Site Settings - Leadership Academy

This article describes how site owners can configure features on their organization’s site, including the catalog, course enrollment notifications, and My team. 

To begin, navigate to the Features page within Site Settings.

Catalog

If you would like your organization’s learners to be able to view course splash pages using the catalog feature, you must first configure the catalog feature in Site Settings.

The configurable settings for the catalog include:

• Enable Catalog: This setting will enable a catalog where courses can be published and made available to learners to browse and enroll in a course.
• Enable Public Privacy Setting Option: This setting will allow the Public privacy setting option to be made available when configuring a course.
• Allow Members to View Catalog: This setting enables a new catalog link within the site to allow learners to access the catalog. Otherwise, they would need to type www.organizationname.com/catalog into their browser to access the catalog.

Learn more about how to build a course splash page. 

Course Enrollment Notifications

If you would like to enable automatic enrollment and cancellation notifications when a learner enrolls or is removed from a course, select the checkbox next to Enable Enrollment Notifications. This setting also enables the ability for an admin to set a reminder date to notify learners of an upcoming course.

Learn more about course enrollment notifications.

My Team

If you would like to enable the My Team feature, select the checkbox next to Enable My Team. Learn more about the My Team feature.

With all of the feature configurations, remember to click Save at the bottom of the page.

This article describes how site owners can update the custom profile field labels. Learn more about the data to include when adding a learner to the platform.

To begin, navigate to the Profile Fields page within Site Settings.

You can change the labels of any of the three custom organization fields on the following screen by updating the text and clicking Save. The updated labels will now be reflected in each user's profile. Note: This will not change the labels in the HILD.

This article describes how site owners can configure the login page and allow users to create their own accounts.

To begin, navigate to the Login & Account Creation page within Site Settings.

Udemy Business Leadership Academy login

In this section, site owners can configure the login section where learners can log in via their email address and password. 

• Title: The title is placed at the top of the section.
• Button text: By default, the button will read “Log In”, but the text can be configured here.
• Description: The description is placed under the title and above the area where learners enter their email address.

Below is an example of a completed Udemy Business Leadership Academy Login section:

View in Login & Account Creation site settings:

View on the login page:

Self-Registration

In this section, site owners can allow learners and admins to register themselves and create an account on the platform, rather than requiring them to be added by an admin.

• Enable Self-Registration: Site owners can enable this feature by clicking the checkbox.

• Whitelist: Enter the domains that will be accepted when registering a new account. You can enter multiple values separated by a comma, e.g. domain1.com, domain2.com. Any email addresses provided by learners and admins attempting to create a new account that do not fall under one of the allowlisted domains will not be accepted and the account will not be created.
• Admin Email Addresses: Enter the email addresses of all admins that should be notified when someone creates a new account. You can enter multiple email addresses separated by a comma, e.g. email1@domain.com, email2@domain.com. 

When completed, the following message is displayed on the home page, and when clicked, the new user will be asked to provide the necessary information to create an account.

SSO login

Similar to the Udemy Business Leadership Academy Login section, in this section site owners can configure the login section where learners can log in via Single Sign On (SSO). Learn more about how to set up SSO for your organization. 

• Title: The title is placed at the top of the section.
• Button text: By default, the button will read “Log In”, but the text can be configured here.
• Description: The description is placed under the title and above the area where learners enter their email address.

This article describes how site owners can create custom support options for learners to leverage for account support, course support, and technical support.

The support options configured on this page are displayed in the support modal after clicking the Support link located on the right of the site footer. Note: The support modal also includes a link to the Learning Center, where admins and learners can find helpful support articles, and a link to the technology test.

To begin, navigate to the Support Menu page within Site Settings.

Configurable options

In each of the support sections, there are three options that can be added - email, phone, and text. 

• Email: Enter an email address for learners to contact for support.
• Phone: Enter a phone number for learners to call for support.
• Text: Enter instructions and/or contact information for learners to use for support. Tip: You can include instructions and an email address when choosing the Text option, such as “For support with the Emerging Leaders program, contact name@organization.com”. 

Additional options can also be added within each section by clicking Add Another.

Support options can be removed by clicking the trash can icon to the right of the corresponding support option.

Account support

Account Support provides help to learners that need an account created, or those who are having a problem with their account, such as an incorrect username. You may configure some or all of these options for your organization. This menu item only displays before login.

