Smart Questions in Workbooks

Smart Questions in Workbooks allow users to include AI-evaluated written questions within a Workbook.

When creating a Smart Question, a question, model answer and evaluation criteria can be configured. Learners can then submit a written response in M1, which is evaluated using AI to generate a score and feedback.

AI-generated scores, feedback and learner responses are also available within Flow, including learner profiles and the Workbook Answers Report, providing greater visibility into learner performance.

Why this Matters
Written responses can be time-consuming to review manually, particularly at scale. Smart Questions in Workbooks help organisations assess learner understanding more efficiently while still providing meaningful feedback to support learning and development. Learners benefit from immediate AI-generated scores and feedback, providing instant insight into their understanding and performance.

Key Benefits

• AI-powered evaluation: Assess written learner responses against a model answer and evaluation criteria.
• Immediate learner feedback: Provide learners with AI-generated scores and feedback following submission.
• Assessment insights: Review learner responses, AI-generated scores and feedback within Flow.

Missing Module Assignments Report

We've introduced a new download-only report that identifies modules that are expected for learners based on their current Training Structure but have not been assigned.

Why this Matters
Training Structures can change over time, making it difficult to identify when expected modules have not been assigned to learners. The Missing Module Assignments Report helps highlight potential assignment gaps, allowing training teams to investigate and take action where required.

Key Benefits

• Identify assignment gaps: Quickly find modules that should be assigned to learners but currently are not.
• Reduce manual checks: Eliminate the need to manually compare learner assignments against Training Structures.
• Support training compliance: Improve visibility of potential training gaps across your organisation.

Goals Completion Dates

We've introduced Goal completion dates across Flow MS. When a Goal is completed by locking the final check-in, the completion date is now recorded and displayed within the Learner Profile, Goals Management and Goals Report.

Why this Matters

Previously, Goal completion dates were not recorded within Flow. Going forward, completion dates will be stored when Goals are completed, providing greater visibility into learner progress and supporting more accurate reporting on Goal completion activity.

Key Benefits

• Track Goal completion activity: Record and view completion dates for Goals completed going forward.
• Improved reporting visibility: View Goal completion dates within the Goals Report.
• Greater learner insight: Review Goal completion dates within Learner Profiles and Goals Management.

Timed Collections

We've introduced Timed Collections, allowing organisations to create more structured learning journeys by controlling when Collection items become available to learners.

When creating or editing a Collection, users can choose from three release options:

• All at once – learners can access all Collection items immediately and complete them in any order.
• In order – learners complete Collection items in the order defined within the Collection.
• Over time – learners unlock Collection items gradually using timed stages.

Existing Collections automatically retain their current behaviour, meaning no changes are required for Collections already in use.

Why this Matters

Learners often benefit from having time to apply and reinforce what they have learned before moving on to new topics. Timed Collections help organisations create more effective learning journeys by pacing content over time, giving learners the opportunity to put their knowledge into practice before progressing to the next stage.

This approach can help improve knowledge retention, reduce information overload and create a more engaging learning experience.

Key Benefits

• Improved knowledge retention: Give learners time to reinforce and apply their learning before moving on
• Structured learning journeys: Choose whether learning is available immediately, completed in order or released gradually over time
• Improved learner experience: Deliver learning in manageable phases rather than assigning all content at once

Collections: LTA Due Dates

We've updated how due dates are recalculated for Collections when a learner is unmarked as Long Term Absent (LTA), aligning Collection behaviour with learning items assigned outside of a Collection.

Collection due dates, along with the due dates of items within a Collection, are now recalculated based on the date the learner is unmarked as LTA.

Why this Matters

Learners returning from a long term absence should have a consistent experience, regardless of how their learning has been assigned. Aligning Collection behaviour with standalone learning items helps ensure learners have the appropriate amount of time to complete their assigned learning.

Key Benefits

• Consistent due dates: Align Collection due date behaviour with standalone learning items
• Improved learner experience: Ensure learners returning from LTA receive appropriate due dates
• Predictable due dates: Ensure learners receive the correct due dates regardless of how learning was assigned

Improved handling of archived modules in Training Structures

We have improved how Training Structures handle archived modules.

When a SCORM or Module Builder module is archived, any restrictions referencing that module are automatically removed, preventing invalid or blank restrictions from remaining in the structure.

Why this Matters

Archiving a module could previously leave behind broken restrictions, making Training Structures harder to update and maintain.

This update removes that friction and helps keep Training Structures valid and easy to manage.

