Why are you making this change?

We regularly improve our content based on learner feedback and user experience. We also update content to reflect regulatory changes and align with current learning and development standards. When we make changes, we share detailed release notes explaining the reasons behind the updates.

Which courses are being archived, and what's replacing them?

We'll communicate out specific changes like this via the Access Digital Assistant.

Are previous versions of the content still maintained?

Unless we specify otherwise in the release notes, you should assume that replaced content will no longer be supported, updated or maintained.

What happens to bespoke content?

We won't be making any changes to any bespoke content you have. The changes communicated will only affect content from The Access Group.

Retired

(Archived, not replaced)

Content has been targeted for retiring, will no longer be available after specified date.

Content has been archived.

Remove allocation and renewal rules.

Inplace

(course update)

Changes to the modules within a course.

New modules have been added and/or old modules have been archived.

If using an The Access Group course (off-the-shelf) then any new user or user's reset will see the new version.
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If content has been copied into a new course, add the new modules to the pathway.

Inplace (module update)

Direct replacement of an existing module in the same location.

The modules have been updated.

No action required.

Newly registered users automatically see the new content.

Major redesign and replacement

Existing title has undergone a significant update, visually, structurally or in it's content.

New course created. The old course has been archived.

Remove allocation and renewal rules from the legacy course.
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Export the complete users with their completion dates, cancel incomplete and not started users.

Add allocation and renewal rules to the new course.

Import the complete users.

Rename

Existing title is undergoing a name change as part of a re-brand, commercial or legislative decision.

The course has been renamed.

No action required.

Do I need to do anything once the updated courses have gone live?

Yes. If the new content we're introducing is designed to replace existing content, then the old content will be retired. This means you will need to replace the existing content in any courses, with the new content.

Where users are already registered to existing content these will remain in users training after retiring. Users either need to complete them or administrators need to cancel the registration. Please note, if you do not cancel a registration, the retired activity and registered learners completion status will still show up in reporting.

Do the newest versions of content need to be downloaded from our Access ContentServe solution?

Yes, since these are new versions of content, you need to visit the Access ContentServe platform, download the ContentServe package and upload it to the LMS.

Once uploaded to the LMS, it's recommended to cancel users from the older version.

Are training cycles affected?

Yes, if you have training cycles set up for your learners, you need to set up training cycles on the new content.

Can registration rules be created or used on the existing content?

Yes. Although the existing content will be archived, administrators can still access it within Find Learning by filtering to archived content.

How to move registration rules set up on existing content to the new content?

Rules are removed from retired content automatically. Set up registration rules for the new content.

What to do if users have already been allocated the existing training?

Learners either need to complete the training or administrators need to cancel the user from the content, via the Users and Rules tab.

📌 Note: If you don't cancel a registration, the retired activity and registered learners completion status will still show up in reporting.

To easily move registrations, it is recommended to transfer registrations from the archived content to the updated content.

What if a user is currently using the courses?

If a user is part-way through a course, they'll remain on that version until they complete it, or you cancel it and replace it.

When existing content is archived what happens to training records and achieved CPD?

Training records remain unchanged. Where users have already completed existing courses the achieved CPD remains.