Learner Transcripts in Adobe Learning Manager
Overview
The Learner Transcript in Adobe Learning Manager (ALM) allows administrators to track learner progress at a granular level across courses, modules, learning paths, and certifications. The transcript data helps in performance reviews, compliance tracking, audits, and external reporting needs.
The Learner Transcript download experience and the resulting file differ based on user role. Administrators and custom administrators can generate transcripts for multiple learners and have access to broader data sets, while learners can only download their own transcript via their profile settings. The UI for downloading also varies: admins use the Reports section, whereas learners access transcripts from their profile. The downloaded files may contain different columns and levels of detail depending on the role and permissions.
In the case of learners, they must launch their profile settings and then download their learning transcripts as an Excel file. This transcript, generated for an individual learner, details their personal learning journey. It includes the names of learning paths, courses, instances, and modules, along with key dates like enrollment, completion, and deadlines. It also tracks their progress through status, grades, quiz scores (including highest scores and maximums), and attempts taken. Additionally, it shows training IDs, durations, unenrollment dates, prices, and any submission comments. This report provides a comprehensive overview of a single learner’s engagement and performance.
Organizations may use the Learner Transcripts to add the learning behavior data to an enterprise data warehouse, where one may want to combine learning data with other enterprise data to analyze correlations between learning behavior and other process data.
Purpose and benefits
- Creates audit-ready records for regulatory requirements with timestamps and evidence of completion.
- Connects learning activities to employee development and skill acquisition.
- Tracks certification status for roles requiring mandatory training.
- Supports quantitative measurement of learning program effectiveness.
Use cases of Learner Transcripts
Learner Transcripts in Adobe Learning Manager tracks training, compliance, and skill development, enabling departments to verify completion and assess program effectiveness across the organization. The following use cases illustrate how Learner Transcripts support organizational needs for compliance, skill tracking, and program effectiveness.
- A financial services organization must provide evidence that all customer-facing employees completed mandatory compliance training before the regulatory deadline.
- The IT department needs to assess current Java programming capabilities against future project requirements.
- HR wants to evaluate the effectiveness of the new employee onboarding program across different departments.
- The operations team needs to ensure all field technicians maintain the required safety certifications.
Access control and permissions
Administrators
- Administrators can generate transcripts for all learners across all catalogs.
- Custom administrators can only view transcripts for learners within their assigned user groups and catalogs.
Scope-based restrictions
- Custom administrators can only view transcripts for learners within their assigned user groups.
- Reports will only include learning objects from catalogs that the administrator has permission to access.
How to generate Learner Transcripts
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Log in to Adobe Learning Manager as an administrator.
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Select Reports from the left navigation menu.
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Select Custom Reports within Reports and then select Excel Reports.
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Select Learner Transcripts.
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Select Generate New.
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Select the date range for which you need the transcript generated. You can modify both start and end dates using the Choose dates option in the date range dropdown.
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Select the following:
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Select the learners’ names from the Select Learners section. You can select users or user groups , or you can copy and paste the email addresses of the learners for whom you want to generate transcripts. See the section Generate Learner transcript using copy-paste for more information. In case no selection is made, it defaults to All values.
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Select specific catalogs from the Select Catalogs dropdown list. The transcript is only downloaded for the specified catalogs. In case no selection is made, it defaults to All values.
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Select the Enrollment Status. This drop-down contains the following options:
- Select All
- Completed
- In Progress
- Not Started
- Unenrolled
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Advanced options: Select Advanced options to download the transcripts to include the following:
- Download transcripts for learners who have been deleted from an account by selecting the checkbox Include deleted Learners.
- Download module level information in the Learner transcript by enabling the Enable module level information checkbox. In this case, module names and the time spent on each module are fetched as a part of the transcript if this option is enabled.
- Download skills data and summary sheets by enabling the option Include skills data and summary sheets checkbox. See the Excel reports section for more information.
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You can also select the columns to be populated in your report. This provides flexibility to download reports with specific column values as required. Select the columns from the dropdown menu.
Transcripts are generated and downloaded to your computer as .zip files when the skills data is not included. If the Skills data checkbox is enabled transcripts are generated and downloaded as . xlsx files.
Generate Learner transcript using copy-paste
Fetching Learner transcripts becomes a tedious process as it can be obtained only for a learner or user group one at a time. Here, with the copy-paste feature you can copy the list of Learner email ids and paste it at once.
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Select Email IDs tab to enter the copied list of unique email ids.
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Paste unique email IDs of Learners you want to add, separated by a comma, semi-colon or line break.
