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    Knowledge Link Administrator Newsletter Archive

    Use the links below to jump directly to an issue or article:

Issue #1: January 2016 Issue #2: April 2016



Issue #3: August 2017 System Alert: October 2017





Issue #1: January 11, 2016

How to Create and Manage Bookmarks

Bookmarks are an easy way for you to access your most frequent courses and user accounts:

  1. If bookmarks are not visible, click the Bookmarks button:

  2. Then click the Bookmarks link (if not already selected).
  3. To add a new folder to the folder list, click Add Folder. Type a name for the folder in the Create New Folder box.
  4. To move a bookmark into a folder, click it and drag it into the folder.
  5. To rename a folder, pause your mouse over the folder, and then click Rename Folder. To delete a folder, pause your mouse over the folder, and then click Delete Folder.

How to Use Recents

The Recents list provides links to items, curricula, and users that you have accessed most recently:

  1. If bookmarks are not visible, click the Bookmarks button.
  2. Then click the Recents link (if not already selected).
  3. Click a link to access the desired page.
  4. Hover over a link to see a pop-up. You can copy IDs from the pop-up to use in search fields.

Quickly Update All Segments in a Scheduled Offering

A new feature was recently added to Knowledge Link that allows you to update all segments of a scheduled offering. When making a change to one segment, you can use the "Apply to All Segments" button to apply the change to all segments of that offering. Click here to view a video tutorial.

Viewing & Printing Rosters

Did you know there are different ways to view and print rosters for scheduled offerings?

From the Scheduled Offering (PDF)
This version contains user supervisor info:

  1. Under the Actions menu, click View Roster. 

From the KL Admin Reports Menu (PDF)
This version contains email and organization:

  1. Under Scheduled Offering Roster, select Penn Scheduled Offering Roster (PDF).1.
  2. Enter the scheduled offering ID and select registration status(es).
  3. Run Report.


From the KL Admin Reports Menu (Excel)
Use this if you want to customize your roster:

  1. Under Scheduled Offering Roster, select Penn Scheduled Offering Roster (CSV).1 
  2. Enter the scheduled offering ID and select registration status(es).
  3. Run Report.

Item Status

An updated version of the Item Status report has been added to the KL Admin Reports menu:

This report displays additional user data (e.g., entity, organization/department, unit name, supervisor email, etc.). Run this report when you want to see which items have been completed by a specific group of users, or all the items completed by a single user.

: Because this report pulls robust user data, it may take longer to generate than the standard Item Status report. Be sure to use filters to narrow your report criteria.

If you don’t see this report in the KL Admin Reports menu, submit a ticket to the Service Desk and we will make sure it is added.

How to Prevent Overbooking Classes

Dear K.L.: I’m an admin and one of our instructors is complaining that his classes are consistently overbooked. I set the class maximum at 10 seats per class but more than 10 students show up for almost every class. The classroom only has 10 computers so we have to turn students away. Can I prevent this from happening?Overbooked in Philly

Dear Overbooked: Unfortunately, we cannot prevent overbooking. But there are two best practices that all instructors and admins should keep in mind:

  1. Instructors should check their scheduled offering roster before each class begins so they know how many students are attending and can manage any waitlists, etc.
  2. When enrolling students, if there is a warning message that the enrollment exceeds the class maximum, KL Admins should always contact the instructor directly for permission to add the student(s).



Issue #2: April 11, 2016

Scheduling and Running Reports

Do you have to run the same report on a periodic basis, either for yourself or someone else? Did you know that you can schedule reports to run on a recurring basis, and have those reports automatically emailed to you or others? In this article, we will guide you through the steps on how to automate those reports and save time.

  1. Access the reports by clicking the Admin tab, then clicking the Reports button.

  2. Search for and open the desired report, then filter based on your desired criteria. Once you have set your filters, click the "Schedule Job" button.

  3. Complete the form as follows:
    A. Select the Schedule this job to recur as follows option.
    B. Select the frequency that the report should be sent.
    C. Select the time of day that the report should be sent.
    D. Type a job description.
    E. Check the box for Notify via email upon completion,  enter your email address or the email address of the person receiving the report, and check the box for Email the Report.
    F. Click Finish.

    NOTE: You can only enter one email address in this step. If the report needs to go to multiple individuals, repeat this process for each individual.

  4. A page will appear telling you that the job has been scheduled. Click Done.

  5. Once the report is scheduled, you will begin to receive reports via email on the day and time you specified. If you need to review or change the report settings, click the Report Jobs tab on the Reports page. Then click the Edit Schedule link for the desired report. Then repeat the steps above beginning with step 2.

    When enrolling students, if there is a warning message that the enrollment exceeds the class maximum, KL Admins should always contact the instructor directly for permission to add the student(s).



Issue #3: August 2017

Customize Your Search Results

Are you satisfied with the information you receive after running a search in Knowledge Link? Do your results look like this, but you wish you had more information in your search results? Read below or click here for a video.

Select “Field Chooser” directly above your search results to open up an exciting new universe of possibilities.

Enter numbers in the fields you would like to see in your search. The number corresponds to the column order. Then click numbers in the fields you would like to see in your search. The number corresponds to the column order. Then click “Submit” -- voila!  A whole new world. Your next search could look like this (without the redactions, of course):

The Top 5 Most Used Admin Report

By Michael Altman, Education Coordinator (PAH Nursing Education)

Penn has partnered with Knowledge Link to create several custom reports - reports that return more information than the typical reports, and return results particularly useful to our health system. The following paragraphs walk you through how to access the top five reports and what those reports do.

To filter for the Penn-specific reports, simply go the “Reports” area of Knowledge Link, type “Penn” in the search bar, and hit Enter.  By clicking the “+” sign next to any of the reports, you’ll see the Penn-specific reports available to you.  


