implementing virtual learning systems (vls)

PUBLICDocument Version: 2H 2020 – 2021-03-19

Implementing Virtual Learning Systems (VLS)

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2 Supported Virtual Meeting Software for SAP SuccessFactors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3 SAP SuccessFactors Learning Virtual Learning Service (VLS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

4 Configuring the Virtual Learning Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74.1 Adobe Connect Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84.2 WebEx Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104.3 Microsoft Skype/Lync Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124.4 Zoom Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

5 Configuration Notes for Skype for Business Virtual Learning Service. . . . . . . . . . . . . . . . . . . . . . . 145.1 Configuring Skype for VLS (Simplest: All Users Guests). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155.2 Configuring Skype for VLS With Named User Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .165.3 When you Need to Set up Skype User Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185.4 How SAP SuccessFactors Learning Attempts to Log Users into Skype. . . . . . . . . . . . . . . . . . . . . . . . . . 18

6 Opening Virtual Courses Early. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

7 Configuring Instructors for VLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

8 Enabling Instructors to Change their VLS Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

9 Adding a Virtual Time Slot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

10 Configuring VLS Segments to Record Learning Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

11 Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2911.1 User Attendance Not Tracked in VLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2911.2 VLS Sessions Created Incorrectly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2911.3 Users Cannot Connect to Virtual Training. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3011.4 Users Cannot Join Before Meeting Starts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3011.5 Cannot set Password for Meeting Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3011.6 My Meeting Name is not as Expected. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3011.7 Virtual Learning Service Time Zone Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

12 Adobe Connect APIs Called for VLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3212.1 Adobe Connect APIs Called When Creating Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3212.2 Adobe Connect APIs Called When Updating Instructors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3412.3 Adobe Connect APIs Called When Creating a Segment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3612.4 Adobe Connect APIs Called When Updating a Segment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3812.5 Adobe Connect APIs Called When Deleting a Segment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

2 PUBLICImplementing Virtual Learning Systems (VLS)

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12.6 Adobe Connect APIs Called when Starting a Session. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Implementing Virtual Learning Systems (VLS)Content PUBLIC 3

1 What's New in Implementing Virtual Learning Systems

Keep track of the changes to how you implement Virtual Learning Systems (VLS).

2H 2020

What's New Description More Info

Added support for Zoom Zoom is now supported as a virtual meeting room vendor.

Configuring the Virtual Learning Service [page 7]

1H 2020

What's New Description More Info

Terminology update This guide reflects changes to SuccessFactors Learning terminology and changes to the administrator user interface.

N/A

Consolidated many guides to one Previously, we published multiple guides that shared most of their content. We've consolidated the information.

N/A

Added file download instructions You can now download configuration files from support instead of requesting them. We included the self-service instructions and removed the sample configuration files - the downloaded files are the configuration files.



What's New in Implementing Virtual Learning Systems

2 Supported Virtual Meeting Software for SAP SuccessFactors

SAP SuccessFactors supports these virtual meeting rooms for virtual classrooms.

Supported Virtual Meeting Software

For cloud software, we support the most recent software available during our testing cycle. However, cloud vendors ensure that APIs are backwards compatible with earlier versions of their cloud software. This means that Learning and cloud software integration tested with one version shouldn’t break when a new version of the cloud software is released.

● Adobe Connect Meetings 11 (cloud only)● Cisco WebEx Training Center WBS40 (cloud only)● Cisco WebEx Meeting Center WBS40 (cloud only)● Microsoft Lync 2013 (on-premise)● Microsoft Skype for Business Server 2016 (on-premise)● Zoom Meeting 2.0 (cloud only)● Zoom Webinar 2.0 (cloud only)

NoteFor Adobe meeting room software, we support Adobe Connect Meetings, not Seminars or Webinars.

Additional Information

Virtual meeting software provides a space for virtual classrooms in SAP SuccessFactors Learning. Users can join the virtual meeting room to interact with an instructor and classmates. The clients install in a standard way, as if users clicked a meeting invitation link in an email message.

Implementing Virtual Learning Systems (VLS)Supported Virtual Meeting Software for SAP SuccessFactors PUBLIC 5

3 SAP SuccessFactors Learning Virtual Learning Service (VLS)

The Virtual Learning Service (VLS) is the integration between virtual meeting rooms, like Adobe Connect, WebEx, or Zoom, and SAP SuccessFactors Learning.

If your company holds training in online meeting spaces like Adobe Connect, WebEx, or Zoom, you can use the Virtual Learning Service (VLS) to connect users directly to the meeting rooms where their training takes place. When the meeting spaces are connected through VLS, users can open a virtual meeting room by clicking a link in their assignments lists.

Depending on the capabilities of the meeting room vendor, SAP SuccessFactors Learning can also read the attendance list, time in attendance, and other reporting data. This saves instructors time later, when they post the outcomes of the training to records management.

Related Information



SAP SuccessFactors Learning Virtual Learning Service (VLS)

4 Configuring the Virtual Learning Service

Configure the Virtual Learning Service (VLS) so that learners can open virtual meeting rooms directly from their My Assignments tile.

Context

When you configure the Virtual Learning Service (VLS), you create an API connection to a virtual meeting room vendor. That connection manages the virtual training sessions: learners can launch them from their assignments and learning administrators can schedule them from the administration environment.

Procedure

1. Go to Support Downloads .2. Follow the instructions to download the latest version of the VLS configuration templates.

When you download the VLS configuration templates, they download as a .zip file to your workstation.3. Open the .zip file you downloaded and look for the name of the file that matches your vendor.

