About This Guide

Poet is designed so you can create the perfect Scholar course and feel confident doing it. This page is no different: The Poet Access Guide provides a comprehensive overview of how to create a course, how to use the many tools Poet offers, and how to use those tools to your full advantage.

New to Poet? The materials below will walk you through critical tasks step-by-step, but if you first need basic info on what Poet is and why it’s so powerful, check out the Poet product page.

poet

Getting Started

downloadOn the Welcome to Poet page at poet.trueoffice.com, simply enter your username and your password to log in. If you need to reset your password, be sure to have access to the email address associated with your account.

Poet relies on modern browser features to work; therefore older browsers (Internet Explorer 10 and below) are not supported. Also, please note that your credentials for Poet are the same as your credentials for I.Q. (if you are also an I.Q. customer).

Recommended Workflow

To best make use of Poet’s editing features, we recommend that you work on your course in the following phases:

1. Create a Course Authoring users can use the “+ Add Course” button on their Course List page. Editing users are not able to create new courses and can skip this step. More about Course Creation

2. Edit Customize the written content, imagery, and media displayed in your course. Edit with total confidence–Poet will give warnings (and even guidance) about anything that might cause issues in the course. More about the Editing phase

3. Review Export your course script for others to review, and run though the course itself using the Preview feature. More about the Review phase

4. Approve Ensure you and your team are certain that your Scholar course is locked and ready.

5. Translate (Optional) Once completed and locked in English, prepare your course to run in other languages–the Translations section will help guide you. More about the Translations process

6. Publish Confirm that you’re all set, then lock and publish with the click of a button! More about the Publishing phase

7. Launch!

Best Practices

Saving

Remember to regularly click the “Save” button in the Header (at the top of the page) throughout the editing process. We recommend saving before moving on to another page or making your next set of edits.

User Access

True Office Learning recommends that only one person make changes to a project at a time. This will ensure that all of the desired edits are saved properly – multiple users editing the same project can cause problems like overwritten data or lost work.

Versioning

We also recommend exporting your script and assets at key milestones in your build/review process in order to save specific versions of your course. In the event that you need to “revert” back to a previous/original version, each script and ZIP file essentially acts as a backup. You can work from these exported files using the Overwrite Project feature (available in the "Project Info" tab of the Course Settings page).


The Poet Interface

Accessing a Course

Poet Source ListSelect the project you’d like to edit by clicking on its course name on the Course List screen.

On the following screen (referred to here as “the Editor”), you’ll see all of the content and configurations for the Scholar course you selected.

Authoring users can also create courses from this page using the “+ New Course” button at the top of the page.

Exiting a Course

Poet Back Button

The left-facing arrow button at the top left of the header will always navigate you back one step: when viewing a course in the Editor, you'll return to the Course List screen.

The Header

At the top of the page, you'll always see this red bar. When in the Editor, it holds the buttons for important interactions in Poet. To learn about each action, see the Key Features section below.

poet-header

Content Map Sidebar

Poet SidebarThis area shows an outline of your entire course. Use it to navigate from one page in the Editor to another.

The Sidebar is organized according to the learner experience: introductory pages and features are at the top, then the core content and interactions, then concluding pages at the bottom. Click any page name to view and edit it in the main right panel. Please note that Category folders are collapsible/expandable for easier viewing.

Categories are denoted with a folder icon, Topics with a book icon, Activities with a lightning bolt icon, and Slides with a bullet list icon.

KEY FEATURES

Add Page Button

Poet Add Page ButtonThis large red button will always be at the bottom right of the Course Content Sidebar. Click it to add a new page, which will be grouped under the current active page.

The pop-up window that appears will automatically show which page types are available for the current location of the Content Map.

Save

Poet SaveClick the “Save” button often! This will ensure your changes aren’t lost.

Download

Poet DownloadA course can be backed up to your computer in a few ways, all of which are available by clicking the “Download” button:

  • Full Backup: Creates an export of everything in your current course, including the Script doc, all course assets, and (if included in your course) the Translations file. Rename and save the ZIP file to the desired location on your desktop or shared drive.
  • Assets: Saves copies of your media assets as a ZIP file. This contains the images, videos, and audio files needed for your course.
  • Script: Save written content as a Word doc.
  • Translations: Combines all of your translated content to an Excel spreadsheet. (This feature is hidden for untranslated courses.)

Any file(s) will automatically be saved on your computer (in the Downloads folder, or per your browser’s download settings).

Preview

Any course that has all required content can be previewed at anim-poet-preview2any time. Previews are a fully playable build of your course.

To see a preview build of your current course:

  1. Click the “Preview” button in the header
  2. Wait a moment while your course processes
  3. A small window will pop up once processing is complete; click the “Preview Course” button to open your course in a new browser window/tab.

