1. Set up Oracle Learning
  2. Set up Oracle Learning

Set up Oracle Learning

Specify how Oracle Learning acts, how data is structured, and how workflows and automation operate.

The tasks that people can do and the data that they can see depend on their roles, duties, and privileges. For details, see Securing HCM and Security Reference for HCM.

  1. Set WLF and ORA_WLF profile options to control behavior across Oracle Learning. Review values carefully because they affect search results, learner experience, and background processing.
    1. Go to Setup and Maintenance > Tasks panel > Search > Manage Administrator Profile Values.

    Reference: Profile options for Oracle Learning

  2. Configure ORA_WLF lookups used in learning lists and fields.
    1. Go to Setup and Maintenance > Tasks panel > Search > Manage Common Lookups.
    2. Update lookup codes and meanings.
      • Use clear, concise values for Meaning because they appear in lists and read-only fields
      • Use lookup Descriptions to provide additional context for administrators managing the values

    Reference: Extensible lookups for Oracle Learning.

  3. To track changes for compliance, governance, or reporting, configure audit policies for Oracle Learning. You can audit only learning managed through Redwood pages and these APIs: learningSelfPacedItems, learningEvents, learningCourses, and learningPaths.
    1. Go to Setup and Maintenance > Tasks panel > Search > Manage Audit Policies.
    2. Configure business object attributes to audit for the Work Life product.
  4. To include extra attributes on learning objects for search, reporting, or page details, configure WLF descriptive flexfields.
    1. Go to Setup and Maintenance > Tasks panel > Search > Manage Descriptive Flexfields.
    2. Add attributes to learning objects.
    3. Enable segments as needed.
    4. Configure segments with appropriate data types (list, text, date) because this affects search and filtering behavior.

    Reference: Descriptive flexfields for Oracle Learning.

  5. To include any flexfield attributes you configured in the previous step in search, enable the corresponding flexfield segments for the fa-hcm-learningitem and fa-hcm-learningrecord search indexes.
    1. Go to Setup and Maintenance > Tasks panel > Search > Manage Search Indexes.
    2. Enable relevant flexfield segments.
      • For list of values segments, select the Value[Value] option.
      • For text entry, date and time, or table validation segments, select the segment's name option, such as tablebaseddff [tablebaseddff].
  6. Run ingestion after enabling search indexes. Run ingestion again after you make changes so updates appear in search.
    1. Go to Tools > Scheduled Processes.
    2. Submit the ESS job to create index definition and perform initial ingest to OSCS process with the appropriate learning index as the input parameter.
    Reference: Run Initial Data Ingestion for the Required HCM Indexes and step 4 for Learning indexes
  7. Configure search views to control which fields and filters appear in catalog and assignment search results.
    Search view fields and filters are separate from attributes available in filtered lists. Filtered list attributes don't need to be included in a search view.
    1. Go to My Client Groups > Show More > Data Exchange > Search Views.
    2. Update catalog and assignment search views. To find the views, filter by either the Learning Items or Learning Assignments search object.

      Add or remove fields based on what users need to filter and search. Include flexfields only if they’re configured and indexed.

    3. Verify fields and filters display correctly for learners and specialists.
  8. Connect talent profile types to Oracle Learning to support learning prerequisites and outcomes.

    Requires Oracle Fusion Cloud Talent Management.

    1. Go to My Client Groups > Profiles > Profile Types.
    2. Configure profile types:

      • Prerequisite: Add relevant content sections and specify which fields to show or hide for each. Because these settings control what appears on configuration pages, they affect both search results and what details learners can check while browsing or enrolling.

      • Person: Make sure the relevant content sections include the Learning Outcomes subscriber. Then specify the skills and qualifications that are related to learning or gained as learning outcomes, and how they appear. You can sync the display settings with the content section properties or configure separate display settings for learning outcomes. You can also show or hide fields, such as Actual Completion Date for certifications, only for learning outcomes. The display selection affects the pages that learning administrators use, course and specialization search results, and the details pages that learners can see.

      If your organization uses Oracle Fusion Cloud Dynamic Skills, you can also configure specific skills and skill levels.

  9. To restrict who can manage or view specific catalog content, segment the learning catalog using catalog profiles.
    1. Go to My Client Groups > Learning and Development > Learning Catalog Profiles.
  10. Configure approval rules to define workflows for learning actions.

    Review default rules before modifying because they affect enrollments, completions, and withdrawals.

    1. Go to Tools > Transaction Console > Approval Rules.
    2. Configure parallel approvers and set voting rules, such as what percentage of approver response is required for approval or rejection.

    Reference: Approval rules for Oracle Learning

  11. If Microsoft Outlook syncing isn't enabled, configure and enable instructor and learner alerts.
    1. Go to Tools > Alerts Composer.
    2. Define alert conditions and schedules. All delivered learning alert codes start WLF.
    3. Specify whether alerts run on demand or on a schedule.
    4. Go to My Client Groups > Learning and Development > Configure Alerts.
    5. Enable alerts. You’ll also need to schedule the Process Learning Alerts process (step 13) to send alerts.

      • If you set instructor reminders to 0 days before training starts, they’ll get their alert on the same day as the activity.