For example, Adobe.txt is for Adobe Connect.

4. Go to System Administration Configuration System Configuration LMS_ADMIN .5. Find vleEnabled and change its value to true.

6. Go to Learning Administration and then go to System Administration Configuration VLS Configuration , click Add New, and then paste the contents of the text file you downloaded into the text area.

For example, if you’re configuring Adobe Connect, paste the contents of Adobe.txt.

Next Steps

If you use Microsoft Lync or Skype, you have additional configuration steps, information to understand, and choices to make.

If you use VLS for Adobe Connect or WebEx Training Center, you can configure your courses to open early. Microsoft Lync or Skype and WebEx Meeting Center don’t support opening courses early.

If you use VLS for Adobe Connector WebEx, you can configure instructors for VLS.

Adobe Connect Configuration Settings [page 8]Set the values of the Adobe Connect configuration file to control how SAP SuccessFactors Learning communicates with Adobe Connect.

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WebEx Configuration Settings [page 10]Set the values of the WebEx configuration file to control how SAP SuccessFactors Learning communicates with WebEx.

Microsoft Skype/Lync Configuration Settings [page 12]

Zoom Configuration Settings [page 13]Set the values of the Zoom configuration file to control how SAP SuccessFactors Learning communicates with Zoom Meeting or Zoom Webinar.

Related Information

Configuration Notes for Skype for Business Virtual Learning Service [page 14]Opening Virtual Courses Early [page 20]Configuring Instructors for VLS [page 21]Enabling Instructors to Change their VLS Passwords [page 24]

4.1 Adobe Connect Configuration Settings

Set the values of the Adobe Connect configuration file to control how SAP SuccessFactors Learning communicates with Adobe Connect.

Element Description

connector_class Do not modify the connector class unless you are instructed to do so by SAP SuccessFactors Learning engineering team.

xml_api_address API address provided by Adobe Connect.

server_address The URL of your Adobe Connect meeting room server. The URL is provided by Adobe Connect.

username The username of an Adobe Connect administrator. This user must be an administrator.

password The password for the user that you typed in username.

8 PUBLICImplementing Virtual Learning Systems (VLS)Configuring the Virtual Learning Service

Element Description

lms_user_name_custom_field When installing a new Adobe Connect server database for virtual learning, you add a custom field to hold the instructor ID. This can be any string, but it must match what you set up in Adobe Connect. For example, you can create a custom field called "LMS_Instructor_ID."

Later, when SAP SuccessFactors Learning calls the Adobe Connect APIs to create the instructors, it puts our instructor ID as a value for this custom field.

lms_user_type_custom_field_id When installing a new Connect server database for virtual learning, you add a custom field to hold the type of user that the API creates. This can be any string, but it must match what you set up in Adobe Connect. For example, you can create a custom field called "LMS_User_Type."

Later, when SAP SuccessFactors Learning calls the Adobe Connect APIs to create the instructors, it puts the value Instructor as a value for this custom field.

folder_id When SAP SuccessFactors Learning creates a new virtual meeting, it creates it in the folder that you specify here.

learner_group_id Adobe Connect requires a group ID for general users (those who dial in to the virtual meeting room as opposed to those who lead the meeting). You create the group in Adobe Connect and then type the ID of the group in this element. In the context of SAP SuccessFactors Learning, the general users are the learners. When SAP SuccessFactors Learning creates a new learner, the user is added to the learner group on the Adobe Connect side.

instructor_group_id Adobe Connect requires a group ID for users who lead the meetings. You create the group in Adobe Connect and then type the ID of the group in this element. In SAP SuccessFactors Learning, those users are instructors. When SAP SuccessFactors Learning creates a new instructor, the user is added to the instructor group on the Adobe Connect side.

learner_default_password The default account password for user/student. The minimum password length is four (4) characters and maximum password length is sixteen (16) characters.

elms_url_prefix The Electronic Learning Management System (ELMS) URL is relative to the SAP SuccessFactors Learning server. For example, if the SAP SuccessFactors Learning server is http://tms.company.com/learning, then a value of /vle in elms_url_prefix points to http://tms.company.com/vle.


Parent topic: Configuring the Virtual Learning Service [page 7]

Related Information

WebEx Configuration Settings [page 10]Microsoft Skype/Lync Configuration Settings [page 12]Zoom Configuration Settings [page 13]

4.2 WebEx Configuration Settings

Set the values of the WebEx configuration file to control how SAP SuccessFactors Learning communicates with WebEx.

Element Description


xml_api_address API address provided by WebEx.

url_api_address API address provided by WebEx.

site_name Name of site provided by WebEx.

username Sitespecific user name. This user must have admin rights to the server.

password Sitespecific password.

listing_type Listing type controls how your meetings appear to WebEx users of the site. Although the instructor is always responsible for managing attendance, how you set the listing type influences who can find and attend the virtual learning sessions. The values can be the following:

● UNLISTED: The meeting is not listed on the WebEx site, but invitees can join the meeting if they know the meeting number.

● PUBLIC: Everyone can view or join the meeting.

● PRIVATE: Only invitees can join the meeting.


Element Description


In most cases, you can use the default.

inst_default_password The default account password for instructors. Instructors do not have an interface to the LMS; therefore, when an account is created on the server, a default password must be supplied with the Instructor ID.

telephony_option Telephony options control how the system makes users' voice connection to the meeting. Allowed values:

● NONE: (default) sessions are created without a telephony option for attendees. If you set to NONE, you disable all telephony for the meeting, including third party telephony. Integrated WebEx VoIP, however, will be available.

