How to Manage Content Updates and Revisions

Update Existing Activities

Using a New Activity

Create a New Version

Update Existing Activities

You can update existing activities as you wish without impacting users (for all activity types other than SCORM activities).

NOTE FOR SCORM ACTIVITIES: If you have made significant changes to the SCORM file and you replace the old SCORM file with the new one in the same activity, users who were part way through the old version, may get stuck when trying to load the activity with the new file.

To address this, you have the option to 'Delete Old Attempts' when updating a SCORM activity.

To update an activity:

1. Click on the Cog menu button and select 'Start Editing'.

2. Click on the edit pencil for the activity you wish to update.

3. Make the required edits.

4. Scroll down and click on 'UPDATE ACTIVITY'.

Using a New Activity

If you want to keep the old and new versions of the activity separate, you can create a new activity to house the new version of the activity in, rather than saving over the old version.

Please refer to https://help.acorn.works/hc/en-us/articles/4706321038479-How-to-Add-an-Activity-to-a-Course on how to add a new activity to a course. (update once this article is in Hubspot)

Once you have created the new activity, you will likely want to hide the old activity.

To hide an activity:

1. Click the course cog button and select 'Start Editing'.

2. Check the box to make it 'Hidden to Users'.

3. Click the 'Update Activity' button.

Create a New Version of the Course or Live Learning

If you have a separate new version of your course or live learning, you can either deactivate the old course and leave the completion records associated with that old version, or you can consolidate the completions from the original version with the new version so they can be kept and reported on together.

Using Course Versioning Functionality:

You can manage this automatically by using the 'Specify Old Version' function from within the new course WHILE YOU ARE CREATING THE NEW VERSION. See How to Create a Course.

Admin > Course Management > Create Course > Click 'Specify Old Version' > Select Old Course > 'Rename old version'.

Note: This cannot be undone.

This will automatically complete the following actions:

1. Old course is linked to the new course.

2. Old course is deactivated.

3. All completions against the old course are copied and recorded against the new course as archived completion records.

IMPORTANT:

1. This cannot be undone!!!

2. This process can take a while to complete. Do not try and do it again if you can't see the old course listed against the new course straight away. If you initiate the process again before it is complete, it will duplicate the completion records.

This is only available when you are first creating a course - you cannot access the Specify Old Version button after the course has been created originally. If you want to achieve a similar result for a course that has already been created, follow the next process.

Manually Retire Old Course and Consolidate Completions:

1. Run a content completion report against your old course to get a copy of all completions against it (make sure you include active and archived completions).

2. Hide or deactivate your course.

3. Complete a bulk content completion upload to upload the completions from the old course against the new course. See this guide for how to complete a bulk completion upload. 

IMPORTANT: Please note when actioning a bulk completion upload against your new course - if your new course already has enrolled users, their enrolment record will be overridden by the uploaded completion. So if you want your users to have a new enrolment record in the new course and have the uploaded completion from the old course archived, rather than active, you will need to re-enrol the users again after you have completed your completion upload.