Add SharePoint as a content source for Microsoft Viva Learning

You can configure SharePoint as a learning content source to make your organization's own content available in Viva Learning.

Note

Content accessible through Viva Learning is subject to terms other than the Microsoft Product Terms. Any content you add to Viva Learning, such as SharePoint-hosted content, is subject to the privacy and service terms associated with that content.

Overview

The knowledge admin (or global administrator) provides a site URL to where the Learning Service can create an empty centralized location in the form of a structured SharePoint list. This list is called the Learning App Content Repository. Your organization can use this list to house links to cross-company SharePoint folders that contain learning content. Admins are responsible for collecting and curating a list of URLs for folders. These folders should only include content that can be made available in Viva Learning.

Diagram that shows the process of getting content from folders to a SharePoint list into Viva Learning, as described in the paragraph above.

Viva Learning supports the following document types:

For more information, see SharePoint limits.

Note

You can use either a Modern or Classic SharePoint site. You can choose whether to use an existing site or create a new SharePoint site based on your organization's needs.

Learning Service

The Learning Service uses the provided folder URLs to get metadata from all content stored in those folders. Within 24 hours of supplying the folder URL in the centralized repository, employees can search for and use your organization's content within Viva Learning. All changes to content, including updated metadata and permissions, will also be applied in the Learning Service within 24 hours.

Configure SharePoint as a source

You must be a Microsoft 365 global administrator or knowledge admin to perform these tasks.

To configure SharePoint as a learning content sources in for Viva Learning, follow these steps:

  1. In the left navigation of the Microsoft 365 admin center, go to Settings > Org settings.

  2. On the Org settings page, on the Services tab, select Viva Learning.

    Settings page in the Microsoft 365 admin center showing Viva Learning listed.

  3. On the Viva Learning panel, under SharePoint, provide the site URL to the SharePoint site where you want Viva Learning to create a centralized repository. If your SharePoint site is new, you'll need to wait 1 hour after site creation to add it here. You must also be the owner of the SharePoint site.

    Learning panel in the Microsoft 365 admin center showing SharePoint selected.

    If your organization uses Microsoft 365 Multi-geo, you can find your region or country at Microsoft 365 Multi-geo availability. The Viva Learning panel also shows this information.

    Learning panel in the Microsoft 365 admin center showing a message that the SharePoint URL must be in the central location.

  4. A SharePoint list is created automatically within the provided SharePoint site.

    In the left navigation of the SharePoint site, select Site contents > Learning App Content Repository.

    SharePoint list showing the Site contents navigation and the Learning App Content Repository section.

  5. On the Learning App Content Repository page, populate the SharePoint list with URLs to the learning content folders.

    1. Select New to view the New item panel.

      Learning Content Repository page in SharePoint showing the New option.

    2. On the New item panel, in the Title field, add a directory name of your choice. In the Folder URL field, add the URL to the learning content folder. Select Save. Learn how to to create the folder URL.

      New item panel in SharePoint showing the Title and Folder URL fields.

    3. The Learning App Content Repository page is updated with the new learning content.

      Learning Content Repository page in SharePoint showing the updated information.

    4. If your organization uses Microsoft 365 Multi-geo and you try to add a link to a folder that doesn't belong to the central location, you'll get an error message. All folders need to belong to the central location. Error message in the New item panel saying that all uploaded folders need to be in the central location.

Note

To allow for broader access to the Learning App Content Repository, a link to the list soon will be available in the Viva Learning interface where users can request access and ultimately help populate the list. Site owners and global administrators will be required to grant access to the list. Access is specific to the list only and does not apply to the site where the list is stored. For more information, see Provide your own organization's content later in this article.

Folder URL document library curation

Create a folder to store learning content for your organization.

  1. Go to your Documents library and select + New and choose Folder.

    Screenshot of an empty documents library with the cursor selecting New and Folder.

  2. Enter a folder name.

    Screenshot of the Create a folder pane with the name Training Materials entered.

  3. Select Create. The folder will now show up in your document library.

    Screenshot of a folder called Training Materials in the document library.

  4. Upload files that you want to publish as learning content in this folder. Apply M365 permissions to the folders that contain learning objects and to any items within the folders that have unique permissions. Learn how to use permissions for learning content. ‚Äč

  5. To get the folder url, choose this folder and select Copy link.

    Screenshot of the Link copied popup.

