In this article, I will show you how to connect your Microsoft Viva Learning account to Learn. This will make your Learn content visible when a user searches within Viva Learning. This feature is currently in Beta. If you are interested in this integration, please contact your Customer Experience Manager.
A paid subscription to MS Viva Learning is required. You will also need the relevant permissions as a Microsoft Knowledge Administrator to give Learn the relevant permissions to authenticate the two systems and enable Learn to sync courses with MS Viva Learning.
When a user finds Learn content via MS Viva, they can view the course title and description, whilst in MS Viva, if they click on the link to open the content, this will launch in Learn. If the user is not signed into Learn, they must log in to access and view the content.
Steps to set up your Microsoft Viva integration with Learn
- Go to the Learn Administration > Settings > External systems > Microsoft Viva
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Within the Microsoft Viva section, tick "Enable Microsoft Viva".
- Select "Give Permissions." 2. This button will open a Microsoft sign in prompt to allow Learn to communicate with Viva within your Azure subscription (you may need to enable pop-ups, which your browser can block).
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Enter your email address and password. You will then need to accept the permissions requested. This first step is to give permission to read/view the content from Learn in Viva Learning (you will require Microsoft Knowledge Admin rights to authenticate the integration successfully):
- Return to Learn, and if successful, you will see a message confirming "Learn has been successfully connected with your Microsoft Viva account, and the first "Give permissions" button" is greyed out. Refresh the page if you don't see this message.
- Repeat the same process for the second "Give Permissions" by entering your email and password and accepting the permissions required, this will create a new learning provider within the configured Viva instance in the above step to allow the courses to sync. Again, you should see a message confirming "Learn has been successfully connected with your Microsoft Viva account, and the second "Give permissions" button" is greyed out. Refresh the page if you don't see this message:
- Finally, select a catalogue to sync with MS Viva and click the submit button. We allow for a single catalogue to be selected. We recommend creating a specific Catalogue to sync with MS Viva. All courses that are assigned to the chosen catalogue will be synced through to Viva underneath the created ‘Kallidus’ provider:
- After clicking the submit button, you should see a message confirming that your settings have been successfully saved. It will take 1-3 days for MS Viva to sync your Learn catalogue, for this to become available in searches, and for Kallidus to appear as a content provider.
Troubleshooting
What level of permissions do I need to set this integration up?
As indicated in the second screenshot of the setup panel for the integration; to fully integrate with the Viva instance, we require someone with the ‘Microsoft Viva Knowledge Admin’ role within Entra. This account will be used to sign in through the prompts for us to gain rights to create and maintain a learning provider.
How long will it take for any updates/ new course to appear with Viva?
From our internal testing, we have seen that course updates and new courses added into the catalogue chosen for the sync to appear correctly within Viva within 1-3 days. This is shared with the administrator when setting up the integration.
Do the courses synced in Viva reflect the status on their counterpart course in Learn?
Please note that the course completion status between Viva and Learn are not synced. Learners can complete the course within Viva manually post successfully completion of the course in Learn.
What permissions are given to the Learn app?
Following the principle of least privilege (PoLP), we only request the least number of permissions required to perform the functionality we have implemented. These permissions can be seen below:
- Manage learning content (LearningContent.ReadWrite.All)
- Manage learning provider (LearningProvider.ReadWrite)
- Sign in and read user profile (User.Read)
- Manage all learning content (LearningContent.ReadWrite.All)
We only interface with the provider created by Learn and the content within it. We do not action/read any other provider/user data.
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