Course support

Course Support provides help to learners that need help finding, enrolling in, or dropping a course. You may configure some or all of these options for your organization. This menu item only displays after login.

Technical support

Technical Support provides technical help to learners that need help using the platform. You may configure some or all of these options for your organization. This menu item displays before and after login.

This article outlines how to add a site logo for your organization’s site, which will be displayed in the site header and on email notifications sent from the Udemy Business Leadership Academy (UBLA) platform.

Automatic resizing of logos

The UBLA platform will automatically resize your logo by reducing it to 35px height within the header bar. However, for platform email communications, the logo size uploaded to theme settings in the UBLA platform will render differently in size, depending which email client is used to view emails. 

Some email clients will reduce the image size automatically to fit within a specified container, whereas, other email clients will display the logo based on the original size of the logo uploaded. 

For example, if the logo uploaded to the UBLA platform is a very large size (i.e. 2,000x1,000px), some email clients will display the logo as that original size resulting in a very large and distorted logo in the email communications.  

Logo size recommendations

Our recommendation is that you use the following guidelines when choosing and resizing your logo.

1. It is recommended to use a rectangular logo instead of a square due to how the logo is resized within the UBLA platform. This is because the platform will take the logo and resize it down to 35px height, while maintaining the aspect ratio.  So if you have a logo that is square (i.e. 65x65 pixels as recommended for pixel height), on the platform the logo will render as 35x35 pixels and may look small in the header bar. 

Whereas, if a rectangular logo (i.e. 325x65 pixels, aspect ratio 5:1) is uploaded the logo will resize in height down to 35px but the width will be 175 pixels, resulting in a more proportionate logo on the UBLA platform.  Two examples of a square logo and rectangular logo are provided below:

Square logo

Rectangular logo

2. Regardless of what logo you choose to upload, it is recommended the logo is in.png format - this format allows for a transparent background in the image, and renders in a much higher quality than typical .jpeg format. 

3. We also recommend all logos are resized to 65 pixels in height while maintaining the aspect ratio of the image. This allows the logo to be properly displayed on email communications sent from the UBLA platform to participants. 

Uploading a logo to the platform

To begin, navigate to the Theme page within Site Settings.

1. Upload your logo file. Learn more about how to upload a file to the platform.

2. Click Save at the bottom of the page.

This article outlines how site owners can configure a custom section on the home page, which allows learners to visit a specific page.

To begin, navigate to the User Home page within Site Settings.

Enable configurable button

When clicked, the platform will add a new section to the learners’ home page that includes a button that links to any page that you configure.

Block title

This is the text that will be displayed in the title area of the custom section.

URL

This is where you enter the URL that will open when the learner has clicked the button in the custom section.

Intro text

This is the description text that will be displayed above the configurable button.

Button text

This is the text that will be displayed on the button itself in the custom section.

Tip: Don’t forget to click Save at the bottom of the page.

Example of a completed configurable button

View in User Home site settings:

View on the home page:

This article outlines the platform’s single sign on (SSO) capabilities and how your organization can enable SSO. If you're interested in configuring SSO for your organization, please contact your Customer Success representative.

Overview

We support SAML 2.0 for single sign-on (SSO). Security Assertion Markup Language (SAML) creates end points that give an organization's users a single URL to sign in and select the applications they are authorized to use. This provides an additional level of security and simplifies user authentication by eliminating further login prompts when switching applications during a particular session.

Advantages of utilizing SSO include:

• Improved user experience
• Reduced internal operational cost
• Centralized management of users
• Enhanced security to enterprise systems
• Adhere to Compliance Regulations (SOX, HIPPA)

Standards support

• We support the OASIS Security Assertion Markup Language (SAML) v2.0 standard for single sign-on
• SAML v2.0 supports allows integration with many common identity providers including Microsoft Active Directory (via ADFS), Tivoli Federated Identity Manager, Okta and other federated authentication platforms

General assumptions

• We will perform the SP (service provider) role in the SAML v2.0 trust relationship
• We require SAML v2.0 compliant IDP (identity provider) metadata files from the IDP. The IDP metadata file will contain:
  • The SingleSignOnService endpoint location
  • X.509 public certificate used for assertion signing (if applicable)
• We will provide a SP metadata file that contains the following:
  • The SP endpoint

Development process

A typical integration workflow is as follows:

• Consult with your assigned account representative for which configuration options will be used
• We provide a SP metadata file URL
• You provide the IDP metadata file
• Integration testing and remediation occurs until the appointed stakeholders sign off that the integration is successful. Both IDP-initiated and SP-initiated types of access should be tested. At this point, a production window is agreed upon.

