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Setting up External Links

  • Updated

Summary:

External Links in Evotix Learn allow administrators to connect learners to additional websites, tools, or reference materials hosted outside the Learn platform. This feature enables organizations to integrate external educational content, policy documents, compliance resources, and third-party tools into the learner experience.

Use External Links in Learn to connect learners to additional websites, tools, or reference materials beyond the platform.

Prerequisites:

  • Administrator-level access to Evotix Learn
  • Access to the Learn Content Management interface
  • Valid URLs for the external resources you wish to link
  • (Optional) Permissions to embed or link external content according to organizational security policies

Problem/Intent:

Organizations often need to supplement internal training with external resources such as regulatory websites, third-party training tools, industry reference materials, or company-specific policy documents hosted externally. External Links in Learn solve this by allowing administrators to seamlessly integrate these resources into the learning experience without requiring content duplication or migration. This supports a more comprehensive and flexible training environment.

Where External Links Can Be Used

External links can be added to:

  • Article stages

  • Audio Visual (AV) stages

  • PDF stages (using the Block Editor for supplementary content)

  • Resources

They can be included anywhere inside the content body as part of a paragraph, list, button, or embedded element.

Steps:

1. Access the Learn Content Management Interface

  1. Log in to Evotix Learn with Administrator credentials.
  2. Navigate to the Content Management or Resources section of the Learn platform.

2. Locate the External Links Configuration Option

  1. Within the Content Management interface, locate the External Links or Resources menu item.
  2. Select the option to Add New External Link or Create External Resource.

3. Enter External Link Details

  1. Provide a Title for the external link (e.g., "OSHA Regulatory Guidance," "Company Health & Safety Policy").
  2. Enter the URL of the external website or resource.
  3. (Optional) Add a Description explaining what the resource contains and why learners should access it.
  4. (Optional) Select a Category or Tag to organize the link within the Learn platform (e.g., "Reference Material," "Compliance," "Tools").

4. Configure Access and Visibility Settings

  1. Choose whether the external link should be visible to All Users or specific User Groups or Organizational Units.
  2. Determine if the link should open in a New Tab/Window or within the Learn platform interface.
  3. (Optional) Set the link as Required or Reference Only depending on training requirements.

5. Assign the External Link to Learning Pathways or Resources (Optional)

  1. If the external link is part of a structured learning pathway, navigate to the relevant Learning Pathway or Content Structure.
  2. Add the external link as a Resource or Reference Material within the pathway.
  3. Specify whether completion of the external resource should be tracked (if supported by the platform).

6. Save and Publish the External Link

  1. Review all entered information for accuracy.
  2. Click Save or Publish to make the external link available to learners.
  3. Verify that the link appears correctly in the learner interface by accessing the platform as a test user.

7. Test the External Link

  1. Log in as a learner or use a test account to access the external link.
  2. Confirm that the link opens correctly and directs to the intended external resource.
  3. Verify that any access restrictions or visibility settings are functioning as expected.

Notes & Warnings:

  • Security Considerations: Ensure that external links direct to trusted and secure websites. Avoid linking to sites that may contain malware, inappropriate content, or violate organizational security policies.
  • Link Maintenance: External links may become broken or outdated if the external website changes its URL structure. Periodically review and update external links to ensure they remain functional.
  • User Tracking: External link completion is typically not tracked within Learn unless integrated with a third-party tracking mechanism or SCORM package. Consider this when assigning links as required training.
  • Mobile Compatibility: Verify that external resources are mobile-friendly if learners will access them via mobile devices.
  • Compliance: Ensure that linking to external content complies with organizational data privacy and security policies, especially when accessing third-party platforms.

Examples:

Example 1: Linking to a Regulatory Website

Scenario: An administrator wants to provide learners with access to OSHA's official website for additional compliance guidance.

Steps:

  1. Navigate to the External Links configuration in Learn.
  2. Add a new external link with the title "OSHA Compliance Resources."
  3. Enter the URL: https://www.osha.gov
  4. Add a description: "Access official OSHA guidance, standards, and compliance resources."
  5. Set visibility to "All Users" and configure the link to open in a new tab.
  6. Save and publish the link.
  7. Verify that learners can access the link from the Learn platform.

