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Workspaces

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A content workspace is a working area for creating and updating training with your company's own or approved AI tool. Use it to turn company documents into interactive learning with explanations, scenarios, and knowledge checks. You can work with internal documents in your company's approved AI environment without publishing them or sending them to a separate external authoring or AI service.

Workspaces also make it easier to bring legacy training created with tools such as iSpring or Adobe Captivate up to date. Use the existing material as a starting point, ask the AI to refresh the content and activities, and review the result locally as you work. When the training is ready, synchronize it to the LMS and link it to a content item for learners.

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Workspaces are managed from the Content area, but they are not learner assignments by themselves. Use them to prepare structured training content that can be rendered by the training runtime.

In this section​

  • Authoring workflow – create or edit training with a local folder and an AI tool.
  • Training runtime – understand how the LMS displays workspace training to learners.
  • Workspaces list – find existing workspaces and create a new workspace.
  • Create a workspace – create the workspace record and define access.
  • Workspace page – maintain workspace details, files, preview, and synchronization.
  • Files – review, upload, download, rename, and delete workspace files.
  • Synchronization – compare and synchronize workspace files with a local directory.
  • Related pages – content pages connected to workspace use.

Authoring workflow​

The usual workspace workflow is:

  1. Create a workspace in the LMS. The server automatically provides the instructions your AI tool needs to create the training. You do not need to create or configure these instruction files.
  2. Select a local folder on your computer. Use Server → local synchronization in Full mode. All workspace files, including the AI instructions, are copied automatically into the selected folder with their folder structure.
  3. Provide your source material. Put original PDFs, documents, and other input files in source/, or direct your approved AI to internal company documents it can already access.
  4. Ask AI to create the training. Open the local folder in your company's AI tool or an approved tool such as Claude. Ask it to follow the included instructions, and describe the audience, purpose, and training you want. The AI creates the training data file, data.hjson, and prepares the learner-facing files in assets/, for example by extracting and resizing images from source documents.
  5. Review using live preview. In the Synchronize tab, select the local folder and choose Open training preview. Review the pages, images, and activities, then ask the AI for changes and review again. The live preview updates automatically as the training files change. You do not need to upload changes to the server to see them.
  6. Upload all workspace files back to the LMS. Use Local → server synchronization in Full mode. Review the proposed changes and any deletions before synchronizing. Stop the local training preview before checking the uploaded version with the workspace's Preview action.
  7. Add the workspace to a content item by link. Copy the workspace page's URL and add it as the main content link in the content item's Content and Materials tab. Set its language and active status. Learners access the training through that content item.

Uploading all workspace files does not make every file available to learners:

  • Source files (source/) – original material kept for future updates. If included in the upload, these files are stored in the LMS workspace but are not exposed to learners.
  • Published assets (assets/) – files the AI creates or prepares for the training, such as resized images and supporting media. Learners can access these files. If an original document should be available to learners, ask the AI to place a copy here and include it in the training.
  • Training data (data.hjson) – the pages, activities, and other content the LMS uses to display the training. Information taken from internal documents becomes learner-facing when included in this content or in published assets.
  • AI instructions and authoring notes – files that support creating and maintaining the training; they are not exposed to learners.

The input material can also include existing LMS content, public information from the Internet, or a completely new training created from scratch. For example, a policy PDF can become a structured training with explanations, scenarios, and knowledge checks.

The AI writes the workspace files; you control when they are uploaded to the LMS. Server uploads are versioned. For later changes, repeat the local editing, preview, and upload steps.

Training runtime​

Workspace training is displayed by a training runtime. The runtime reads the workspace data file and uses the workspace assets to show the learner-facing training.

The data file defines the training structure and content, such as:

  • chapters;
  • pages;
  • text and media content;
  • activities;
  • checks or questions;
  • final quiz content.

The assets are the supporting files used by the training, such as images, videos, documents, or other files referenced by the data file.

Use local preview while editing on your computer. Use server-side Preview after synchronization to check how the runtime displays the published workspace files before the training is used by learners.

Workspaces list​

The Workspaces list shows the workspaces available to the administrator. The table includes columns such as Name, Type, Runtime, and Updated.

Available actions can include:

  • Add – create a new workspace.
  • Opening a workspace name – edit the selected workspace.

Create a workspace​

The Add workspace page creates the workspace record before files are uploaded, generated, or synchronized.

The form contains:

  • Name – the workspace name shown in lists and page headers.
  • Description – optional notes about the workspace purpose.
  • Scope – the permission labels that control who can manage the workspace.

After creation, the workspace page opens so files can be managed.

Workspace page​

The workspace page contains workspace settings and files.

Available actions can include:

  • Preview – open the current workspace training in a separate browser window.
  • Download – download the workspace files.
  • Copy – create a new workspace from the current one, with a new name and scope.
  • Delete – delete the workspace when deletion is allowed.

The page contains these tabs:

  • General – workspace name, description, and scope.
  • Files – uploaded and synchronized files.
  • Synchronize – local folder synchronization controls.

Files​

The Files tab contains a ZIP upload area and the workspace file table.

The table shows columns such as Path, MIME type, Size, and Version. File actions can include download, rename, and delete.

Workspace files normally include:

  • the training data file that defines the training structure;
  • assets used by the training, such as images, videos, documents, and other media;
  • AI tool instructions or other authoring files used while editing the training.

Use synchronization for the normal local editing and publishing workflow. Use the ZIP upload when workspace files need to be added or updated in bulk. Server uploads are versioned. Downloading an individual file uses its workspace path.

Synchronization​

The Synchronize tab compares workspace files with a selected local directory and then applies the selected changes.

The tab contains:

  • Local directory – selected directory and preview status. The preview can open the training files from the local directory.
  • Synchronization options – direction, mode, and delete behavior.
  • Preview changes – the files that would be written, deleted, unchanged, or skipped.
  • Synchronize – current state, pending writes, pending deletes, and the action to apply or continue synchronization.

Use Server → local when starting or continuing work from the server version. This can copy existing workspace files, training data, assets, and AI tool instructions into the local directory.

Use Local → server after editing with the AI tool and checking the local preview. This publishes the updated data file and assets to the LMS as a new server version.

Synchronization modes are Full mode, which includes all files, and Content mode, which synchronizes only root-level files and no directories.

The delete behavior can either delete missing files or preserve files that are missing from the selected source. Protected files are shown as skipped and are not overwritten.