Key Benefits

• Automatic clean-up: Restrictions linked to archived modules are removed automatically
• Easier updates: No need to manually fix broken or blank restrictions
• More reliable behaviour: Training Structures remain valid after module changes

Improved Appraisal Question setup

We have improved how additional information settings work when configuring appraisal questions.

The Additional information mandatory for manager setting is now only available when Show additional text field is enabled. If the additional text field is switched off, the mandatory setting is also switched off automatically.

Why this Matters

Reviewers could previously be blocked from completing appraisals if a mandatory additional information field was enabled but the field itself was not visible.

This update helps prevent invalid appraisal question setups and makes configuration clearer.

Key Benefits

• Clearer setup: Mandatory additional information is only available when the text field is visible
• Fewer blockers: Reviewers are not blocked by mandatory fields they cannot complete
• More reliable configuration: Invalid combinations are prevented automatically

Training Calendar in L&D menu for read-only users

We have made the Training Calendar visible in the L&D menu for users with read-only access.

Users with the appropriate permission can now access the Training Calendar through normal navigation, with read-only functionality applied.

Why this Matters

Users with read-only access could previously only access the Training Calendar via a direct link, making the feature harder to find and use.

Adding it to the L&D menu improves visibility and aligns it with how other features are accessed.

Key Benefits

• Improved visibility: Training Calendar is accessible from the L&D menu
• Consistent navigation: Aligns with how other features are accessed
• Appropriate access: Users have read-only functionality as expected

Restricted SCORM modules in Collections

Restricted SCORM modules can now be included in Collections, allowing organisations to include them where appropriate while maintaining strict permission controls.

Only users with the correct permission can view and add restricted SCORM modules when building Collections. Collections that contain restricted modules can only be assigned by users with the required permission. Collections containing restricted modules are not available for use within Training Structures.

Why this Matters

Restricted SCORM modules were previously excluded from Collections, limiting how organisations could structure and assign learning. This update provides greater flexibility while ensuring that access to restricted content remains tightly controlled.

Key Benefits

• Controlled visibility: Restricted SCORM modules are only visible to users with the appropriate permission when building Collections.
• Restricted assignment: Collections containing restricted modules can only be assigned by users with the required permission.
• Flexible learning design: Restricted modules can now be included in Collections where appropriate.
• Protected structure rules: Collections containing restricted modules are not available for use within Training Structures.

Notifications – Improved email safeguards

Consistent safeguards have been introduced across Flow email notifications to ensure emails are only sent to valid recipients.

These safeguards prevent emails from being sent to users who are inactive, marked as leavers, or belong to companies that are not yet active. The checks are applied consistently across key notification flows to ensure reliable and appropriate communication.

Why this Matters

Some notification flows did not previously validate recipient status before sending emails, which could result in notifications being sent to users who were no longer active or should not receive communication.

This update ensures that email notifications are only sent when both the recipient and their company are in a valid state, improving data accuracy and preventing unnecessary or inappropriate emails.

Key Benefits

• Accurate targeting: Emails are only sent to active users who are valid recipients.
• Reduced unnecessary emails: Notifications are no longer sent to leavers or inactive users.
• Consistent safeguards: Validation checks are applied across key notification flows, including Noticeboard, Appraisals, Workbooks, and Goals.

Authentication – Improved session handling for OS users

Session handling has been improved for users signed in via OS authentication.

Why this Matters

Users signed in via OS authentication could previously be redirected to the Flow login page when their Flow session expired, even if their OS session was still valid. This could result in users being prompted to log in again before being redirected back through OS.

This update improves how session timeouts are handled, ensuring users are directed through the correct authentication flow.

Key Benefits

• Improved login flow: Users are directed through the correct authentication path when their session expires.
• Reduced unnecessary prompts: Unnecessary or repeated login prompts are avoided when users are already authenticated via OS.
• Smoother experience: Reduces friction when returning to Flow after a period of inactivity.

Reporting – Active modules in the Compliance report

Only active modules are now available for selection within the Compliance report.

Retired modules are no longer displayed in the module selection, preventing them from being selected where no learner data would be returned.

Why this Matters

Retired modules could previously be selected in the Compliance report, even though they did not return any learner data. This could result in empty reports despite filters being applied.

Key Benefits

• Accurate filtering: Only active modules are available for selection, ensuring reports return relevant data.
• Clearer reporting: Prevents empty results caused by selecting retired modules.
• Improved usability: Makes it easier to select valid modules when configuring Compliance reports.