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In a previous blog (Learning Path Authoring Basics), we introduced Learning Path Authoring and the Content Library. As stated previously, Guided Tasks are a step-by-step guide driving users through common or new tasks. They’re also a great way to ensure users follow a consistent process to completing tasks throughout your organization, and work well as supplemental training after an official training session in which you run new users through your CRM deployment.
Guided tasks can include links, videos, and other content in your steps (or bubbles) to help your users become familiar with your CRM deployment.
There are two main steps for creating a Guided Task:
You first need to go to the page in Dynamics 365 where you want your Guided Task to appear. This is a small but very important step you must take BEFORE going to the content library to create your Guided Task.
For example, I wanted to create a Guided Task about how to create a new Contact. Therefore, I had to navigate in Dynamics 365 to the Contacts main grid, and then went to Settings –> Training –> Content Library (or display the Sidebar and click on the Content Library icon from the Sidebar that pops out).
After the Content Library loads, click on to open the dialog to start entering in your Guided Task details
The following pieces of information should be collected as you start creating your Guided Task:
When you’ve completed defining the how the Guided Task is triggered and details of the Guided Task, click on Save to move onto the flow editor.
After you click on Save on your Guided Task, you’ll automatically be taken to the Flow Editor.
You can add a Title to your Guided Task which will be displayed to the end users as they navigate through the Guided Task.
You can also select whether to show fixed ID controls only. Controls with a fixed ID are outlined in green, and those without are outlined in blue when you drag the tile to pin it to the UI. Pinning a step to a control without a fixed ID could mean that your Guided Task could break in future Dynamics 365 updates. However, that will not be the case if you pin to fixed ID controls.
Click on Add New Step to add a new step, and select from one of the following options:
Now to create a Guided Task that walks users through a series of steps to create a new Contact. The first step is going to be getting the user to click on the New button. I add a new “Step with User action” step, and drag it to the New button.
I’ll pause here for a second to discuss the 5 buttons that appear on the right of the bubble/step. From top to bottom those buttons are:
After adding a few more steps, my Guided Task now looks like the following which walks a user through creation of a contact.
At any point when you’re editing your Guided Task, you can click the Preview button which is at the bottom left of the Guided Task side bar that pops open from the left.
When in Preview mode, you can click on Check In to make your Guided Task visible to all Learning Path Authors, and then click on Publish so that the Guided Task changes can be visible to end users.
In addition to checking in and publishing from a single Guided Task, you can navigate to the Content Library and select one or many pieces of content and then select Manage –> Check In, and then Publish –> Publish.
After checking in and publishing the New Contact Creation Guided Task, it looks like the following when a user navigates to the Contact page.
With this great feature allowing users to add customized help throughout the application, there are still some limitations / considerations to be aware of.
Learning Path has great potential, and the addition of the ability to create your own content makes this feature much more valuable. I can see the need to create custom content for most of our customer deploys.
For more information on this topic, please see the other posts we’ve made about Learning Path:
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