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End User Training apps for OneStream XF

OneStream XF has many functionalities for end users. One of the disadvantages is that OneStream offers loads of information to teach how the system works. The question remains, how do you teach and train the end users? If possible, in a user-friendly and not too time consuming manner for both the teacher and the end user.

The MarketPlace has two solutions. The combination of these two will provide the end users with a range of training videos. In this blog we give you an overview of how you can use these apps to train your end users.

Next to the MarketPlace there are more ways to acquire knowledge about OneStream:

  • OneStream Academy
    Contains hundreds of videos regarding basic and more technical topics varying from 3 to 30 minutes, also accessible via an App to view on your mobile or tablet.
  • Classroom training
    OneStream has different levels of training to learn the basics of the system or get deeper knowledge about a specific topic.
  • Knowledgebase
    Contains articles about specific topics, only accessible after finishing the ‘Application Build’ classroom training.

 End User Training apps in the OneStream MarketPlace

The OneStream MarketPlace offers loads of end user training material. Standard training material is available for:

  • End User Excel Analysis training
  • End User Cube Views training
  • End User Workflow Training
  • End User Report Books training
  • End User Extensible Docs training

These training materials contains a PowerPoint presentation with exercises, a Word document with a user guide that can be customized to your own application and a PDF file with instructions for the trainer.

There are two very useful MarketPlace solutions available. Together they offer a number of videos you can integrate directly into your workflow and make available to your users. These are the ‘End User Training-Videos (EUTV)’ and the ‘Train Me (TRM)’ solution.

In the User Training-Videos solution, you will find the following training videos:

  • General navigation
  • Using the Point of View (POV)
  • Using Cube View functions
  • Using Quick View functions
  • Using the XFGetCells function in Excel

Setting up the Train Me Market Place solution

The Train Me (TRM) MarketPlace solution is needed to show the training video’s in OneStream. An explanation will follow of how to set up these solutions up within your own platform. For this blog post, Train me version 4.1.0 SV 100 and Training videos 4.3.0 was used.

The downloaded zip file can be imported directly into your application:

Then, the Train Me dashboard is available in OnePlace-Dashboards. There, you can setup the solution by creating the required tables and launching the solution:

Two levels of technical set up are needed for this solution. First, the general database server settings that apply to many Market Place solutions. These settings must be adjusted by your (technical) administrator/ installation partner if it has not been set before. However, this add-in needs some additional technical set up. To allow OneStream to play MP4 files, some settings on the web server needs to be adjusted by your (technical) administrator or installation partner. Second, the IIS manager needs to be configured to recognize MP4 as a MIME type. This is described in detail in the installation guide.

How to configure Train Me

The navigation buttons for the solution are shown on the right top. The second item (Show Admin Page) let you manage your videos:

The first step is to create categories for your videos – if you have more than the default ones from OneStream. Our independent consultant Marc Roest created one:

The video content you want to show needs to be available on the web server and can be copied to:

C:\Program Files\OneStream Software\OneStreamWebRoot\OneStreamWeb\Pages

Within the created Video Category, we can now create the Video List referencing to the Pages folder on the webserver (enter your own server name here):

In the WorkFlow Videos tab, videos can be linked to a specific workflow step.

It is important to use the fully qualified server name, otherwise the link will show the user an error message and not will work at the end.

In the Settings page the saved Workflow Videos are linked to the six steps in the workflow:

The last step is to assign the videos to a workflow profile. First, create a new workflow and then set the parent to the Home page of the TRM solution:

If required, the sub-steps (like Import) can be set to inactive or attached to a specific training:

From the workflow the user can now directly access the home page of the EndUser Training:

Or select the import step to see the video (in a larger format) that is attached to the import step:

Conclusion

Providing the end users instruction videos directly within the OneStream workflow is helpful. Especially when new users start using the system or during the onboarding of new employees. The setup is quite straightforward. Marc Roest: “I struggled for a while to find the correct fully qualified url from our server.”

Pros

  • Training videos directly available to all your users worldwide
  • Standard videos available from OneStream get you started right away

Cons

  • The solution cannot (yet) connect directly to videos within the OneStream academy.

The documentation describes the setup in detail and for a pretty advanced setup there is no scripting required. Therefore, Marc Roest classifies this solution as Admin Configurable. See his earlier post ‘The OneStream XF Market Place in real life’ about classifications.

Let’s discover the OneStream Market Place together

Want to know more about the OneStream Market Place? In a series of blogs, Marc Roest dives into the details of the Market Place and the available solutions. In the blog ‘The OneStream Market Place in real life’ you’ll find more details about the basics of the Market Place. And in the blog ‘Why you get more out of your OneStream XF software with Task Manager (UTM)’, we discussed why the Task Manager is so popular.

Any questions or suggestions for a Market Place solution you would like to read about? Don’t hesitate to contact us.

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