AI Assistant provides a conversational interface to Litmos. It has features designed to assist Learners and Administrators alike.  

Please refer to the help documentation 'AI Assistant - Usage' for more information on how to use the AI Assistant. 

Enable AI Assistant 

To enable the AI Assistant, go to Account Settings. 

Choose Litmos Features from the navigation menu on the left of the screen. 

Locate the AI Assistant tile. The feature tile will show as Disabled by default. 

 Select the feature tile to go to the AI Assistant management screen. 

Default Content Consent:

• This setting controls which content the AI Assistant can process and use in conversations with your users. 
• Regardless of the setting you choose, it is important to understand that none of your data is stored outside of the Litmos datacenter, and none of your data is used for training or fine-tuning the AI Assistant. Data is only sent to the AI Assistant to provide context for conversations with your users. 
• Choose “Allow AI Assistant to index all Content” if you would like the AI Assistant to automatically index all your existing content as well as the content you add to the system over time. 
• Choose “Only allow AI Assistant to index selected Content” if you want to have item-by-item control over what Content the AI Assistant can use. 
• This setting can be overridden on each Content item in the system by going to the settings page of that Content item. 

Content Learners can use in the AI Assistant:

• This setting can be used to prevent Learners from having conversations with the AI Assistant for Content that they have not yet completed. 
• Choose “All Content available in the Learner’s Library” to allow Learners to have conversations with the AI Assistant about any Content available to them in their Library. 
• Choose “Only Content the Learner has completed” to restrict conversations about Content (e.g., Courses) that the user has not completed. 
• This setting can be overridden on each Content item in the system by going to the settings page of that Content item. 

Once you have made a choice for each setting, select “Save” to enable the AI Assistant. You can return to this page at any time to change your settings. 

Roles & Permissions 

Once the AI Assistant has been enabled, you can go to the Roles and Permissions screen to determine who in your organization can use the AI Assistant. 

Select the “Roles and Permissions” item on the left navigation menu. 

On the Roles and Permissions screen, you can select which Roles can use the AI Assistant and modify Content-specific settings. 

Account Owners and Administrators will have permissions for all features of the AI Assistant by default. 

Team Admin/Team Leader/Learner 

All role types can be granted the “Use AI Assistant” permission. This allows the User to launch the AI Assistant and have conversations with it. 

Team Admin/Team Leader 

Team Admins and Team Leaders can be granted the following additional permissions:

• “Can grant Consent for Courses, Modules, Learning Paths” will allow the users in the role to override the organization’s Default Consent setting on individual content items. 
• “Can restrict Learners to only using AI Assistant with Content they have completed” will allow the users in the role to override the organization’s Default Completion setting on individual content items. 

Overriding Organization Level Settings 

You can override the organization level settings for each Content item. 

Simply navigate to the relevant Settings page (e.g., Course > Settings) and use the drop-down menus to override the organization’s default setting. 

 

How Lenny Processes Content in Litmos

Lenny analyzes training content to make it searchable and accessible to learners. It processes text and audio, but does not interpret visual elements. The sections below explain how Lenny works with different content types.

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MP4 Videos

Lenny processes video files by extracting and transcribing the audio track.

What Lenny Processes

• Spoken narration is converted to text using AI transcription
• Transcribed text becomes searchable

What Lenny Does Not Process

• Visual elements such as images, animations, or on-screen text
• Videos with no spoken audio

Requirements

• Videos must contain clear spoken narration or captions
• If audio cannot be transcribed, Lenny will not generate searchable content

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SCORM Modules

Lenny processes most text and audio-based content within SCORM packages.

What Lenny Processes

• Text blocks within the module
• Embedded documents, including:
  • PDFs
  • PowerPoint files
  • Word documents
• HTML pages
• Audio and video files (via transcription)

If caption files are included in the SCORM package, Lenny uses them instead of generating new transcripts.

What Lenny Does Not Process

• Assessment and quiz content
  • This content is intentionally excluded to prevent answers from appearing in search results or being exposed to learners

Limitations

• Visual-only content (animations, images, on-screen text) is not analyzed

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PDFs (Uploaded as Assets or Modules)

Lenny extracts and processes text from PDF files.

What Lenny Processes

• All selectable, text-based content within the PDF

Limitations

• Scanned PDFs or image-based documents cannot be processed
• If the text cannot be selected or highlighted, Lenny cannot extract it

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Best Practices for Optimizing Content

Audio and Video Files (MP4 / MP3)

• Use clear audio with minimal background noise
• Single speakers are easier to transcribe than group discussions
• Provide caption files when available, especially for specialized terminology
• Avoid background music or sound effects over narration

SCORM Packages

• Include caption files for embedded audio or video
• Ensure key information is available as text, not only visually
• Assessment content remains protected and is not searchable

PDF Documents

• Use native digital PDFs whenever possible
• Confirm that text can be selected in the document
• Run OCR on scanned documents before uploading

AI Assistant FAQs