Using Folders as a Knowledge Base for Reference Material

Use lesson folders to organize your lessons into topics, then share your lesson folder to a group. Your team, for example, can access the folder of lessons at any time and use them as a searchable knowledge base.

Of course, folders are a great organizational tool - and they can also be used for creating a repository of reference material as you will see in the video below. (Great for sharing lessons with remote teams!)

First things first, organization.

You've gone about the task of creating lessons, and more lessons, and more lessons. Over time, you start to recognize you have created a lot of scrolling for yourself!

Creating Folders

If you know what folders you will need, create them. It's easy to create a folder, simply click New / Folder:

Then Name your folder and Create and Set Folder:

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Organizing Lessons

There are two ways to organize lessons. Keep in mind you don't have to have folders in place before you start organizing lessons. If you don't have a folder made - you can follow the prompts to create the folder on the fly.

1) using the context menu, add one lesson at a time to a folder

2) select more than one lesson, and apply a bulk action to add them all to a folder

Using the Context Menu

Each lesson has a small 3-dot context menu located in the bottom right. Click on this menu to expose all options for the lesson. Select: Add to Folder

If you haven't already created a folder for this to land, you will be able to create and set a new folder within the "Add to Folder" modal window.

Click in My New Folder, and start typing to give it a name such as "Sales Technical Specs".

Then, Create and Set Folder.

Bulk Actions

Select more than one lesson, and apply bulk actions to them. Yes - you can select multiple items, and add them to a folder, name that folder, etc.

Select multiple lessons by clicking on the top right of the lesson. Notice that when you hover over the lesson, the checkbox is greyed-out.

Select the lesson by clicking on that check mark - and you can see the lesson is selected when the background turns green.

Continue in this manner until multiple lessons are checked. Then you are able to choose apply bulk actions to these lessons.

Now that multiple items are selected, notice that the top left of the lessons screen offers bulk actions:

You could delete these, or you can Set a New Folder for them to go into.

One last cool thing you can do with this folder of lesson - is to share them with a group of your contacts.

One perfect use case for this is:

Say you have a sales team that you are in charge of training. Now - they are moving about the country or worldwide, and you want to provide reference material for them. Sharing a folder of lessons with this group puts the information at their fingertips - that they can access from anywhere at any time, as long as they have an internet connection! They just need to be part of your contact list, and part of a created group! (Learn more about creating groups)

Campaigns vs Lesson Folders

ConveYour Campaigns are a more planned and calculated way of pushing training content out (releasing specific sets of lessons on a specific schedule, usually with SMS or email alerts). Sharing a folder of lessons is a great practice when you want to share on-demand, on-the-job or reference types of training. This is more of a pull strategy, as the audience can search for and select the content they want to consume on-demand.

Share a Folder of Lessons to Groups of Learners

With the Share to Group feature available in lessons, you can share an entire folder of lessons to one or more groups of contacts/learners.

Using the context menu for the folder, select Share to Group.

and select your group:

Choose your group, and Share to Group.

Now this group has a wonderful set of lessons to refer to anytime!

In their portal from the home screen - they can utilize the drop menu at top left, to find lessons.

Clicking on Lessons - reveals the folder of reference material:

Search Topics Within Lesson Folders

In addition to pushing reference materials out to the group, your team has the ability to search by topic. As the video demonstrates (above), your group can conduct a keyword search to come up with the exact lesson containing the information they are interested in. This is a time-saving convenience for off-site staff, and for sales teams in the field.

Ask us how you can use Lessons and Folders to provide robust reference material for your team!

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