● CALLIN: Attendees given a number to call (and standard meeting numbers) and are asked to dial in to the meeting.

● CALLBACK: Attendees can use the standard callback option of WebEx.

To use either the native WebEx telephony system or third party telephony, configure the teleconference options on the WebEx side and set telephony_option to either CALLIN or CALLBACK, depending on your preference. The third-party telephony option is available to both WebEx Meeting Center and Training Center.

connector_type Set to either TRAININGCENTER or MEETINGCENTER depending on the type of WebEx server where you have an account. The default value is TRAININGCENTER.

timeszones Contains the time zone maps. In most cases, you can keep the default settings in time zone maps. In some rare cases, you might need to troubleshoot the time zone map.


Related Information

Adobe Connect Configuration Settings [page 8]Microsoft Skype/Lync Configuration Settings [page 12]


Zoom Configuration Settings [page 13]

4.3 Microsoft Skype/Lync Configuration Settings

Element Description


url_api_address The Skype or Lync server root URL. This should be in the pattern: https://lyncdiscover.<domain>.


In most cases, you can use the default.

custom_column_number The custom column number on the user record that contains the users' Skype/Lync user names.


Related Information

Adobe Connect Configuration Settings [page 8]WebEx Configuration Settings [page 10]Zoom Configuration Settings [page 13]Microsoft Help for Lync Discover


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4.4 Zoom Configuration Settings

Set the values of the Zoom configuration file to control how SAP SuccessFactors Learning communicates with Zoom Meeting or Zoom Webinar.

NoteThe following information is important to consider when configuring Zoom for use as a virtual meeting room.

● Scheduled programs aren’t currently supported.● Instructors must be valid licensed users on the Zoom virtual learning server.● The Enforce Login setting is disabled by default. To facilitate attendance tracking, users need to log in to the

Zoom session with their Leaning email address or the Enforce Login setting can be enabled.● A separate attendance record is created in Zoom each time a meeting or webinar is launched. To prevent

issues with attendance tracking, don't open and close a session early to practice and don't use the Zoom meeting for post-session collaboration.

Element Description

connector_class Don’t modify the connector class unless you’re instructed to do so by SAP SuccessFactors Learning engineering team.

connector_type The connector type defines whether the connector uses Zoom Meeting or Zoom Webinar for creating and updating sessions on the Zoom application, as permitted by your Zoom account. The default value is meeting. Change the value to webinar as needed.

url_api_address Don’t modify the URL API address unless you’re instructed to do so by SAP SuccessFactors Learning engineering team.

api_key The API key, generated using the JWT app type in the Zoom App Marketplace.

password The API secret, generated using the JWT app type in the Zoom App Marketplace.


Related Information

Adobe Connect Configuration Settings [page 8]WebEx Configuration Settings [page 10]Microsoft Skype/Lync Configuration Settings [page 12]


5 Configuration Notes for Skype for Business Virtual Learning Service

Microsoft Skype for Business is useful Virtual Learning Service (VLS) options for smaller scale training for your internal employees, especially if they already have Skype or user names.

We built the VLS connection to Skype/Lync to be a lightweight implementation for companies who have an on-premises installation of Skype for Business. We assume that all users have an account Skype and that you’re using it for internal training. As a result of our assumptions, some options aren’t available or are reduced.

Simple Configuration Route by Using Guest Access, Robust Configuration for Named User Access

We’ve provided a simple configuration route if you plan to keep your training sessions under 250 people and if don’t need named participants. Microsoft Skype for Business limits the number of guests in a session to 250. If you’re using Skype for smaller user group training or if you store user names in a custom column, this limit shouldn’t impact you.

If it’s important that your users always log in to the training session as named users, or you need to exceed the 250 person limit, you can take an additional, optional step. You can provide their Skype user names in a user custom column.

NoteWe support more than one Skype URL if your configuration requires it.

No Attendance Tracking

Microsoft Skype for Business doesn’t support attendance tracking. When a training session is over, an instructor or a learning administrator entities attendance as if the training session took place in a physical classroom: they use the learning event recorder.

Instructor Accounts Not Created Automatically

Microsoft Skype for Business doesn’t distinguish between instructors/leaders and learners/participants, so there’s no need to generate an instructor record in Skype from within the Learning Management System (LMS). Your instructors do need related user accounts, but this is standard for all VLS configuration.


Configuration Notes for Skype for Business Virtual Learning Service

NoteThe instructor credentials are the instructor's Skype credentials.

Related Information

Configuring Skype for VLS (Simplest: All Users Guests) [page 15]Configuring Skype for VLS With Named User Accounts [page 16]

5.1 Configuring Skype for VLS (Simplest: All Users Guests)

Configure Skype or for Virtual Learning Service (VLS) to accept some functional limitations but also limit the chances for errors that prevent users from logging in to the VLS training session.

Prerequisites

Your Skype administrator must add the SAP SuccessFactors Learning URL to the allow list.

Context

The simplest configuration of Skype for VLS logs all users in as guests. Users type their name when they launch Skype, which is an extra step, but everyone in the meeting sees their names, and the instructor can take attendance. Because Microsoft can’t record attendance automatically back to the LMS, the instructor must take attendance even if users logged in as named participants instead of guests, so you lose little by logging users in as guests. Your only loss is that Microsoft limits the number of guests to 250. If you use Skype for small learning events, then you’re unlikely to reach the limit.