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Select Validate Emails Ids to check if the email ID you’ve entered is valid. In case the entered email id is incorrect, it would be highlighted in red along with a validation message.
note note NOTE The Generate button will remain disabled unless all the email IDs entered are correct. -
Select Generate to generate Learner Transcripts for all the mentioned email ids.
note note NOTE Generating Learner Transcripts can be combined for Email IDs entered under both Users and Email IDs tab.
What does the Learner Transcripts report contain
The Learner Transcript report is a combination of user, enrollment and Learning Objects-related information.
The following tables describe each type:
User-related information
The following columns identify the learner.
The User Unique ID field is an optional field that can be enabled for an account. The main purpose of the field is to allow accounts to tag each user with a unique ID to track them, update user records via APIs, audit, or sync data in automated workflows. The tagging of each user happens via CSV import of users.
If an account has opted for Unique User ID, then reports, such as Learner Transcripts, Adobe Learning Manager provides the column in the reports.
Enrollment-related information
The following columns capture activity, progress, or attempts.
The submission comments data provided by the instructor are included in the file submission module . See Modules-Adobe Learning Manager for more information.
Learning Objects-related information
These refer to courses, modules, Learning Paths, certifications, and so on.
The type of Learning Object, the user was enrolled in. For example,
- Learning Path
- Certification
- Course
Note: Although Learning Paths and are composed of individual courses or nested Learning Paths, each component retains its own independent record. This ensures that progress, completion, and reporting data are tracked separately for both the parent and the child elements.
This column indicates how the learner was enrolled in the Learning Object (course, certification, or learning path). The value is determined as follows:
- Admin/Manager Enrollment: Displays direct when a learner is enrolled directly by an administrator or manager.
- Learning Plan Enrollment: Displays auto enrolled when a learner is enrolled via a learning plan or automated enrollment trigger.
- Admin enrolls User Group: Displays the user group name(s) if the learner was enrolled as part of a user group.
- Nested Learning Paths: If Learning Path 1 contains Learning Path 2, which contains Course A: For LP2 and Course A, the value is parent. For LP1, the value is direct.
- Self-enrollment: Displays self when the learner enrolls themselves.
The value in this column reflects the actual enrollment method and LO hierarchy, as detailed above.
- Learning plan enrolling learner: Value: Auto enrolled The learner is automatically enrolled via a learning plan or automated enrollment trigger.
- Learner self enrolling: Value: Self The learner directly enrolls themselves in the course, certification, or Learning Path.
- Admin enrolling learner directly (using learner email/name): Value: Direct. The administrator or manager manually enrolls the learner by specifying their email or name. Enrollment through a user group: Value: User group name The learner is enrolled as part of a user group. If a learner belongs to multiple user groups, the report will display the relevant user group(s) through which the enrollment occurred.
- Learning Object enrolled due to enrollment in a learning path: Value: Path. The learner is enrolled in a course or module because it is part of a larger learning path they are assigned to.
Download module-level information in the Learner transcript by selecting the Enable module level information checkbox. In this case, module names and the time spent on each module are fetched as part of the transcript if this option is enabled.
When an author uploads a new version of a module, Adobe Learning Manager treats it as a new version of the existing module. This enables content to be updated without disrupting all learners.
The Version appears if Enable module level information checkbox was selected while generating the report.
See Updating a module in Adobe Learning Manager for more information.
- Enrollment Count
- Started Count
- Completion Count
- Due in N Days
- Due in N Days for User
- Count of (Progress Greater than N %)
- Count of (Progress Greater than N %) for User
Learning Path duration: If the training item is a learning path, its duration is calculated as the sum of the durations of all courses inside the learning path.
Example: If Course 1 = 50 mins and Course 2 = 60 mins, then the Learning Path Duration = 110 mins.
Individual course duration:If the training item is an individual course (not part of a learning path), the duration reflects the time required for that course alone.
Excel reports
The Learner Transcripts dialog box also allows you to download skills data and summary sheets as excel files. Select the Include Skills data and summary sheets checkbox and then select Generate to download an excel file with the following sheets:
- Learning Summary I
- Learning Summary II
- Compliance Summary
- Skill Transcript
- Skill Summary I
- Skill Summary II
What does the Learning Summary I sheet contain
Track Learning Paths, courses or certifications that are actively utilized. Track the in-progress activity as well as any upcoming due dates for training.
- Number of Learners Enrolled: Indicates how many learners have been enrolled in a particular learning object (course, learning path, or certification), regardless of whether they have started it.
