The Repository Manager

The PeopleFluent Learning Repository serves as a platform where organizations can add and manage files that are accessible across the system. These could include course materials for both learners and instructors, certificates, details about courses or training centers, and images utilized in course catalogs.

This content is administered in the Repository Manager. Here, an administrator can organize and manage uploaded files. Repository Manager has two areas:

  • Personal Folders lists the folders and files you have created.
  • Shared Public Folders display the folders and files that fellow administrators have generated and shared with you.

To perform these tasks, you must have Repository Manager feature in System Roles (Manage Features > Manage Features)

Create a Repository Folder

Repository content is organized in folders.  As an administrator adding content, you will create additional folders in the Personal Folders area.  Once a folder is created, you can define its access permissions so other LMS users, including learners, can access it. 

When determining the folder structure, considering how you intend to arrange your files can be beneficial. For instance, organizing them by department, course, or organization. 

To create a new folder

  1. Go to Manage Center > Learning > Repository > Repository Manager. 
  2. Click Create folder. 
  3. Enter a folder name and description(optional).
  4. Click Create. 
  5. To set permissions for the folder:
  1. Click the Permissions link.
  2. Select users and/or user groups to grant read only or full access permissions for the folder.
  3. Click Save.
  1. By default, all sub-folders and content within the folder will inherit the folder's permissions.  To change this,
  1. Click the Properties link.
  2. Clear the Folder permissions are inherited by subfolders..
  3. Click Save.
  1. Click Back to Repository. The new folder is added to the list. Note: You may need to click Refresh to see the new folder in the Folders tab.

Upload a File to the Repository

In addition to uploading single files, you can upload multiple files in a zipped folder. When you upload the file, the system recognizes it as a ZIP file and prompts whether you wish to extract its contents. Note: All files extracted will have the same description (the filename) so you may want to update the descriptions individually.

You can also configure access permissions for files independently of those configured for the folder containing the file. To do this, be sure that the folder is not configured to force all content to inherit permission settings.

Uploading the same file more than once does not replace its previous versions, as all files have unique internal filenames in the LMS. To replace a file, see Replace a File in the Repository below.

To upload a file to the repository

  1. Go to Manage Center > Learning > Repository > Repository Manager. The Repository Manager opens in a new window and lists your personal folders.
  2. Click the folder you want to upload the file to. The folder's Overview page opens, where you can see its files and sub-folders.
  3. Click Upload.
  4. Click Choose File to select a file to upload.
  5. Optionally, enter a description for the file. The description appears only in Repository Manager.
  6. Click Upload. The Upload Results page opens.
  7. Click OK to complete the upload, or Cancel Upload to cancel it. 

Replace a File in the Repository

You can replace an existing file in the repository with a new file, and all references to the original file are updated to reference the replacement file.

To update a file with a new version, you must use the Replace function, not the Upload function. Uploading the same file more than once does not replace its previous versions, as all uploaded files are assigned unique internal filenames in the LMS. Replacing a file keeps its unique identifier. 

When you replace a file the LMS does not update the original file's name. If your replacement file has a different filename, and you want to use the new name in the LMS, you can change the file's name by updating its properties.

To replace a file with a new version

  1. Go to Manage Center > Learning > Repository > Repository Manager. 
  2. Click the folder containing the file you want to replace. 
  3. Select the check box of the file you want to replace and click Replace.
  4. Click Choose File to select a file to upload, replacing the original file.
  5. Click Upload. The Upload Results page opens. 
  6. Click OK to complete the upload, or Cancel Upload to cancel it.

Configure File Access Permissions

If you have updated a folder's properties so that its files and sub-folders do not inherit its access permissions, you can configure the access permissions for its files and sub-folders individually. Remember that you must configure Read Only access for a file or its parent folder so that other LMS users, including learners, can access it.

Administrators with unrestricted access to the Repository Manager feature in System Roles (Manage Features > Manage Features) and unrestricted access permission on the file can set the access permissions for it.

To set the access permissions for a file

  1. Go to Manage Center > Learning > Repository > Repository Manager. The Repository Manager opens in a new window and lists your personal folders.
  2. Click the [Properties] link of the folder containing the file or sub-folder you want to set access permissions for. The folder's Overview page opens.
  3. Clear the Folder permissions are inherited by subfolders check box if it is selected.
  4. Click Back to Repository to return to the folder.
  5. Click the [Properties] link of the file you want to set access permissions for. The file's Overview page opens.
  6. Click Permissions. The Permissions Selector opens in a new window.
  7. Assign the Read Only and Unrestricted Access permissions as required. For example, to enable all learners to view the file, in the Read Only tab add the Role criteria and select the Learner role. When you save the permissions, the Permissions Selector closes and you are returned to the File's Overview page.
  8. Click Save.