For a limit of 250 participants (including instructors) and an extra sign-in step, you assure that users can always get in to the VLS training session. If however, it’s important for you that your users always log in not as guests but with their Skype user names, you can set up their user names in a user custom field. If the value in the custom column isn’t null and not recognized by Skype, then the user isn’t able to enter the meeting room.

Procedure

1. Go to Learning Administration, and then go to System Admin Custom Columns User .2. Click Add New to add a new custom field.

Implementing Virtual Learning Systems (VLS)Configuration Notes for Skype for Business Virtual Learning Service PUBLIC 15

3. In Add New User custom field, type a number in Column Number, type Skype or Lync ID in Label, and select Referenced.

Write down the column number because you need it later.4. In Edit the User custom field, don’t add any references.

You don’t add references because you always want this column to be null for all users. The null value triggers the login as guest.

5. Go to System Administration Configuration VLS Settings and open the Skype configuration file.6. Add the column number that you added to custom_column_number.

For example, <custom_column_number>200</custom_column_number>7. Paste the URL to your Skype server in url_api_address

For example, <url_api_address>https://lyncdiscover.mysite.com</url_api_address>8. Optional: Change the value of site_name.

Site name is your way to distinguish this Skype server from among the other servers you’ve configured.9. Save and close the configuration file.

Related Information

How SAP SuccessFactors Learning Attempts to Log Users into Skype [page 18]Configuring Skype for VLS With Named User Accounts [page 16]Microsoft Skype/Lync Configuration Settings [page 12]

5.2 Configuring Skype for VLS With Named User Accounts

Set up users' Skype or accounts if you need more than 250 users in one Skype training session or if it is important to you that all users are not guests.

Prerequisites

Before you decide to add Skype user names to SAP SuccessFactors Learning, consider the simpler alternative: all users log in as guests. You must accept some limitations, but the management is easier.

Your Skype administrator must add the SAP SuccessFactors Learning URL to the allow list.



Context

If you want to you use Skype for your VLS solution, and if you want all users to sign in under their Skype user names (and also avoid the 250 guest limit), then SAP SuccessFactors Learning needs to know the users' Skype user names. The first step in storing users' Skype user names is to create a custom column where it can be stored.

Procedure

1. Go to SAP SuccessFactors Learning administration, and then go to System Admin Custom ColumnsUser and click Add New to add a new column.

2. In Label, type Skype or Lync ID and in Column Number, type a number that does not exist for other columns.

Make a note of the custom column number. You need it later, when importing users' Skype user names.3. Clear the Referenced checkbox.4. Click Add.

5. Go to System Admin Configuration VLS Settings and open the Skype configuration file.6. Add the column number that you added to custom_column_number.

For example, <custom_column_number>200</custom_column_number>7. Paste the URL to your Skype server in url_api_address

For example, <url_api_address>https://lyncdiscover.mysite.com</url_api_address>8. Optional: Add a comment to describe the server that you are linking to.

For example, if have servers for different organizations in your company, you can add a comment like this one: .

This helps you distinguish this Skype server from among the other servers you have configured.9. Save and close the configuration file.

Next Steps

Using a user connector or the import tool ( System Admin Tools Import Data ), import users' Skype or Lync user names to the custom column.

NoteThe user names that you import must have a domain. For example, domain\UserID or [email protected].

Related Information

How SAP SuccessFactors Learning Attempts to Log Users into Skype [page 18]Configuring Skype for VLS (Simplest: All Users Guests) [page 15]Microsoft Skype/Lync Configuration Settings [page 12]

5.3 When you Need to Set up Skype User Names

Set up Skype user names in SAP SuccessFactors Learning if you plan to exceed 250 employees in one training room.

Microsoft has built a limitation into Skype that allows only 250 guests in one training room. You can exceed that number if the people joining the meeting sign in with a recognized user name.

SAP SuccessFactors Learning can sign users into training rooms without an account as guests, but after the 250th person joins, the 251st person cannot be admitted to the meeting room. If you plan to keep your training sessions below 250 users, then the LMS does not need to know Skype user names, so you do not need to add them into custom columns.

Related Information

How SAP SuccessFactors Learning Attempts to Log Users into Skype [page 18]Configuring Skype for VLS (Simplest: All Users Guests) [page 15]Configuring Skype for VLS With Named User Accounts [page 16]

5.4 How SAP SuccessFactors Learning Attempts to Log Users into Skype

Understand how SAP SuccessFactors Learning attempts to log users in to Skype meetings so that you can develop a strategy for storing user names.

SAP SuccessFactors Learning attempts to log in users to meetings in the following order:

1. It looks in custom_column_number, which is in the VLS configuration file, to find the user custom column that stores the Skype user names.○ If the user has a Skype user name in the custom column, and it recognizes the name, it logs the user in.○ If the custom column is null, then the user is promoted for his or her name and Skype logs the user in as a

guest.○ If the custom column has a value, but the value is wrong, the user can’t log in to the Skype session.

2. If SAP SuccessFactors Learning can’t find a custom column number in custom_column_number, it tries to log the user in with the value of the users' SAP SuccessFactors Learning user IDs. For example, if a user's SAP



SuccessFactors Learning user ID is jane.doe, and if the user's Skype/Lync name is also jane.doe, then the user jane.doe is logged in to Skype/Lync as jane.doe.

Related Information

When you Need to Set up Skype User Names [page 18]Configuring Skype for VLS (Simplest: All Users Guests) [page 15]


6 Opening Virtual Courses Early

Open virtual courses early to allow participants to gather in the virtual meeting room before the instructor officially opens it.