Example 2: Linking to a Company Policy Document Hosted Externally

Scenario: A company hosts its Health & Safety Policy on an external SharePoint site and wants learners to access it from Learn.

Steps:

  1. Navigate to the External Links configuration in Learn.
  2. Add a new external link with the title "Company Health & Safety Policy."
  3. Enter the SharePoint URL: https://companyname.sharepoint.com/sites/policies/health-safety-policy.pdf
  4. Add a description: "Review the company's official Health & Safety Policy document."
  5. Set visibility to specific user groups (e.g., "All Employees").
  6. Save and publish the link.
  7. Test the link to ensure it opens the correct document.

Example 3: Integrating a Third-Party Training Tool

Scenario: An organization uses a third-party ergonomics training tool and wants to link it as a reference resource in Learn.

Steps:

  1. Navigate to the External Links configuration in Learn.
  2. Add a new external link with the title "Ergonomics Training Tool."
  3. Enter the tool's URL: https://ergonomicstool.example.com
  4. Add a description: "Interactive tool for assessing ergonomic risks and improving workstation setup."
  5. Set visibility to "All Users" and configure the link to open in a new tab.
  6. (Optional) Add the link to a Learning Pathway on "Workplace Ergonomics."
  7. Save, publish, and verify access.

Troubleshooting:

Issue 1: External Link Does Not Open or Displays an Error

Cause: The URL may be incorrect, the external website may be down, or there may be network/firewall restrictions preventing access.

Diagnostics:

  • Verify that the URL is correct and accessible from a web browser.
  • Check if the external website is currently online and functioning.
  • Confirm that organizational firewalls or security policies are not blocking the external URL.

Resolution:

  • Correct any typos or errors in the URL.
  • If the external website is down, contact the website administrator or wait for service restoration.
  • Work with IT to whitelist the external URL if it is being blocked by organizational security policies.

Issue 2: External Link Opens Inside the Learn Platform Instead of a New Tab

Cause: The link configuration may not be set to open in a new tab or window.

Diagnostics:

  • Review the external link settings in the Learn Content Management interface.
  • Check if the option to "Open in New Tab/Window" is enabled.

Resolution:

  • Edit the external link configuration.
  • Enable the "Open in New Tab/Window" option.
  • Save the changes and test the link again.

Issue 3: Learners Cannot See or Access the External Link

Cause: The external link may not be published, or visibility settings may restrict access to specific user groups or Organizational Units.

Diagnostics:

  • Verify that the external link is published and visible in the Learn platform.
  • Check the visibility and access settings for the external link.
  • Confirm that the learner's user account or Organizational Unit has permission to view the link.

Resolution:

  • Ensure the external link is published.
  • Adjust visibility settings to include the appropriate user groups or Organizational Units.
  • Test access with a learner account to confirm the issue is resolved.

Issue 4: External Link Completion Is Not Being Tracked

Cause: Learn does not natively track completion of external links unless integrated with a tracking mechanism or SCORM package.

Diagnostics:

  • Confirm whether the external resource supports SCORM or xAPI tracking.
  • Review Learn's tracking and reporting capabilities for external links.

Resolution:

  • If tracking is required, consider embedding the external content as a SCORM package or integrating with a third-party tracking tool.
  • Alternatively, use manual completion tracking or self-attestation by learners.
  • Consult with Evotix support for advanced tracking options.

Related Articles:

AI Metadata:

  • Product Area: Learn
  • User Role: Administrator, Content Manager, Training Coordinator
  • Tags: External Links, Learn, Training Resources, Reference Materials, Content Management, Educational Tools, Third-Party Integration
  • Version/Region: All versions of Evotix Learn; applicable globally
  • Deprecated?: No
  • Important synonyms: External Resources, Reference Links, Third-Party Links, External Websites, Training Tools, Online Resources
  • Suggested embedding keywords: External link configuration, Learn platform, connecting learners, external resources, reference materials, training tools, third-party integration, content management, external websites, link visibility, access control, tracking external training
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