisites, certificates, messaging, etc.) on that Course will need to be re-added. 
    • The second workflow allows Admins to retain all Online Course settings, and enrollment data on Learners while updating the course content (lesson) details.

Create a new Online Course

    1. Navigate to Absorb Content Report
    2. Sort by Last Publication Date to retrieve the most recent content.
      Last Publication Date.png
    3. Select the latest release of the Course or the replacement of the retired Course. Click Convert to Course.
      Latest Course Release.png
    4. In the new window, follow the on-screen directions until you are prompted to save the Course.
      Convert Course.png

This workflow will create a brand-new Course, with updated Lessons in your Online Courses Report. More details can be found in this article regarding the Absorb Content Connector functionality.

Replace an existing Lesson Object

    1. Navigate to the existing Online Course from the Courses Report page. 
    2. Select the Course and click Edit in the right-hand navigation menu.
      Selected Course_new.png
    3. Within the Courses Form, navigate to the Syllabus and choose Add Learning Object.
      Add Learning Object_new.png
    4. Select Absorb Content as the Learning Object Type.
      Absorb Content Object Type_new.png
    5. Select the applicable Content Contract from the dropdown menu and click Next.
      Click Next_new.png
    6. Search for and select the NEW/ REPLACEMENT content that you wish to replace the existing and/or retiring content in your Online Course, and select Choose.
      New or Replacement Content_new.png
    7. Adjust lesson details and settings as required and click Apply.
      Lesson Details and Apply_new.png
    8. Once the new and/or replacement Course has been tested and confirmed to work as expected, delete the existing (retired) Lesson Object, using the trash can icon.
    9. Click Publish to save your changes.
      Publish Changes_new.png

Learners will now have access to the updated content the next time they access the course via the Learner Experience

Note on Learner Course Progression
  • Learners who are Not Started or In Progress at the time of the change will need to restart their Course.
  • Learners who have been marked Complete will see no impact to their status unless they choose to re-launch the completed Course.

Best Practices

  • New and/or replacement Courses are typically released to the LMS 60-90 days ahead of the original Course's retirement. Client Admins should inform their Learners and have any In Progress or Not Started Learners complete the existing Course ahead of bringing in the new Course package.
  • When swapping a Lesson, make sure to test it and ensure it works as expected before deleting the previous Lesson.

Roles and Permissions  

Below are the Required Role Permissions Admins will need to Add and/or Modify Users within the LMS and the Suggested Role Permissions Admins may want to have in combination of what is required.

Please note that your environment may use customized Role(s), Permissions, or a combination of both to perform these activities. If you have questions or need assistance, please contact your local System Administrator to review your current permissions.

Required Role Permissions

Role: Section Access Permission(s) Needed
Manage > Absorb Content

View and Modify Permissions

Note: Absorb Content access is available to Admin and System Admin roles by default.

Courses > Online Courses

View and Modify Permissions


Suggested Role Permissions

Role: Section Access Permission(s) Needed
Courses > Online Courses > Lessons

View and/or Modify Permissions

Courses > Curricula

View and/or Modify Permissions


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