Prerequisites

Configure either WebEx Training Center or Adobe Connect as a Virtual Training Service (VLS).

RestrictionYou cannot open WebEx Meeting Center or Microsoft Lync/Skype meetings early.

Procedure

1. Go to Learning Administration, and then go to System Administration Configuration Global Settings .2. In Display Join option prior to session start set the amount of time that participants can join before the

instructor.

You can think of this setting as the online version of opening a room before instruction actually begins. It's unlikely that your participants and your instructor would arrive at exactly the same time, so you want to let your participants in a bit early.

In System Administration Configuration Global Application Settings , the Display join option prior to session start setting doesn’t apply to Meeting Center. The Meeting Center API doesn’t support Early Attendance like Training Center does.


Opening Virtual Courses Early

7 Configuring Instructors for VLS

Configure instructors for the Virtual Learning Service (VLS) so that they can start virtual training sessions in virtual meeting rooms like Adobe Connect, WebEx, or Zoom.

Prerequisites

Before you can work with a Virtual Learning Service (VLS), you must configure it. Configuring the VLS is a one-time implementation task. Please read our configuration instructions for your meeting room vendor. Each server that you configure is available when you configure other parts of the application for VLS, like time slots and instructors.

Add your instructors to SAP SuccessFactors Learning. Your instructors must be tracked in the system for VLS to work properly.

NoteWe recommend that you allow instructors to have permission to manage their VLS Settings to protect their privacy. The instructor's meeting room password may be required to complete this configuration, depending on the meeting room vendor.

Context

Virtual Learning Service (VLS) integrates SAP SuccessFactors Learning and a virtual meeting room vendor so that the instructor and learners can meet online in a virtual meeting room. It reduces costs for live training events when the instructor and learners are dispersed. They can meet virtually instead of traveling.

Procedure

1. Go to Learning Administration, go to People Instructors , and then search for the instructor who should have access to a VLS.

2. Go the Summary to verify that the instructor entity has a first name, last name, and email address.

These fields are required to maintain VLS accounts in SAP SuccessFactors Learning.3. Go to VLS Settings.

VLS Settings contain the VLS servers that you created when you configured your instance of VLS.4. Review the information in the following table and enter the vendorspecific information in the Account ID for the

VLS Server that this instructor will use.

Implementing Virtual Learning Systems (VLS)Configuring Instructors for VLS PUBLIC 21

If your meeting room vendor is Then enter this information in the Account ID field

Adobe Connect Type the instructor's Adobe Connect ID. If the instructor doesn’t yet have an account, type the account ID that you want the instructor to have.

Microsoft Lync or Skype

Type the instructor's ID for their Microsoft Lync or Skype account. Instructors must be valid licensed users on the Microsoft Lync or Skype virtual learning server.

WebEx Type the instructor's WebEx ID. If the instructor doesn’t yet have an account, type the account ID that you want the instructor to have.

Zoom Type the instructor's email address for their Zoom account. Instructors must be valid licensed users on the Zoom virtual learning server.

5. In Account Password, type the instructor's virtual meeting room password.

If you’re configuring an instructor for a Zoom virtual meeting room, at this time you must enter at least one character in the Account Password field. This password isn't validated, but the field can't be left blank.

If you're configuring an instructor for an Adobe Connect or WebEx virtual meeting room and instructor doesn’t have an account, you can type the password that you want the instructor to have. The password must conform to password rules set by the meeting room vendor.

6. Review the information in the following table and then select the appropriate Action.

If your meeting room vendor is Then you can select one of these Actions

Adobe Connect

○ Create New Account - Attempts to create a new Adobe Connect account for the instructor. Select this option if the instructor doesn't have an account on the Adobe Connect virtual learning server yet.

○ Use Existing Account - Tests the credentials for the existing Adobe Connect account for the instructor. If you type an incorrect Account ID or Account Password, the system warns you.

Microsoft Lync or Skype

○ Use Existing Account - Tests the credentials for the existing Microsoft Lync or Skype account for the instructor. If you type an incorrect Account ID or Account Password, the system warns you.

WebEx ○ Create New Account - Attempts to create a new WebEx account for the instructor. Select this option if the instructor doesn't have an account on the WebEx virtual learning server yet.

○ Use Existing Account - Tests the credentials for the existing WebEx account for the instructor. If you type an incorrect Account ID or Account Password, the system warns you.

Zoom ○ Use Existing Account - Tests the credentials for the existing Zoom account for the instructor. If you type an incorrect Account ID or Account Password, the system warns you.

7. Click Apply Changes.

Next Steps

You can now set up virtual time slots and assign the instructor as the primary instructor for a time slot.


Configuring Instructors for VLS

Related Information

Configuration Notes for Skype for Business Virtual Learning Service [page 14]Enabling Instructors to Change their VLS Passwords [page 24]Adding a Virtual Time Slot [page 25]

Implementing Virtual Learning Systems (VLS)Configuring Instructors for VLS PUBLIC 23

8 Enabling Instructors to Change their VLS Passwords

Enable instructors to change their Virtual Learning Service (VLS) passwords if their meeting room accounts are personal accounts that they want to keep private.

Context

If you integrate SAP SuccessFactors Learning with a Virtual Learning Service (VLS), you can either require learning administrators to manage instructor passwords, or you can allow instructors to manage their own passwords. If the instructors' accounts are for the express purpose of conducting training and not the instructors' personal meeting room account, then you might want a learning administrator to manage the account passwords. But if the meeting room accounts are instructors' accounts, you should enable them to manage the password. You might also enable instructors to manage their own passwords to remove a bottleneck in your process.