Supported configurations

We currently support the following SAML configurations:

• Single logout (SLO)
  • Disabled – we do not currently support SLO
• NameID format
  • urn:oasis:names:tc:SAML:1.1:nameid-format:emailAddress (DEFAULT)
  • urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified
  • urn:oasis:names:tc:SAML:2.0:nameid-format:encrypted
  • urn:oasis:names:tc:SAML:2.0:nameid-format:persistent
  • urn:oasis:names:tc:SAML:2.0:nameid-format:transient
  • urn:oasis:names:tc:SAML:2.0:nameid-format:entity
• Assertions are signed
  • No / Yes (DEFAULT)
• Authn requests are signed
  • No
• Provision new users
  • Disabled (DEFAULT) / Enabled
• Updated existing user attributes
  • Disabled (DEFAULT) / Enabled
• Preferred Authn request binding:
  • Post (DEFAULT) / Redirect

Setup questions

The first step in getting started with SSO is to first coordinate a meeting with your Customer Success representative to answer the following setup and SSO configuration questions:

1. What will you be using as the unique identifier for users in your system?
   • Our platform supports the use of an email address or an external globally unique identifier (GUID).
   • The most common setup is to use an external GUID rather than an email address in order to reduce any issues if or when someone’s email address was to change in the future. Additionally, the employee’s employee ID is most commonly used as the external GUID.
2. Do you want to update user information at the time of authentication?
   • If yes, what fields do you plan to include, and are all fields available within their SSO system? Also, what will you be calling these fields in the SAML assertion and how will those fields map to fields in the platform?
3. Do you want to create new users in the platform at the time of authentication if the user does not already have an account in the platform?
   • If yes, what fields do you plan to include, and are all fields available within their SSO system? Also, what will you be calling these fields in the SAML assertion and how will those fields map to fields in the platform?
4. Will every user that needs access to the platform be able to access your SSO solution?
   • If not, will you require a dual login experience that supports the username/password form as well as the SSO login options?

Configuring SSO

Once we have an understanding of your SSO requirements, we can move forward and begin setup. The next steps include:

1. We will provide the SP Metadata XML.
2. You will configure SSO on your end and provide our team with the IDP Metadata XML.
3. We will apply your IDP Metadata XML to complete the setup.
4. You will user test and validate the environment.
5. Once validated, we and your team will agree on the timing of the production rollout.

This article describes how site owners can configure features on their organization’s site, including the catalog, course enrollment notifications, and My team. 

To begin, navigate to the Features page within Site Settings.

Catalog

If you would like your organization’s learners to be able to view course splash pages using the catalog feature, you must first configure the catalog feature in Site Settings.

The configurable settings for the catalog include:

• Enable Catalog: This setting will enable a catalog where courses can be published and made available to learners to browse and enroll in a course.
• Enable Public Privacy Setting Option: This setting will allow the Public privacy setting option to be made available when configuring a course.
• Allow Members to View Catalog: This setting enables a new catalog link within the site to allow learners to access the catalog. Otherwise, they would need to type www.organizationname.com/catalog into their browser to access the catalog.

Learn more about how to build a course splash page. 

Course Enrollment Notifications

If you would like to enable automatic enrollment and cancellation notifications when a learner enrolls or is removed from a course, select the checkbox next to Enable Enrollment Notifications. This setting also enables the ability for an admin to set a reminder date to notify learners of an upcoming course.

Learn more about course enrollment notifications.

My Team

If you would like to enable the My Team feature, select the checkbox next to Enable My Team. Learn more about the My Team feature.

With all of the feature configurations, remember to click Save at the bottom of the page.

This article provides an overview of the automated data exchange capabilities in the platform.

