Authoring tools

Contents

What is it?

Authoring tools are software applications used to create, edit and maintain digital learning experiences (for example, learner guides, eLearning modules, simulations, and interactive content). There are various types of authoring tools for different purposes and content types. 

These applications provide a toolbox of design elements for content creators to design and publish multimedia learning products including interactive content in a select file format. Many no-code authoring tools offer a visual drag-and-drop interface to allow non-programmers to create learning artefacts with interactive functionality.

Why are authoring tools important?

Authoring tools support learning as a living product rather than a static deliverable. This follows the principle that learning products should be designed, maintained and improved over time, rather than treated as a one-off item that is finished once published.

If staff can only access a final output, learning is limited to a single moment in time. Ongoing access to both the authoring tool and the editable source file for the learning product allows agencies to retain control over how learning evolves in response to changing policies, systems, capability needs and learner feedback. This enables learning teams to revisit, revise and refine the underlying content as necessary.

Although authoring tools may generate artefacts in universal file formats, this is not guaranteed. This is another reason to maintain access to both the authoring tools and the editable source file.

Assigning appropriate access, licenses and editing rights ensures agencies can continue to maintain and update learning products without re-engaging the original creator to make changes. This helps build internal capability and reduces operational risk over the life of the learning product. For this reason, it is essential that learning teams have the capabilities required to use the authoring tool.

Understanding how authoring tools handle versioning, updates and system compatibility is essential, particularly as learning libraries grow, and content needs to remain usable over many years. Version control is particularly important for content that is shared across multiple platforms or networks to ensure consistency and auditability, and to ensure learners access the most recent version of content that is aligned to legislation, compliance or mandatory training requirements.

When agencies create digital learning material, such as SCORM or HTML based eLearning modules, it is important to understand how system updates are managed, how newer versions of the authoring software are introduced, and whether previous versions remain accessible to support legacy content. This knowledge ensures learning remains editable and usable rather than becoming locked, outdated, or unsupported as technology evolves.

What are the benefits of authoring tools?

  • Enables timely updates to learning material.
  • Reduces costs associated with minor edits, repairs or content refreshes.
  • Improves collaboration across agencies and the broader APS learning network.
  • Supports continuity and sustainability of learning products over time.
  • Ensures learning content remains current, accurate and aligned with policy or capability changes.

Who is this suitable for?

L&D staff, particularly learning designers, content creators, facilitators and subject matter experts.

What to consider in an authoring tool

 

Product flexibility

 Is the tool a commercial off the shelf (COTS) product, a bespoke/custom built solution, or does it allow for a blended approach?

Delivery model and costs

 What are the setup and implementation costs? What subscription or licensing models are offered, and how many users do they permit? Are licences priced on volume or as a fixed number?

Third party integrations

 What third party tools or systems can the product integrate with, and what terms of use or restrictions apply to those integrations?

Workflows

 What workflows does the tool support (e.g. authoring, review, approval, version control), and how configurable are they?

Supported file types

 Which file types are supported for upload and export?

File size limitations

 Are there any limitations on file sizes for uploading or downloading content?

Content sharing

 Can content be shared across user accounts under the same subscription, or across different subscriptions?

Accessibility support

 Does the tool include an inbuilt accessibility checker, and which accessibility standards does it support?

Support services

 What support services are provided (e.g. onboarding, training, help desk, documentation, service hours)?

End of product or end of life considerations

 What happens at the end of the product lifecycle? Will users still be able to access, export or retain ownership of their files?

Access to the authoring tool

Investing in access to authoring tools enables agencies to take greater ownership of their learning products and respond more effectively to changing business needs. This access can allow APS collaborators to be assigned business ownership of a learning product, ensuring they have the ability to edit and maintain the artefact as needed.

Without appropriate access and editing rights, agencies may be required to re-engage the original creator for even small changes to learning products, introducing unnecessary delays, costs and operational risk. This restriction means that even minor repairs or updates may be delayed or overlooked, increasing the risk of the learning content becoming outdated, inaccurate, or unusable. Ongoing access helps ensure learning remains accurate, accessible and fit for purpose as policies, systems and organisational priorities change.
 

General Practices

 

Good Practice
  • Utilising widely adopted authoring tools that enable collaboration and handover between agencies.
  • Sharing complete learning packages, including all source files used to compile the learning experience, and storing all assets in a repository as a suite.
  • Assigning editing rights to collaborating entities when sharing learning for publication across platforms.
  • Clearly documenting how system updates and version changes are managed, including access to previous versions where required.
  • Ensuring contracts and procurement arrangements outline the access to source files, editing rights, intellectual property and licenses. This includes how long assets are stored and retrieved on databases once the contract concludes.

Examples

An entity sharing a learning module with a collaborating agency assigns them editing rights, enabling them to make any future updates independently.

 

Practices to avoid
  • Failing to secure access to all the source files as part of project delivery or handover.
  • Using proprietary or highly customised tools that others cannot easily access or maintain.
  • Relying on specific skillsets for all future edits, regardless of size or complexity.


Examples

An agency has not retained copies of all assets used to create an interactive learning module, including images that were custom built using a proprietary design tool. The agency has retained only the final published product. As a result, when updates are required, the module has to be partially recreated, rather than simply amended, and new images have to be created, causing delays.
L&D Section
Files, metadata and authoring platforms
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Before Getting Started
L&D Categories
Learning Design and Administration
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Review the authoring tool specifications and contract terms and conditions.