NoteEven if the accounts are for the express purpose of training and they aren't the instructors' personal accounts, consider giving your instructors management responsibility to reduce workload on your administrators.

Procedure

1. Go to Learning Administration, and then go to System Administration Security Role Management .2. Find and open the role you’re using for your instructors.3. Open Permissions.4. Add the Edit Virtual Learning Account permission.

Related Information

Configuration Notes for Skype for Business Virtual Learning Service [page 14]


Enabling Instructors to Change their VLS Passwords

9 Adding a Virtual Time Slot

Add a time slot as a virtual time slot when you want users to meet in a virtual meeting room like Adobe Connect, WebEx, or Zoom.

Prerequisites


A virtual time slot must be started by an instructor, so you must create at least one instructor with VLS privileges, authorize the instructor to teach the course, and add the instructor as a resource to the virtual time slot.

To register for a class that has a virtual time slot, users must have a valid email address in Learning. The user receives an email containing the URL to join the session. It’s required, even if the VLS is configured not to use email for authentication.

Context

When you add virtual time slots, users can gather for training in a virtual meeting space. They click a link in their My Assignments tile and launch a virtual meeting room session where they can meet with the training. By using virtual time slots, you can save on travel for training and still track training, including participation for completion, scheduling, attendance, and so on.

Procedure

1. Go to Learning Activities Classes Agenda and then click (Add Time Slot).2. Schedule the time slot.3. In the Resources section, use the dropdown list and select Add Instructor to add an instructor who can launch

the virtual time slot.

Virtual time slots require a primary instructor who has a VLS account and who is authorized to teach the course. Without an instructor with a VLS account, there’s no one to start the virtual training session. Additional metrics like total time in the VLS rely on the time that the instructor opens the virtual time slot.

4. Slide the Virtual toggle to On.

The system shows Virtual only if vleEnabled is set to true in System Administration ConfigurationSystem Configuration LMS_ADMIN . This step is part of setting up the VLS.

Implementing Virtual Learning Systems (VLS)Adding a Virtual Time Slot PUBLIC 25

5. In VLS Server, select the specific server configuration for the virtual meeting room vendor to use for this virtual learning.

6. To allow external users (users not listed in People Users ) to log in to the virtual meeting room, type a password in VLS Password.

When internal users enter the meeting room through a link in an email message from the Learning Management System (LMS) or through their My Assignments tile, they’re authenticated through the LMS. External users can’t be authenticated through the LMS and therefore need a password.

For Meeting Center virtual meeting rooms, the VLS does not have an option to set password for event registration.

NoteExternal users' attendance isn’t tracked in the LMS.

7. In Session Details, type text that you want to send to users in their email invitations to this virtual learning.

For example, you can type dial in numbers or you can ask that users please mute their phones.8. Click Save.

Results

If you’re using the instructor dashboard, instructors who are a part of the virtual time slot see a launch course link in My Classes on the day of the event.

Related Information

Configuring Instructors for VLS [page 21]Configuring the Virtual Learning Service [page 7]


Adding a Virtual Time Slot

10 Configuring VLS Segments to Record Learning Events

Configure VLS segments to record learning events so that internal users receive credit for attendance.

Prerequisites


Create at least one virtual segment on the scheduled offering. Without a virtual segment, you can’t record learning for the virtual segment.

Configure the VLS attendance processing Automatic Process Manager (APM): System AdministrationAutomatic Processes Process VLS Attendance

Context

By configuring VLS Segments to record learning events, you can assure that participants in virtual segments have been in the virtual room for a set period of time before they’re marked complete.

Procedure

1. Go to Learning Activities Classes and click View All to see Additional Settings for the scheduled offering.2. Set Automatically record learning events after scheduled offering has completed.

Option Description

Yes We recommend setting to Yes so that the VLS Attendance Processing can automatically record learning events for virtual learning.

No If you set to no, then you must use some other mechanism, like the learning event recorder to record the learning event. Instead of automatically reading the attendance from the meeting room vendor, you need to run a report from the vendor and select users who attended.

3. Set Minimum Attendance Percentage for Credit.

Implementing Virtual Learning Systems (VLS)Configuring VLS Segments to Record Learning Events PUBLIC 27

Although you aren’t required to set Minimum Attendance Percentage for Credit, you gain some advantages with virtual learning. The system calculates attendees' participation time by dividing the total time of the session (as determined by when the instructor launched and ended it) into the time that a user spent in the session.

4. Set For Credit Completion Status and Non-Credit Completion Status.

You set these two fields so that the VLS attendance processing APM can determine what status to assign to attendees.

5. Click Save.


Configuring VLS Segments to Record Learning Events

11 Troubleshooting

11.1 User Attendance Not Tracked in VLS

If your users' attendance is not tracked in the VLS, chances are that they did not log in through SAP SuccessFactors Learning.

SAP SuccessFactors Learning Virtual Learning Service (VLS) works correctly users connect directly from SAP SuccessFactors Learning to the listed virtual classrooms. If users connect to their courses through the service directly, features like completion status do not work.

If this is the case, ask your trianing organization to redirect employees to their Learning Assignments tile, which not only links the participants to the virtual traning room but also keeps track of their training events, and a history of their participation. SAP SuccessFactors Learning automatically sends an .ics calendar file to users enrolled in training.

11.2 VLS Sessions Created Incorrectly

If your sessions are not created correctly in the VLS, chances are that they were not created through SAP SuccessFactors Learning.

