Certificates — Certificates Tab

TraCorp LMS Quick Reference Guide (QRG)

Audience: Main Admin, Sub Admin, User Group Admin

Overview

This QRG explains how to add, replace, download, and delete certificates in the Certificates tab, how to use placeholders in RTF certificates, and how to attach certificates to content, learning tracks, certifications, badges, and sessions. A certificate is issued to a student when the student completes an item that has a certificate attached.

The LMS supports two certificate file types:

• PDF — The certificate is issued exactly as uploaded. A PDF certificate cannot include student or content information.
• RTF — The certificate can include placeholders, which the LMS replaces with student and content information, such as the student's name and completion date, when the certificate is issued.

Enabled Permissions Required to Complete the Following Steps

• Certificates (User Group Admin, Sub Admin)

Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.

View Certificates in the LMS

To view certificates, from the Admin Navigation menu, click Certificates. The Certificates In The LMS list displays the following columns:

• Certificate Filename — The name of the uploaded certificate file.
• Download (RTF) and Download (PDF) — Links to download a copy of the certificate.
• Content Pieces, Learning Tracks, Video Modules, and Badges — The number of each item type that has the certificate attached.

Add a Certificate

1. From the Admin Navigation menu, click Certificates.
2. Click Add Certificate. The Add Certificate window opens.
3. Click Choose File next to Upload New Certificate File and select an RTF or PDF certificate file.
4. Click Upload.

Replace a Certificate

1. From the Admin Navigation menu, click Certificates.
2. Select the certificate to replace in the Certificates In The LMS list.
3. Click Replace.
4. Click Choose File next to Upload New Certificate File and select the updated RTF or PDF certificate file.
5. Click Upload.

Note: Replacing a certificate updates the certificate file while keeping it attached to the same content, learning tracks, video modules, and badges. Students who have already completed these items automatically receive the updated certificate.

Download a Certificate

1. From the Admin Navigation menu, click Certificates.
2. Click Download (RTF) to download the original certificate file, or click Download (PDF) to download a PDF version of the certificate.

Delete a Certificate

1. From the Admin Navigation menu, click Certificates.
2. Select the certificate to delete in the Certificates In The LMS list.
3. Click Delete.
4. Click Yes.

Note: A certificate must be detached from all items before it can be deleted. Check the Content Pieces, Learning Tracks, Video Modules, and Badges columns to confirm the certificate is not attached to any items.

Use Placeholders in an RTF Certificate

Placeholders are typed in uppercase inside square brackets, exactly as shown in the table below. When a certificate is issued, the LMS replaces each placeholder with the matching information.

Note: To print a custom registration field on a certificate, such as a license number, use the [FIELD] placeholder with the number of that registration field, for example, [FIELD12]. For step-by-step instructions on setting up registration fields, see Knowledgebase article: Registration Fields — Registration Fields Tab.

Attach a Certificate

Certificates are attached in the settings of each item that issues a certificate. For step-by-step instructions, see the following Knowledgebase articles:

• Content: see Knowledgebase article: Content — Add New Online Training Content.
• Learning tracks and video modules: see Knowledgebase article: Learning Tracks.
• Certifications: see Knowledgebase article: Certifications — Create a Certification.
• Badges: see Knowledgebase article: Badges — Badges Tab.
• Classroom sessions: see Knowledgebase article: Classroom Sessions — Create a Classroom Session.
• Webinar sessions: see Knowledgebase article: Webinar Sessions — Create a Webinar Session.

Note: Video modules use the same process as learning tracks, with a display designed for video on the student side of the LMS.

Note: A new certificate can also be uploaded while attaching it by clicking Choose File to Upload New Certificate File. Certificates uploaded this way display in the Certificates tab.

Best Practices

It is highly suggested to issue a test certificate before using a new or edited certificate. Complete the item as a test student and review the issued certificate, since fonts and images can display differently on an issued certificate than in a word processor.

To use one certificate for multiple items, use placeholders for any information that changes from item to item, such as [TITLE], [CONTENT CODE], and [CREDITS], instead of typing that information into the certificate. The LMS fills in these values from the item the certificate is attached to.

The date format for certificate dates can be set using the Certificate Date Field Format drop-down menu in General Settings → General Administration. For step-by-step instructions, see Knowledgebase article: General Settings — General Administration Tab.

To allow students to print their own certificates from their Profile page, click the Allow students to print certificates check box in General Settings → Students. For step-by-step instructions, see Knowledgebase article: General Settings — Students Tab.