 Click “Get shareable link” to generate a hyperlink that you can send to other stakeholders. Please note that for security, these links expire after one week and can be manually de-activated at any time. Shared links will always show the most recent Preview build, so any updates you make will be visible when others use the link.
poet-previewDropdown
Once a Preview build is complete, it is saved in Poet until a new Preview build is created. To reopen an existing build, click the ‘Existing’ option in the “Preview” button dropdown.

 

Image Editor

Poet Image EditorClick the round button in the top left of any image container (denoted by 3 vertical dots) to replace an image or crop it.

 


HTML Text EditorPoet HTML Editor

Text fields for long-form content (Course Material content, Scenario text content, Activity feedback text, and Slide content) have full HTML styling available. When available, the formatting options will appear as a row of buttons attached to the top of the field.

Video Editor

Audio and video files can be added, replaced, or removed by clicking the “Change Video File” link located at the top right of the video preview.

Videos can be added by uploading an MP4 file or by entering a valid URL.

Please note that Poet does not accept videos with a file size over 25mb. We recommend a video of 15mb or less to help ensure a reasonably sized course package and a smooth user experience for learners.


Authoring

Please note that only Poet Authoring users can create a new course. If you are a Poet Editing user, skip to next step in the workflow, the Editing Phase.

Creating A Course

Poet Add CourseOn the Course List page, click the “+ New Course” button at the top of the page to create a new course.

This will allow you to employ one of four methods to Author a course:

Blank Course: Starting from scratch, Poet will walk you through creating a Content Map (outline) of your course. After that, you’ll develop your content, Course Material, and activities—all organized by Category.

From a Template: Start quickly by choosing a template that corresponds to the type and the size of course you’d like to create. Don’t worry, you can add/delete and move content as needed to make this a better fit for your needs—these templates will just give you somewhere to start.

Want your course to change difficulty as learners move through it? Choose an adaptive template. More comfortable with a fixed-order course, or one where everyone sees the same material, in the same order? We’ve got a template for that too.

If you have ~12 (or fewer) learning objectives you’d like to test on, start from the small course templates. Large templates are set up to include as many as 20 learning objectives.

Upload a Script: Already have a True Office Learning script and assets? Start here. Once the course is created, make any edits you wish.

Duplicate an Existing Course: Any course in your Course List page can be duplicated using this option. Select the name of the course you’d like to duplicate, then give it a new title. Once the course is created, make any edits you wish.


Editing Phase

BASIC EDITS

Selecting a Color Theme

Poet SettingsWhen user the Editor, click “Course Settings” (look for the gear icon) on the top left of the Content Map Sidebar. This will open the Course Settings in the main Editor window.

Under the “Interface” tab, select the color theme you’d like to use in your course. A live preview will show you how the interface will look when using the theme you chose. We encourage you to explore our selection of color themes, but if you can’t decide what’s right for your organization, try “Scholar Gold.”

Replacing the Company Logo

In the Content Map Sidebar, click on “Title Screen” (in the “Introduction” section) to open Title Screen in the Editor.

Click on the “Company Logo” area to edit or replace the image. Please note that only JPG or PNG files are accepted.


Editing the Course Material

In the Content Map sidebar, click on a Category name to access the Course Material content. For most organizations, this area will contain Policy text or any materials that outline the expectations for your learners to understand the course topics and message.

Note that “Require Policy Acknowledgement” is turned on by default in Scholar courses. This requires that learners check a box to acknowledge that they have read each Category’s corresponding Course Material content. This is separate from Policy Acknowledgment slides, which you can add to your course.

Adding a Policy Acknowledgment

Before doing this, consider where you would like your policies to appear in the course. We recommend adding the Policy Acknowledgment Slide in the Conclusion section (set the location to “After All Categories” in step 4 below), or to the end of a particular category’s Course Material if it relates only to a specific policy (set the location to “After Course Material” in the appropriate category).

To add a dedicated Policy Acknowledgment slide to your course:

  1. Click on a page in the desired area (“Introduction,” “Course Content,” or “Conclusion” in the Content Map Sidebar) where you would like to add the slide
  2. Click the “Add Page” button
  3. In the pop-up, choose “Slide”, then select “Policy Acknowledgment” and click “Add Page.” You'll see the page added in the Course Content sidebar, nested under the location you selected (in step 1, above).
  4. In the main Editor window, choose where you’d like the Policy Acknowledgement page to appear in the “Location” dropdown. Then add text to the “Title,” “Body Text,” and “Policy Button Name” fields.
  5. Add your policy URL (learners will see a link) or upload your policy PDF (learners will view the PDF file).