The SAP SuccessFactors Learning VLS supports the features it needs to connect users and instructors to the virtual meeting rooms where training will take place. If the error in your session is related to one of the actions below, then check your configuration. If not, it could be that you edited the session outside of SAP SuccessFactors Learning.

● Create and update users: Meeting room accounts need to be created and updated for instructors, if you manage your instructors in SAP SuccessFactors Learning.

● Create, update, or delete events: When you create a virtual meeting room segment of a scheduled offering, update it, or delete it, the system creates, updates, or deletes the event on the virtual meeting service.

● Enroll and withdraw users from a meeting: When you add users to a learning item or remove them, the system adds and removes them from the meeting room.

● Get meeting and user information: The system communicates meeting information between SAP SuccessFactors Learning and the meeting room service.

● Get EventHost URL and Get EventJoin URL: The system needs the URL for the instructor (host) to start the event and for users to join the event from their learning assignments.

● Get Host Attendance: The system gets the host attendance for the total duration of the session.● Get Student Attendance: The system gets the student attendance for the duration of attendance for each

student. Learning administrators can then report on users' participation.

Implementing Virtual Learning Systems (VLS)Troubleshooting PUBLIC 29

11.3 Users Cannot Connect to Virtual Training

Before you implement Virtual Learning Services (VLS), you should make sure that your network allows your users to launch your virtual meeting room.

By configuring your network and testing it to make sure that your users can launch your virtual meeting room, you can test the SAP SuccessFactors Learning configuration end to end. You can set up a VLS session, assign it to a test user, and make sure that the user can launch the virtual meeting room.

A closed firewall port is the most common issue when connecting to virtual meeting rooms. We recommend that you open the firewall before you begin configuring the VLS to connect to your chosen vendor. Check with your vendor about the ports they use.

11.4 Users Cannot Join Before Meeting Starts

If your users cannot join before the instructor starts the meeting, check your configuration and your meeting room vendor.

If you set System Admin Configuration Global Settings Display join option prior to session start , your users can join before the meeting starts. They remain on hold until the leader (the instructor) joins.

In System Administration Configuration Global Application Settings , the Display join option prior to session start setting doesn’t apply to Meeting Center. The Meeting Center API doesn’t support Early Attendance like Training Center does.

11.5 Cannot set Password for Meeting Registration

If you cannot set a password for meeting registration, check your virtual meeting room vendor.

For Meeting Center virtual meeting rooms, the VLS does not have an option to set password for event registration.

11.6 My Meeting Name is not as Expected

If you do not see the meeting name you expect, check the vendor you are using for virtual meetings.

In Training Center, the title of the scheduled offering is a saved as both the confName and Description of the training session. Meeting Center has only confName, so the name will be only confName.


Troubleshooting

11.7 Virtual Learning Service Time Zone Troubleshooting

When setting up Virtual Learning Service (VLS) configuration files, you should be able to use the default time zone mappings, but time zones are a likely source of trouble. Use this information to troubleshoot time zone problems.

Time Zone Mapping Issues

The SAP SuccessFactors Learning time zones are standard Java time zones. The timezone maps in the VLS configuration files link the SuccessFactors time zone to the VLS server time zone. WebEx, for example, uses numbers for its time zones, so the system must map the Java syntax (for example, America\New_York) to the WebEx syntax (for example, the number 11).

Time zone mappings are contained in the VLS configuration files, in the timezones element. Each timezone child of timezones is a link. For example, the following links “America/New_York” from SuccessFactors syntax to 11 from the WebEx syntax. The name attribute contains the SuccessFactors syntax and the value attribute contains the VLS syntax.

<timezone name="America/New_York" value="11" />

In almost every case, you can use the default time zone mappings. However, if participants in your meetings describe time zone issues, you can check the map for their time zone to make sure that it is right.

Linux/Unix Time Zone Issues for On-Premise Customers

If you are an on-premise customer who serves SAP SuccessFactors Learning from an application server running on Unix or Linux, you must set the TZ variable, and you must set it to a value that appears in a name attribute of all maps for your VLS configuration.

Implementing Virtual Learning Systems (VLS)Troubleshooting PUBLIC 31

12 Adobe Connect APIs Called for VLS

12.1 Adobe Connect APIs Called When Creating Instructors

When you create an instructor in SAP SuccessFactors Learning, we call the Adobe Connect APIs principal-update and aclfieldupdate.

principle-update

We call principle-update to create an Adobe Connect account associated with the instructor. Immediately after this call, we call acl-field-update.

Data sent by SAP SuccessFactors Learning... ...Maps to this parameter in Adobe Connect

First name from the instructor record firstname

Last name from the instructor record last-name

The value of Account ID for the particular Adobe Connect

server in Learning Instructors VLS Settings

login

The value of Account Password for the particular Adobe Con

nect server in Learning Instructors VLS Settings

password

The value 0(zero) has-children

The value user type

group-membership-update

We call group-membership-update to add the user to the instructor group.


The user name of the instructor that was returned from principle-update.

principal-id


Adobe Connect APIs Called for VLS


Value of lms_user_type_custom_field_id from the configuration file.

group-id

true is-member

acl-field-update

We call acl-field-update after principal-update to add account information to the instructors' Adobe Connect account.