Important

Users will only be able to view content in Viva Learning if you give them the correct permissions. Configure permissions for SharePoint content.

Add linked objects

You can add links to both internal content from SharePoint and external content from sites such as YouTube or Vimeo that will pull through into Viva Learning.

  1. In your folder, select New and then choose Link. Screenshot of the documents library with New and Link selected.
  2. Add the URL and choose a name. Screenshot of the new link pane with a URL and name filled in.
  3. Select Create.
  4. The link will show up in your document library with the name you selected. Screenshot of the documents library with a new file called Azure.url.
  5. The linked object will show up in the Viva Learning app.

When users access the content from Viva Learning, they'll be taken to the URL of the content in their browser.

Metadata

Default metadata (such as modified date, created by, document name, content type, and organization name) is automatically pulled into Viva Learning by the Microsoft Graph API.

To improve overall discovery and search relevance of the content, we recommend adding columns for description, a thumbnail URL, content duration, content author, and tags. If there's already a description column present, you can delete it and add a new one by following the steps below.

To add a metadata field, follow these steps first.

Important

You'll need to use the column names exactly as they're provided here for the metadata to pull through.

  1. Select the folder from your learning content repository.
  2. From the Documents page, select Add column. Screenshot of the Documents page with Add column selected.

To add a description column to the document library page, follow these steps:

  1. Follow the initial steps to create a column.
  2. Choose Multiple lines of text.
  3. Name the column ContentDescription.
  4. Add custom descriptions for each item. If no description is supplied, Viva Learning will provide a default message that highlights the content as being from your own SharePoint library.

Next, provide a thumbnail image.

  1. Follow the initial steps to create a column.
  2. Choose Hyperlink.
  3. Name the column ThumbnailWebURL.
  4. If you already have the URLs available, skip to step 8. If you have images stored in SharePoint that you want to use for thumbnails, start with step 5.
  5. Go to the document library where your images are stored in SharePoint.
  6. Select the image you want to use, then choose Details.
  7. Choose Path and select the copy icon. Screenshot of an image in a document library with Copy link selected.
  8. Add the URLs for each item.

Next, add the duration of the content.

  1. Follow the initial steps to create a column.
  2. Choose Number.
  3. Name the column Duration.
  4. Provide the duration of the content in seconds.

Next, add tags.

  1. Follow the initial steps to create a column.
  2. Choose Managed metadata.
  3. Name the column SkillTags.
  4. Select More options.
  5. Toggle to allow multiple values.
    Screenshot of the toggle to allow multiple values
  6. You can either choose to use a predefined term set or a customized term set.

Learn more about how to create a Managed Metadata column.

Finally, add the author.

  1. Follow the initial steps to create a column.
  2. Choose Multiple lines of text.
  3. Name the column ContentAuthor.
  4. Add the author or authors of the content.

Provide your own organization's content

Knowledge admins can access their organization's Learning App Content Repository in SharePoint, where they can provide references to cross-organization document libraries. Content within these libraries will be then surfaced as learning content in Viva Learning.

  1. In Viva Learning, select the ellipses (...), and then select Settings.

    SharePoint library page showing the More options and Settings option.

  2. Under Settings, select Permissions.

    Settings option page in SharePoint showing the Permissions and Check access options.

  3. Select Check access to connect to your organization's centralized library.

Delete content

  1. Select the content you wish to remove from your Learning App Content Repository.
  2. Choose Delete on the command bar, or select the ellipses and then select Delete.

Note

Content you delete from the Learning App Content Repository will take approximately 24 hours to be removed from Viva Learning.

Multi-geo

If you're using Microsoft 365 Multi-geo, the site URL provided by the knowledge admin (where the Learning App Content Repository will be located) needs to belong to the central location where your Microsoft 365 subscription was originally provisioned. Folders linked to in the repository should also belong to the central location. Viva Learning has added this restriction to conform to data residency requirements.

Microsoft 365 Multi-geo is designed to meet data residency requirements. For more information, see Multi-geo capabilities in SharePoint Online.

Next steps

Add learning management systems for Viva Learning or Add other content providers for Microsoft Viva Learning.