Create a Digital Course

22 steps

Workday

**This guide is for Learning Partners who want to create a digital course**. Digital courses allow you to streamline the process of developing self-paced training, making it easier to share knowledge with employees while maintaining consistency and quality in course offerings.

Navigate to your [Workday dashboard](https://wd12.myworkday.com/williammary/d/home.htmld)

Hover over "Learning Management". Click on "Learning Admin" in the dropdown.

Navigation bar and Learning Management dropdown outlined on the Workday dashboard.

Click "Create Course"

Learning Admin page showing the Create section with the Create Course option outlined.

Click the "Create Digital Course" radio button.

Create Course window with Course Type options and the Create Digital Course option outlined.

Click "OK"

Create Course window with the OK button outlined.

Fill in the course details: - Enter a unique and descriptive title for the course in the "Course Title" field. - (Optional) Select the appropriate skill level from the "Skill Level" dropdown. - In the "Description" field, provide a clear summary of the course content. - Select the related topic for the content in the "Topics" field. - Choose a "Security Category" to restrict access to the course, if needed. - Select relevant skills from the "Skills" dropdown. - Select the "Language" used in the course. - To prevent this course from appearing in recommended learning, check "Exclude from Recommendations." - To remove this course from catalog and search results, check "Exclude from Search and Browse."

Create Digital Course page with course details fields.

- To deactivate the course, check "Inactive." Check both "Exclude" boxes to remove access from the learning catalog. - In the "Contacts" field, enter the name of the person responsible for the course. This is REQUIRED.

Create Digital Course page with the Inactive and Contacts fields outlined.

Click "Time Value" to input the amount of time it will take a learner to complete the course.

Create Digital Course page with the Time Value field and its dropdown options shown.

Learning Partners have access in their Workday Drive to a folder titled "Cover Images". These lockups meet size specifications and clearly identify the department that has created the course. You are required to use one of these approved cover images to maintain consistency. If you do not see your department's lockup in the folder, contact [askHR@wm.edu](mailto:askHR@wm.edu) to request that it be added. You will need to download your lockup and then select or drop the file in the section titled "Cover Image". Once you have the correct size lockup, you do not need to download it again.

Workday Drive file list with a folder icon for Department Course Cover Images.

Scroll back to the top and click "Select files" to add a cover image

Create Digital Course page with the Cover Image section in view and its Select files button outlined.

Click "OK" after verifying that the cover image is correct and fits in the window.

A Media upload window displaying a cover image with the OK button outlined.

Complete the "Status" and "Requires Enrollment" fields. When you change the status of a course to "Closed", learners who are enrolled in or completed the course can continue to access the course. "Requires Enrollment" ensures an enrollment record is created, which is critical for compliance reporting or formal approval (if required). You can uncheck the box for on-demand, instant access.

Create Digital Course page with the Status and Requires Enrollment fields outlined.

The "Retrain Window" triggers retraining content to display on the "Required for You" slide within the defined window. To specify the time period, enter a numerical value in the "Retrain Window Value" field and select a unit of time from "Weeks/Months Before Expiration".

Retrain Window section expanded on the Course Details page with the Retrain Window Value and Weeks/Months Before Expiration fields outlined.

In "Expiry Period" select an option that applies to enrollments for your course. Workday will automatically adjust the expiry period if you apply additional rules in the grids below. **Expiry Period Definitions:** - **Date:** Specific date a course will expire. - **Duration:** Defines how long a course remains valid after a learner completes it. *Example - Training is valid for one year after completion.* - **Recurrence Frequency:** This setting specifies how often learners must re-enroll or retake the course. *Example - Mandatory annual compliance.*

Default Expiration Rule section expanded on the Course Details page with the Expiry Period field outlined.

"Advanced Learning Expiration Rules for Workers" is used to create an expiration rule that will apply only to a certain group of workers.

Course Details page with the Advanced Learning Expiration Rules for Workers grid outlined.

W&M is not using Extended Enterprise Learners in Workday

Create a Digital Course details page displaying the Advanced Learning Expiration Rules for Extended Enterprise Learners grid.

Scroll down to "Lesson Order". Check this box to apply the order number sequence defined in the lesson order. When selected, learners can't access self-directed mandatory lessons until they complete the previous required content. To enforce lesson order, you must have at least 2 mandatory lessons.

Course Details page with the Lesson Order field outlined.

Click "Add Lesson" and choose one of the following: - **Acknowledgement:** A statement that learners will acknowledge to show understanding or compliance - **External Content:** Link to external content or existing lessons with a URL - **Media:** Videos and packaged content. - **Survey:** Feedback tool designed to collect input from learners about the course experience, content quality, and areas for improvement. **NOTE: Learning Partners do not have access to create a survey and will need to rely on the generic surveys provided. It is recommended that you create your own form and attach as external content.**

Lesson Order section of the Course Detail page with the Add Lesson option outlined and lesson types showing in an open panel.

If you choose "Acknowledgement," complete the following: - **Lesson Order**: Enter a number to specify where the lesson occurs in the course (this is essential if you are enforcing a specific lesson sequence). - **Make Lesson Mandatory**: Clear this checkbox if the lesson is intended to be optional. - **Title**: Provide a clear, descriptive title for the lesson in this field. - **Acknowledgement Statement**: Complete the text box with the specific information the learner must review. - **Acknowledgement Confirmation Checkbox**: Add a short confirmation phrase that the learner will see, such as "I acknowledge."

Acknowledgement view in the Add Lesson section to Create a Digital Course.

If you choose "External Content," complete the following: - **Lesson Order**: Enter a number to specify where the lesson occurs in the course (important if enforcing lesson order). - **Make Lesson Mandatory**: Clear this checkbox if the lesson is optional. - **Content URL:** Enter the link for the external content or existing lesson. - **Title**: Provide a clear title for the external lesson in this field. - **Description:** Enter a brief summary of the external content in the text box.

External Content view in the Add Lesson section to Create a Digital Course.

If you choose "Media," complete the following: - **Lesson Order**: Enter a number to specify where the lesson occurs in the course. - **Make Lesson Mandatory**: Clear this checkbox if the lesson is optional. - **Media Lesson Title**: Provide a clear, descriptive title. - **Description:** Provide a clear summary of the media content. - **Media**: Use the file upload area to drop a file or select one from your computer or Workday Drive.

Media view in the Add Lesson section to Create a Digital Course.

Review your entries and click "Submit"

Course Detail page with the Submit button outlined.

Contact [askHR@wm.edu](mailto:askHR@wm.edu) with questions.