Principal ID returned from principal-update so that Adobe Connect can identify the account that was just created

acl-id

The value email fieldid

The email address from the instructor record value (where fieldid is email)

The value you set in lms_user_name_custom_field_id in the configuration file.

fieldid

The instructor ID from the instructor record value (where fieldid is the value from lms_user_name_custom_field_id)

The value you set in lms_user_type_custom_field_id in the configuration file.

fieldid

The value Instructor value (where fieldid is the value from lms_user_type_custom_field_id)

Related Information

Adobe Connect APIs Called When Updating Instructors [page 34]Configuring Instructors for VLS [page 21]

Implementing Virtual Learning Systems (VLS)Adobe Connect APIs Called for VLS PUBLIC 33

12.2 Adobe Connect APIs Called When Updating Instructors

When you update an instructor in SAP SuccessFactors Learning, we call the Adobe Connect APIs aclfieldlist, aclfieldinfo, principal-update, and aclfieldupdate.

acl-field-list

We call acl-field-list with the instructor's ID to get the person's Adobe Connect principal ID.



fieldid

The instructor ID from the instructor record filtervalue

acl-field-info

The call to acl-field-list gets the instructor's principal ID from Adobe Connect. The acl-field-info call assures us that we are getting the user as an instructor (as opposed to another type of user or the instructor's personal account).


The principle ID returned from the call to acl-field-list. acl-id


filterfieldid

principle-update

The call to principle-update updates the instructor record.


The principle ID returned from acl-field-info principal-id








login



password


acl-field-update




acl-id




fieldid



fieldid


Related Information

Adobe Connect APIs Called When Creating Instructors [page 32]


Configuring Instructors for VLS [page 21]

12.3 Adobe Connect APIs Called When Creating a Segment

When you schedule a segment in SAP SuccessFactors Learning, we call the Adobe Connect APIs sco-update, permissions-update, aclfieldlist, and aclfieldinfo.

sco-update

We sco-update to create the session record itself.


The value you set in folder_id in the configuration file. folder-id

The value meeting. Type

The name of the segment/scheduled offering. Name

The start date and time of the segment. date-begin

The end date and time of the segment. date-end

The description of the segment. description

The selected default template for the Adobe Connect session. Administrators select a default segment when they update the segment.

source-sco-id

permissions-update

We call permissions-update to make the meeting public so that any participants who have the link (in their My Assignments tile) can open the meeting.


The value view-hidden. permission-id

The meeting ID returned from sco-update. acl-id

The value public-access principal-id



acl-field-list

We call acl-field-list to look up the principal ID in Adobe Connect based on the instructor IDs for all instructors in the segment (both primary instructors and secondary instructors).


The value from lms_user_name_custom_field_id in your configuration file.

fieldid

The instructor IDs for both primary and secondary instructors associated with the segment.

filtervalue

acl-field-info





filterfieldid

permissions-update

We call permissions-update a second time to assign presenter rights to instructors. This call uses the principal IDs of the instructors.


The value presenter. permission-id


The principal ID of the instructor. principal-id


12.4 Adobe Connect APIs Called When Updating a Segment

When you update a segment in SAP SuccessFactors Learning, we call the Adobe Connect APIs sco-update, permissions-update, sco-info, aclfieldlist, and aclfieldinfo.

sco-update

We sco-update to create the session record itself.


The value you set in folder_id in the configuration file. folder-id

The value meeting. Type

The name of the segment/scheduled offering. Name

The start date and time of the segment. date-begin

The end date and time of the segment. date-end

The description of the segment. description

The selected default template for the Adobe Connect session. Administrators select a default segment when they update the segment.

source-sco-id

permissions-update

We call permissions-update to make the meeting public so that any participants who have the link (in their My Assignments tile) can open the meeting.


The value view-hidden. permission-id


The value public-access principal-id



sco-info

We call sco-info to look up the meeting information we need for subsequent calls.


The meeting ID sco-id

acl-field-list

We call acl-field-list to look up the principal ID in Adobe Connect based on the instructor IDs for all instructors in the segment (both primary instructors and secondary instructors).


The value from lms_user_name_custom_field_id in your configuration file.

fieldid

The instructor IDs for both primary and secondary instructors associated with the segment.

filtervalue

acl-field-info





filterfieldid


12.5 Adobe Connect APIs Called When Deleting a Segment

When you delete a segment in SAP SuccessFactors Learning, we call the Adobe Connect APIs sco-delete.

sco-delete


The meeting ID of the segment to be deleted. sco-id

12.6 Adobe Connect APIs Called when Starting a Session

When you start a session in Adobe Connect, we call the Adobe Connect APIs login, aclfieldlist, aclfieldinfo, principal-update, aclfieldupdate, and principal-create.

login (for Administrator to start session)

We call login with the admin ID one time to log in to the virtual session.


The user ID of the admin login

The password of the admin password

acl-field-list

We call acl-field-list with the instructor's to get the person's Adobe Connect principal ID.



fieldid




The instructor ID from the instructor record or the user ID from the user record (membership in the virtual session)

filtervalue

acl-field-info





filterfieldid

principle-update

The call to principle-update updates the instructor record if it is found. This syncs the SAP SuccessFactors Learning information with the Adobe Connect information at the time that the virtual session is started.


The principle ID returned from acl-field-info principal-id





login



password



acl-field-update




acl-id




fieldid



fieldid


login (for instructors and participants)

We call login with the found instructor or user IDs to log in to the virtual session. If the instructor or User id is not found, the system calls principle-update to create a new user, acl-field-update to update the metadata, and then calls login to log the instructor in.


The user ID of the instructor login

The password of the instructor password

group-membership-update

We call group-membership-update to update the instructor group for the meeting.




The user ID of the user principal-id

The group ID from learner_group_id in the configuration file.

group-id

The text true is-member


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