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

This article describes the workflow for Admins to replace existing Absorb Content. If you are new to converting and managing content in Absorb, please review this article to learn more about our Absorb Content Products.

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:
  
• Check out the Monthly Updates articles available for Absorb Content to find suggested replacement content 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.
• When courses within your Absorb Content contract are within 90 days of the archive date set by the Content Partner, a warning will appear on both the card and table version of the Absorb Content Report. You can click view retiring courses in this banner to apply a filter and view the retiring content courses.
  

Administrator Retirement Email Notifications

Enable Email Notifications

To receive notification emails, ensure that the following toggle in Portal Settings is set to ON. Note that this setting it set to ON by default.

To enable this setting, follow the steps below:

1. In the Admin Experience, click on the Account icon on the top right corner of the page.
   
2. Click on Portal Settings.
   
3. On the Info tab, scroll down to the Enable Retiring Content Email Notifications.
4. Click the toggle ON to enable the notifications, and OFF to disable them.
   
5. Click Save.
   

When this toggle is enabled, emails will be sent on a weekly basis when content is set to expire in the next 90 days. Emails will be sent for each content contract when that content has been converted for use as a Course.

Updating the Message Template

You can customize the default Message Template for Content Retirement Notifications in the LMS.

To update the Default Template in the Admin Experience, please advise the following steps:

1. Click on the Setup tile in the menu on the left hand side of the page.
   
2. Click on Message Templates.
   
3. On the Message Templates Report, click on the Filter icon.
   
4. Click the Parameter dropdown and select Type from the available options.
5. Click the Value dropdown and select Content Retirement Notification from the available options.
   
6. Click Add Filter. The filter criteria will be applied to the report automatically.
7. Select the Content Retirement Notification template.
8. Click Edit Template from the Actions menu on the right hand side of the screen.
   
9. In the Edit Message Template window, adjust the Template as required.
   
   Note that this template includes both the number of Lessons set to expire and the contract that they belong to. It also includes a link that returns the recipient to the LMS to review the retiring content Lessons and take appropriate action.
   
   The tiles along the bottom of the message window (e.g., First Name, Last Name, etc.) can be used to customize the Message in the same manner as on other Templates. The tiles can either be dragged and dropped to a section of the Template to insert the variable in that location, or the cursor can be placed in the Message and a tile clicked to place that variable in the Message.
10. Once the edits are complete, click Save.
    

Replacing Retired Content

To support Administrators replacing deprecated content from our content partners, the Content Replacement Workflow has been created, replacing the existing manual process.

Alongside this workflow, content replacement recommendations will be surfaced directly in the LMS to enable Admins to have a starting point for selecting suitable replacements for their content.

For more information about Replacing Retired Content advise the following article:

• Content Replacement and Recommendations

Replace an Existing Lesson Object Manually

1. 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.
      
   3. Within the Courses Form, navigate to the Syllabus and choose Add Learning Object.
      
   4. Select Absorb Content as the Learning Object Type.
      
   5. Select the applicable Content Contract from the dropdown menu and click Next.
      
   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.
      
   7. Adjust Lesson details and settings as required and click Apply.
      
   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.

Best Practices

• New and/or replacement Courses are typically made available in 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 replacing 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

Suggested Role Permissions