- Number of Learners Who Have Started: Shows the count of learners who have launched or begun the course, certification, or Learning Path.
- Number of Learners Who Have Completed: Displays how many learners have successfully completed the training and met all its completion criteria.
- Number of Learners Who Have Progressed ≥ N%: Reflects the count of learners who have achieved at least the specified progress threshold (e.g., 70%) in the training, even if they haven’t completed it.
- Number of Learners with Due Date in N Days: Indicates how many learners have training due within the next “N” days (e.g., 7 days), useful for identifying upcoming deadlines.
How to interpret the data
This Learning Summary I report tracks two Learning Paths assigned to the learner.
- The user is enrolled in two Learning Paths and has started both.
- Neither of the learning paths has been completed yet.
- The learner has not yet progressed beyond the 70% threshold in either path.
- No due dates fall within the next seven days for either training.
What does the Learning Summary II sheet contain
Track learning activity per learner. Track enrollments, in-progress activity as well as due dates for learners.
- Number of Learning Objects Enrolled: Total count of Learning Objects (LOs) the learner is enrolled in each course, certification, or Learning Path.
- Number of Learning Objects Started: Indicates how many of the enrolled Learning Objects the learner has launched or begun.
- Number of Learning Objects Completed: Shows how many of the started LOs the learner has fully completed.
- Number of Learning Objects which have progressed ≥ N%: Reflects the number of LOs in which the learner has achieved at least the specified progress threshold (in this case, 70%).
- Number of Learning Objects with due date in N days: Identifies LOs that are due within the next set number of days (in this case, 7 days), helping track approaching deadlines.
How to interpret the data
- The learner is enrolled in two learning objects and has started both.
- No learning objects have been completed.
- The learner has not yet reached 70% progress in any of them.
- None of the learning objects are due in the next 7 days.
What does the Compliance Summary sheet contain
Track learners who have upcoming due dates for key Courses, Learning Paths or Certifications.
What does the Skill Transcript sheet contain
What does the Skill Summary I sheet contain
See skill levels for more information.
What does the Skill Summary II sheet contain
History of Learner Transcript downloads
The history of Learner Transcript downloads allows administrators to track who downloaded each learner’s transcript and which users they accessed. This feature is particularly beneficial in enterprise and compliance-focused settings where several stakeholders may need to view learning records.
After downloading a Learner Transcript, the Learner Transcripts page lists all transcripts that are generated by anyone in the platform.
The list displays the following attributes:
- From and To: Duration of the transcripts to be downloaded.
- Generated by: The email of the user who has downloaded the report or requested the download.
- Learners: The learners or learner groups whose transcripts are to be downloaded.
- Filters Applied: The filters that were applied for Enrollment Status.
- Additional Data Included: The additional data (deleted learners, module information, and skills data and summary sheets) the administrator had requested from the Advanced option in the Add learner transcript modal
- Status: Downloaded, queued, or in progress.
- Cancel: Cancel the report generation at any time.
Additional considerations for Learner Transcripts
Learner Transcripts include several behaviors that administrators should be aware of:
Learning Path and course progress display
All courses that are part of a Learning Path (LP) will appear in the Learner Transcript, even if the learner has made progress in only one of the courses. This ensures complete visibility of a Learning Path, even when progress is partially completed.
Data for deleted learners
If a learner has been deleted from the platform, their transcript will not show their records in any reports generated for the user group they were part of. This means that the records of deleted learners will be excluded from any filtered reports created using user group filters.
But you can still download the data of the deleted learners. If you’ve selected the option Include deleted learners while setting the filters for generating the report, you can download the report for the deleted learners.
Behavior for custom administrators
Custom administrators with a defined scope (for example, limited to specific catalogs or user groups) will see filtered transcript data based on their scope:
- User group scope: Only learners in the custom administrator’s scoped user group will be included in the report.
- Catalog scope: Only Learning Objects (courses, certifications, and Learning Paths) assigned to the scoped catalogs will be included in the report.
- Filtered columns: Columns stay the same. Only the rows will be scoped based on scopes of catalogs and user groups.
This ensures that scoped custom administrators view only the learner’s data and learning content they are authorized to manage.
Connector support
The Learner Transcript report can be accessed through administrator User Interface, FTP, Box, Job API, or Power BI. It is not included in the unified reports from Salesforce, Power BI, and Marketo Engage.
Unified reports downloaded from Salesforce, Marketo Engage, and Power BI contain fewer columns than Learner Transcripts.