Handling Hyperlinks in the Course

Click “Course Settings” (look for the gear icon) the top left of the Content Map Sidebar. This will open the Course Settings in the main Editor window.

Under the “Miscellaneous Options” section, you’ll see a toggle for “Open external links in new window.” This can be turned on for organizations with restrictive firewalls. Turning this off will open links in a frame within the Scholar course, instead of a new browser tab or window.

ADVANCED EDITS

Changing Content

Simply click on any input field you see to make edits to the text it contains.

Images in the course can be added, swapped, and cropped using our easy Image Editor. We strongly recommend using images that your company owns or that have been purchased from a stock photo website. Talk to your design or legal team if you have questions about image copyrights.

Moving Content

Poet Moving ContentMost pages in the Course Content section of the Content Map Sidebar can be re-ordered by clicking and dragging. Keep in mind that Activities and Topics are randomized in Scholar (by default), so re-organizing them in Poet may not affect the order they’re shown to your learners.

Please note that Activities must be grouped under a Topic, Topics must be grouped under a Category, and Slides can live in many places. Confused? See the Terminology section below.

Styling the Title Screen

Click on “Title Screen” in the Content Map Sidebar to adjust the first impression learners get – this screen displays the course title, a background image, and a preset layout, as well as your organization’s logo. It’s a good idea to “brand” your course a little here, so learners understand that this is a trusted, official source of knowledge from your organization.

The live preview will show you the effects of changing your logo or background image and changing the layout.

Replacing the Introductory Video

Scholar courses begin with a brief video that primes learners on the topic at hand. Many organizations prefer to replace this video with a message from an executive or a custom training video. Click on “Introductory Video” in the Content Map Sidebar to open Introductory Video in the main Editor window.

Poet does not provide functionality to make edits to video files. Please note that editing subtitle text in an existing video will not have any effect on the video graphics or narrator’s audio; it will only make subtitle text inaccurate! Contact service@trueoffice.com if you want to request edits to the existing video.

On the Introductory Video page, you can:

  • Disable/enable the Intro Video itself
  • Replace an existing video with one of your choosing (from a file or linking via URL)
  • Add subtitles (optional)

Please note that Poet does not accept videos with a file size over 25mb. We recommend a video of 15mb or less to help ensure a reasonably sized course package and a smooth user experience for learners.

Deleting Pages

Please use caution when deleting content, especially at the Category or Topic level – deletions can’t be undone. To rectify an unwanted deletion, you will need to recreate the deleted content or import an old script, which might result in inaccuracy or loss of previous edits.

That said, to delete pages:

  1. Click on the Category, Topic, Activity, or Slide you would like to delete in the Course Content sidebar
  2. Scroll to the bottom of the Editor page and click the “Delete” link (with the trash bin icon) in the bottom right

 

Branching Content

 Scholar allows you to ask your users a survey question which you can then use to limit the content they see, or to include additional content that only a subset of users will see (for example, a Category that only managers will see).

Before branching your content, it’s best to complete the editing/writing phase of the course, including all content that’s meant to only be shown to a specific group. Once this is complete, you can then follow the process below.

  1. Click the “Add Page” button while viewing an Introduction page.
  2. In the pop-up, then select “Question Data” and click “Add Page.” You'll see the page added in the Course Content sidebar.
  3. Question DataIn the main Editor window, enter the question you’d like to ask and set a meaningful Variable to be used later in thecourse. The Variable will help you define which users will see a Slide or Category.
  4. Once you’ve set up your “Question Data” survey, navigate to the Category or Slide you’d like to limit to a certain subset of users and click the “Configuration” tab.
  5. Enable “Show To Select Users” and use the dropdowns to select the Variables you’d like to define with a certain Value. For example, “Show If Manager = Yes” would limit the set of users who see the content to only those who selected “Yes” on a Question Data with a Variable of “Manager.”

Reviewing

REVIEW IN POET

Previews in the Editor

When editing the Title Page, the “Layout” will show you what your background image and chosen layout will look like in the course.

Under Course Settings, changing the Color Theme will generate 6 preview images of important screens in a Scholar course, so you can see what the Theme really looks like.

Videos in the Introductory Video page or in a Video Slide can be played right in the Editor.

Previewing a Full Course

Poet Icon PreviewClick the “Preview” dropdown in the Header to run through a live build of your course, which will include any saved edits.

By default, preview builds have analytics/data capture turned off and debug mode turned on. This means that correct answers will all be marked with a ‘+’.

Please note that the preview is only viewable by poet users, so copy/pasting the URL from the preview window will not work for anyone who is not logged in to Poet. To provide others with a publicly-viewable link, click "Get shareable link" in the Preview Build pop-up.