Penn Curriculum Item Status

As the name suggests, this report returns results indicating if users have or have not completed various items in curricula.  You can filter either by user or by curriculum (or by both).

If you filter by curriculum, your report will return all users assigned that curriculum and indicate whether or not each of those users has completed each constituent part of the curriculum.  

If you filter by user instead, your report will include all selected users, the curricula they have been assigned, and whether or not each user has finished each part of those curricula.

Note:  This report returns only courses assigned as part of curricula, not individually assigned courses.

Caution:  Always check the completion status column to ensure you are only including completions.  Some admins do record “incomplete” statuses.

Penn Item Status Report

This report returns learning history.  You can filter by user, item, and date range.  Your report will contain of all the selected users who have completed those specific items within the specified timeframe.

Unlike the Penn Curriculum Item Status report, you will not receive results for those who have been assigned a course but not completed it; you will see only results for those who completed the item (or are exempt or have completed a Knowledge Link-validated substitute).  Whether or not a user has been assigned a course has no bearing on the data returned.

Caution:  Always check the completion status column to ensure you are only including completions.  Some admins do record “incomplete” statuses.

Penn Registration Status Report

Sortable by Scheduled Offering, User or both, this report lists all the registration statuses for users and scheduled offerings.  You can use this report to find if a user is registered for any scheduled offerings, or to find the registration status of all users for a specific scheduled offering.   

Results for Registration Status include Active Enrollment, Cancelled, Course Dropped by Admin, No Show, On Waitlist, and Walk-in or Addition by Admin.  

This report may be filtered by date when filtering Scheduled Offerings.

Scheduled Offering Roster

The Scheduled Offering Roster may be run in CSV or PDF format and returns of all users enrolled in one or more scheduled offerings.  You may also choose to return results that include those waitlisted, those who cancelled, or those pending.

Should you choose to run a report in PDF format, the return includes a signature line for a handy sign-in sheet (that can include those waitlisted).  You can even run such a report for multiple scheduled offerings and receive multiple sign-in sheets.

Penn User Learning Plan by Item

The User Learning Plan report allows you to filter by User, Item, or both and see if and when an assigned item has been completed by a user.  If a user completed the assigned item multiple times, the report will include all completion dates.  If a user has not completed an assigned item, the item will still show in the report, but the “Complete Date” field will be blank.

Even non-required and self-assigned items will be returned in this report.

Caution:  Always check the completion status column to insure you are only including completions.  Some admins do record “incomplete” statuses.  

(For help with the ins and outs of returning the results you want on a report, you can always consult our job aids here.)

Item Evaluation: User Satisfaction Survey

By Bryan Oteri, Associate Project Manager Revenue

Surveys can be easily attached to KnowledgeLink online courses and can be added to supplement in-person courses. They can be used to track attendance for courses and understand whether the content of the course was appropriate for end user learning and how well the trainer leading the course performed. 

In the Questions Tab, the KL Admin can easily draft questions for their survey and select from a wide range of rating scales offered by Knowledge Link.  KL Admins also have the option to ask open-ended questions, providing valuable feedback on areas of the course that could use improvement.  The survey can be published directly from this tab but will not be assigned to specific users. 

In the Options Tab under Questionnaire Surveys, the KL Admin can make the survey mandatory or optional and determine whether or not end users can complete the survey anonymously. Also, the survey can be assigned immediately after the end user completes the related course or assigned a set number of days after the course. Surveys can be placed directly on the end user's learning plan and KnowledgeLink Home Dashboard.  A Required for Completion By check box can be selected for the employee and supervisor to verify both the end user and supervisors attended the training and provided feedback. 

The Notifications tab helps the KL Admin draft communication that will be sent out to the end users alerting them about the assignment of the Survey created.  On the main screen, the notification letter is in HTML code and difficult to understand and edit; however, if the KL Admin selects “Launch Editor,” the text of the notification can easily be understood and can be edited effortlessly. A preview of the notification can be sent directly to the KL Admin who created the survey.

The Item Usage tab will allow the KL Admin the ability to assign the survey to a specific course or item within KnowledgeLink. There is a simple search function that can direct the KL Admin to find the correct item in KnowledgeLink.  Users who are attached to the item or course that is selected will then receive email notifications about the survey and it will appear on their Learning Plan. This tab will also show response percentages of the survey.  Responses from your surveys are compiled and presented to the KL Admin user in an easy to follow format. 

If the KL Admin would like a more detailed report from the Survey, they can run an Item Evaluation Report from the Reports button under the KL Admin tab.  There are many options to create a report that will provide the KL admin with the information they need from the end user data. 

Please reference the Knowledge Link Item Evaluation Survey Tip Sheet for additional assistance in creating and setting up your survey.  KL Provider numbers for our LMS can be found here.

Changes to Quiz Administration

In September, there will be several changes to quiz administration in Knowledge Link. Previously, there was a section under Content called "Quizzes." That section is now under the heading "Assessments." In that section, you now have the ability to create either quizzes or exams. While quizzes are good for quick knowledge checks, exams allow more in-depth use of question pools, objectives, and other options. Also, administrators will now have the ability to add images to quiz and exam questions.

Dear K.L.: Registration and Withdrawal Cut-off Dates

Dear K.L.: Can I set different dates to stop users from registering and withdrawing from my class?

- Withdraw in West Chester

Dear Withdraw: Yes!  Your schedule offering has two different fields for registration and withdraw cut-off dates. If you leave the withdraw cut-off date empty, users can withdraw up until the day of the class. Note: When utilizing Registration and Withdraw Cut-off Dates, you must also fill out Registration Cut-off Time and Withdraw Cut-off Time.

Cut-off date image