      • To disable reminders, make sure the field is empty.

    Reference: Integrate Microsoft Outlook Calendar and Teams with Oracle Learning, Instructor alerts for Oracle Learning and Learner alerts for Oracle Learning.

  12. Configure background processing defaults that affect assignment processing, access updates, and performance.
    1. Go to My Client Groups > Learning and Development > Configure Background Processing.

    Reference: Concurrency Defaults and Execution Details for Oracle Learning Scheduled Processes.

  13. Schedule background processes to run regularly so access, assignments, and alerts stay up to date.
    1. Go to Tools > Scheduled Processes.

    Reference: Scheduled background processes for Oracle Learning.

  14. To let learning specialists include completion certificates and learners print them, grant permissions and configure certificate defaults.
    1. Make sure that the learning specialists configuring completion certificate templates have this role and these privileges so that they can use Oracle Business Intelligence Publisher:
      Code Description
      BIAuthor This role lets you create and change certificate templates
      WLF_MANAGE_LEARNING_SETUP This privilege lets you configure completion certificates in setup
      WLF_REST_SERVICE_ACCESS_LEARNING_ADMINISTRATOR_LOVS_PRIV This privilege populates the list of values in the Certificate Title LOV
    2. Go to My Client Groups > Learning and Development > Configure Catalog Defaults.
    3. Edit the Completion Certificate Defaults section and select the appropriate option.
  15. To store physical locations where instructors provide on-site training for repeated use, create classroom locations.
    1. Go to My Client Groups > Work Structures > Manage Locations.
    2. To let everyone access the location, use the Common Location Set location set.
  16. To support in-person and virtual instructor-led training provided by external organizations, create training suppliers.
    1. Go to My Client Groups > Learning and Development > Training Suppliers.
  17. Create classrooms for in-person instructor-led training.
    1. Go to My Client Groups > Learning and Development > Classrooms.
    • Use the description to augment the classroom location, such as Third-floor conference room, West side or to identify the purpose.
    • Capacity helps specialists identify the appropriate classroom when scheduling learning.
    • Training suppliers can provide classrooms for external training.
  18. Add instructors for in-person and virtual instructor-led training.
    1. Go to My Client Groups > Learning and Development > Instructors.
      For details about linking instructors to integrated virtual classroom providers, see these procedures:
  19. To personalize completion certificates for your organization, configure completion certificate templates.

    Open Oracle BI Publisher Enterprise through your organization's /xmlpserver URL (for example, https://hostname.com/xmlpserver). The delivered templates are in Shared Folders/Human Capital Management/Learning/Certificates.

    1. In the appropriate folder, right-click the completion certificate report and select Customize. This action creates a similar, custom folder structure: Shared Folders/Custom/Human Capital Management/Learning/Certificates.
    2. In the appropriate Custom folder, create a backup copy of the certificate you're going to edit using right-click > Copy.
    3. Right-click and download the custom completion certificate. The download creates a .zip file that includes the .rtf template and data models.
    4. On your computer, extract the .zip file contents.
    5. Edit the relevant static elements of the .rtf completion certificate report. For example, add your company logo to the header.
    6. Enable the relevant Publisher options for dynamic elements, such as Field, link the XML data file to the .rtf file.
      1. In the .rtf file, on the Publisher tab, select Sample XML.
      2. In the Please select XML data dialog box, search for and select the extracted completion certificate DM.xml file.
      3. Select Open.
    7. On the certificate template, add and remove dynamic elements as appropriate.
    8. Save your changes.
    9. In Oracle BI Publisher Enterprise, replace the existing source .rtf file with your edited .rtf file.
      1. Select the appropriate Shared Folders/Custom/Human Capital Management/Learning/Certificates folder.
      2. Edit the source custom completion certificate report.
      3. On the edit layout page, select View a list.
      4. Select the source template row.
      5. Select the Delete icon. Remember, you still have your backup version.
      6. To upload your edited .rtf file, select the Create icon.
      7. On the create layout page, select Upload RTF, PDF, Excel, Flash, XSL Stylesheet, or eText template file.
      8. In the Upload Template File dialog box, search for and select your edited .rtf template file.
      9. In the Type field, select RTF Template.
      10. In the Locale field, select the language that the certificate is in.
      11. Select Upload.
      12. On the edit layout page, select View a list.
      13. In the Default Format field, select PDF.
  20. To get suggested learning titles, short descriptions, and descriptions in specified languages, set up Google Translation.
    1. Set up your Cloud Translation API account with Google.
    2. Go to My Client Groups > Learning and Development > Configure External Providers task.
    3. Configure the Google Translation service provider as shown here.
      Field Value
      Account Name We recommend your name relates to, but isn't, your secret Google API key.
      Description Provide a description that relates to your Google setup.
      Status Indicates whether the Google translation is active. The default value is Active.
      Google API Key Provide the secret API Key that you got after setting up your Cloud Translation API account with Google.
    4. Validate the configuration.
    5. Save your changes and close the page.
    6. Install the Oracle Visual Builder Add-in for Excel so learning specialists can review and upload translation suggestions using Microsoft Excel.