Overview

Automated Data Exchanges enable the syncing and securing of data between enterprise business systems. We support the importing and exporting of data from one business system to another through the use of these automated data interchanges. Typical data feeds include importing Human Resource Information System (HRIS) data into our platform, or exporting completion data from our platform into a Learning Management System (LMS) such as Cornerstone, Saba, SumTotal and many others.

We expose these asynchronous data exchange services in the form of automated or manual batch import and batch export operations.  

Batch import and export files are UTF-8 encoded, CSV-based flat files that are transferred via our secure FTP gate (SFTP) to ensure encryption while in transit. For an optional additional layer of security, enable PGP encryption.

Import capabilities

• Adding users
• Updating users
• Deactivating users
• Assigning users to cohorts
• Assigning users to communities

Export capabilities

• Click-stream data
• Community discussion activity
• Community articles, documents, and video utilization
• User audits
• Course activities

Setup process

Contact your Customer Success representative to discuss your organization’s goals in leveraging an automated data exchange, which is the first step toward setting up an automated data exchange. 

This article outlines the process to enable PGP (Pretty Good Privacy) encryption for automated data exchanges.

Background

For data transfer jobs between the platform and a 3rd party system(HRIS/LMS), SFTP is employed, encrypting data in transit. Customer data is securely housed on the platform on encrypted volumes. For customers seeking an additional layer of encryption on their data at rest, they can configure their system to enable PGP encryption and, through sharing of keys via a shared SFTP server, enable the system to input and output files with such. There are (2) sets of keys that must be generated, one by Udemy and one set by the customer, each set having both a public and private encryption key. The Udemy public key is used by the customer for encrypted files to be input into the platform. The customer public key is used by Udemy to encrypt files to be output by the platform. Enabling this feature significantly protects your personally identifiable information (PII).  

PGP enablement instructions

1. Contact your Customer Success or Sales point of contact with your request to enable PGP encryption on file existing transfers between you and the platform. If interested in setting up an SFTP automated data exchange, view our article about configuring automated data exchanges for more information.  
2. Directions for customer IT
   1. Generate a PGP key pair in ASCII armored format.
   2. Securely house the private key in a directory of your choosing.
   3. Upload the public key to the SFTP server insuring the following path:
      1. /<tenant>/keys/<tenant>_public_key.asc
      1. Note, key must have .asc extension.
   4. Once keys are generated and securely and accurately uploaded, alert your Customer Success/Sales point of contact.
      1. Note: This is critical. Udemy cannot move forward without knowledge of the public key being in place.  
   5. You should expect an update from Customer Success/Sales point of contact, confirming setup or requiring further information.  
   6. Once set up, upload the encrypted .csv file(s) in ASCII armored format moving forward. Unencrypted .csv files will no longer work.
3. You must retrieve the latest Udemy public key for encryption of any files to be used for the Udemy batch load process as the key will be rotated on a scheduled basis. The key can be found on the SFTP <tenant>/keys/cohort_public_key.asc. 

FAQ

Q:  How long will it take for the customer to be set up?

A:  Expect Udemy to complete in 1-2 weeks, given customer instructions are timely and accurately followed.  

Q:  How often are the keys rotated?  

A:  We will rotate keys, at a minimum, of every (6) months.  

Q:  What maintenance is needed by the customer?

A:  Officially, none. However, if and/or when a customer creates a new key pair, the new public key would need to replace the existing in SFTP directory. Additionally, ensuring that the automated retrieval of the latest Udemy public key in order to encrypt and send files is imperative for a seamless exchange and to eliminate maintenance.  

Q:  Is there a staging environment for testing this configuration and exchange?

A:  No

Q:  Is the private key securely held by Udemy?

A:  Yes, it is password protected, in a secure location, and has a set expiration.  

Q:  Can I cache the public key for repeated use?

A:  No, Udemy will perpetually refresh the public key.  Customers are advised to always use the latest key available on the SFTP server.

This article outlines what a site owner is and includes answers to commonly asked questions regarding the role.

Who is the account owner for a cohort learning account?

The site owner is the main point of contact for an organization. Your Customer Success representative will help to determine who will be assigned the owner.

Please note that each organization must have an email contact that is designated to their Customer Success representative as the owner.

Can organizations have more than one owner listed for a Udemy Business account?

Yes. Organizations can have more than one owner designated. However, it is important to limit the number of site owners, as site owners have access to site settings and other configurable site-wide features. 

