LMS & Portal: Completion Data Functionality

Summary

This functionality allows users (portal students) to upload their progress in External courses to the LMS. Once submitted, the data is sent for review by an administrator (a reviewer), who decides whether to approve or reject the submission. Only approved entries are added to the system.

Example:
The company offers an external course that employees completed last month. To record their progress in the LMS, users upload certificates or other supporting documents. This information is submitted as a Completion Data request, which is reviewed by a designated reviewer. Based on the review, the request is either approved or rejected.

Introduction

Organizations often offer learning opportunities outside the LMS (e.g., third-party or vendor courses). The Completion Data feature ensures that employees’ external learning progress can still be officially recorded and tracked within the LMS.
This functionality creates a standardized process for submitting, reviewing, and approving external course completion evidence.

Requirements

List any conditions that must be met before following the steps.

✅ The course type must be set to External.
✅ At least one LMS administrator must have Completion Data Review permissions.
✅ The “Allow users to submit their completion data” setting must be enabled for the course.
✅ Users must have active portal accounts.
✅ Reviewers must be assigned before activating the feature.

Steps to Follow

1. Activate the Completion Data functionality (LMS Side)

1. Go to LMS → Courses.

2. Open the course card for the desired External course.

3. Enable the “Allow users to submit their completion data” option.

4. If no reviewers are assigned, a message appears:

   “The submission requires admin.”

5. Save the course settings.

Example screenshot: Course settings showing the activation option.

2. Assign Reviewers (LMS Side)

1. Navigate to LMS → Admin.

2. Click the three dots next to an admin’s name.

3. Select Enable completion data review.

4. A reviewer icon appears next to the admin’s username.

5. To revoke rights, repeat the steps and choose Disable completion data review.

Example screenshot: Reviewer assignment options.

3. User Submission (Portal Side)

1. Go to the portal → External course card.

2. In the Completion Data section, click Submit details.

3. Fill in the required fields:

   • Start Date

   • End Date

   • Upload your certificate

4. (Optional) Add Test attempts — including attempt date, score, and pass/fail toggle.

5. Click Send details to submit.

6. The assigned reviewer receives an email notification:

   “Student Submitted Course Completion Data”

Example screenshot: Portal submission modal.

4. Reviewing Requests (LMS Side)

1. Reviewers receive notifications and can access submissions via:

   • Curriculum → Course Statistics (pending requests marked with icons)

   • User Profile → Statistics (icon next to courses awaiting review)

2. Click the review icon to open the request.

3. Review the attached certificate and course details.

4. Choose one of the following actions:

   • Approve → A completion record is created in the system.

   • Reject → A comment is required; the user will be notified.

5. The system sends an automatic email based on the decision:

   • Approval → “Course Completion Approved”

   • Rejection → “Course Completion Rejected”

Example screenshot: Review modal with approval/rejection buttons.

5. Reporting (LMS Side)

To view or export historical Completion Data requests and outcomes:

1. Go to Curriculum → Course Statistics.

2. Click Generate report.

3. Select Approval history report.

4. Download or view data for all submissions related to the course.

Example screenshot: Report generation screen.

6. Request Statuses (Portal Side)

After submission, a request can have the following statuses:

• Users can edit requests while under review.

• For rejected requests, users can resubmit with corrections (certificate must be re-uploaded).

• Admin comments can be viewed under “Read comment” if provided.

Example screenshot: Request status indicators.

Expected Result

Once approved, the course completion record is automatically created in the LMS for the user.
The user receives an email notification confirming approval, and the course appears as Completed in their learning records.

Troubleshooting

If something can go wrong, list common issues and quick fixes.