REVIEW EXTERNALLY

Saving Your Script and Assets

Use the “Download” dropdown in the header in order to get the files you’ll need (like a full Word script) for other members of your team to easily review and give feedback on your course.

Sending Your Course to Others

Other stakeholders on your project can view your latest version by using a Shareable Link. To get a Shareable Link, simply run a new preview build or open your existing one using the Preview dropdown, and click "Get shareable link" in the Preview Build pop-up.


Translations Process

RiskTranslations are inherently complex, which is why we strongly recommend getting full and final approval of the “master” English-language version of your course before beginning any translation process. Changes to one language will result in inaccuracies in all other languages.

 

Choosing a Process

Poet TranslateClick Translations in the Content Map Sidebar to select one of two options here: open the accordion for either option to learn more.

Translate with True Office Learning

This process includes a checklist of all possible languages, which can be toggled on or off as needed. The checklist affects which languages will be included in your translations Excel file. 

Check the “My course content is finalized…” box and click “Request Translations” to have your course sent to our team at True Office Learning to be translated in your chosen languages. This will incur charges from TOL, and you will not be able to make edits to your course once your content has been submitted (without requiring new translations and further charges).

Please note that once you choose to request translations, you will no longer have the option to translate with your own vendor.

Translate with Your Own Vendor

This process assumes you have access to a reliable translation vendor – we strongly urge you not to rely on your own team members, or especially online/automated translations, to translate your course. The accuracy of the content you add in this process is your responsibility and/or that of your chosen vendor.

Please note that once you choose to initiate this process, you will no longer have the option to translate with True Office Learning.


Publishing Your Course

Publishing a course will lock its content. We recommend publishing your course only after all edits have been finalized, reviewed, and approved by your organization’s stakeholders – once published, edits made in Poet can’t be saved.*

*To make changes/edits to a published course, you’ll need to contact your TOL Relationship Manager.

HOW TO PUBLISH

Poet PublishingTo complete your Poet project, click the “Publish” button in the header. In the window that pops up, confirm (once and for all!) that your course is complete by manually typing the prompt into the text field. Once this is correctly entered, you will be able to click the “Publish” button.

Your final course package will then be built, which may take a few minutes. In this build, Debug mode will be disabled and analytics will be enabled.

Publish on Your Preferred LMS

In the next pop-up, choose “Download SCORM package” to automatically download the course package to your computer (in the Downloads folder, or per your browser’s download settings). This package will be ready to launch on your LMS. Congratulations!

Publish on Learn I.O.

Close the next pop-up and contact your TOL Relationship Manager to begin the upload and enrollment process for your course to launch on Learn I.O., TOL’s modern, hassle-free LMS. Congratulations!


Terminology

Assets: Anything in your course that isn’t text–the images, audio, or video content needed to bring your written content to life.

Content Map: A full outline/structure of your Scholar course. If you’ve worked with true Office Learning, you’ve seen this map inform your full course script; here in Poet, it’s used to structure your course in the Content Map Sidebar.

Course Material: The information you want your learners to read about and understand within each category. For most organizations, this includes the actual policy text.

Key Concepts: What you want your learners to learn from the course.

Poet CategoryCategory: The highest-level grouping of content in a Scholar course. Think of these as ‘chapters’ in the book that is your course. Each Category has a section of Course Material attached to it and must contain at least one Topic.

Poet TopicTopic: The guideposts for what your learners take away from your course, Topics ensure the needed concepts in your content are tested Each Topic must contain at least one Activity.

Poet ActivityActivity: This is the core of Scholar interactions: a clickable interaction that allows learners to apply what they’ve learned. Please note that in Scholar 1.9 and older, Activities contain a Scenario by default.

There are several types of Activity/interaction types that you can configure: Card Flip, Hotspots, Binary Swipe, Sliding Cards, Matching, and Fill In the Blank.

Scenario: The setting or context for an activity that practices a learning objective through a real-life application. Please note that in Scholar 1.9 and older, Scenarios display before an Activity by default.

Difficulty Level: Scholar courses use an adaptive framework to tailor each learning experience based on what learner knows–this is accomplished by changing difficulty between two levels. ‘Normal’ content is achievable for the average learner, and ‘Difficult’ content is meant to challenge expert learners. Choose ‘Both’ if you’d rather not segment your content in this way.

Slide: A type of page you can add to your course that presents information only (is not interactive). There are several varieties of slide, depending on whether you want to teach via text, image, video, audio, or a combination of these media.

Question Data: A type of Slide that allows you to ask learners a custom survey question. Their answer can be used later in the course to show a particular Category or Slide only to learners who answered the question a certain way. This question and all answer data will appear in the I.Q. Analytics Portal.


Haven't found what you're looking for? Let us know.
REPORT AN ISSUE »