Can our organization request to have an account owner added or removed?

Yes. Please reach out to your Customer Success representative.

What operations can owners perform in an Udemy Business account?

Learn about the permissions granted to site owners and other permissions groups.

This article discusses the color theme used in the platform and how the color theme relates to accessibility.

Current platform color theme

Our platform uses the Udemy Business color palette for a standardized color theme throughout the platform, which assists our organization in meeting WCAG compliance for contrast. We are also working to change other platform colors to meet AA compliance. Below are common questions related to the color theme used in the platform.

Frequently asked questions

1. Are there additional color options (still WCAG compliant) we can explore for our site?
There are not currently any available color options to explore at this time as this is a systematic approach to using WCAG coloration while solving accessibility issues across all clients.
2. What is the likelihood of the color theme changing to another theme in the future? Either resulting from a company decision or an accessibility compliance decision?
There are no plans to change the default color theme in the future. However, there are several colors used throughout the platform that we will continue to analyze and update accordingly based on WCAG compliance and company branding design standard best practices in the future. For example, color settings can also affect users with light sensitivities, not just those with color blindness. Our primary commitment is full WCAG compliance for all users. 
3. How was the color change in the platform determined from an accessibility standpoint?
The Udemy Business color theme was selected because it represents our brand family of colors and leverages the optimal colors to use for contrast with respect to WCAG compliance.

This article shows how to navigate to the area of the platform where site owners can configure site settings, including features, login, profile fields, support menu, theme, terms of service, and the user home page.

Note: Site settings are only available to site owners. Learn more about the admin permissions groups.

1. Click on the admin tools gear icon on the top right of any page.
   
2. On the next screen, click Site Settings on the left panel.
   
3. You are now in the Site Settings menu, where you can configure site settings by clicking into the pages on the left panel. 

If your learners access their accounts through your company’s network, your organization’s IT may need to allowlist several domains and subdomains to ensure some features operate correctly. This article outlines which domains and subdomains may need to be allowlisted for certain features.

Email addresses to allowlist to confirm deliverability

• Email domain is app.corpu.com, full email sender is postmaster@app.corpu.com.
• (Only if necessary) academysupport@corpu.com
• IP address available on request; address may not be necessary to allow platform email messages.

Domains used in the platform which may need to be allowlisted based on your organization’s firewall settings

Core platform

• *.corpu.com
• email.app.corpu.com 
• static.corpu.com
• Media.corpu.com
• fontawesome.com
• bootstrapcdn.com
• S3.amazonaws.com

Videos 

• jwpsrv.com
• jwpcdn.com
• jwplatform.com
• jwpltx.com

Surveys and assessments

• alchemer.com
• surveygizmo.com

Live event course activities

• zoom.us

Usage statistics

• fullstory.com

Admins and learners receive several kinds of email notifications related to Communities of Practice, their courses, and messages sent by learners, admins, and moderators. This article outlines the different types of notifications you may receive.

• Learn how to update your notification preferences.

Notifications received by admins

• Welcome email: This is an email sent to all new users, of any account type, when their account is created. It allows new users to create a password and set up their profile.
• Course notifications:
  • Discussion replies and @ mentions.
  • Messages from cohort members to the Moderator. 
  • Reminders to upload Cohort Update Activity video if applicable.
  • My Team emails to learners’ Managers if My Team is enabled by site admin. Learn more about the My Team feature.
  • Learn more about course notifications.
• User management:
  • When a new user self-registers, if self-registration is enabled in site settings.

Notifications received by learners

• Welcome email
• Community of Practice:
  • Anytime a resource is added by a community admin. Learn how to update notification frequency for a community.
  • When a Ping is sent. Learn more about how to leverage the Ping feature.
  • When an admin messages all members of a community.
• Course notifications:
  • Enrollment notifications, if enabled by the site admin
  • Reminder notification, if enabled by the site admin and configured for the cohort
  • Launch letter
  • Automated daily email
  • Discussion replies and @ mentions
  • Breakout group
  • Messages from the Moderator
  • Nudge and kudos messages
  • Learn more about all course notifications sent to learners.

This article outlines the different types of roles learning leaders can have, each with its own distinctive set of permissions. 

Note: These should not be confused with course admin or community admin roles, which are meant for Communities of Practice and courses, respectively.