File Manager & Visibility


This article provides information on a portion of the Absorb system that has been updated with the Absorb Admin Refresh Experience.  The instructions and guidance in this article are intended for those whose environment has enabled the free Absorb Admin Refresh Experience upgrade. For more information about what is available with this, please check out the Absorb Admin Refresh Checklist!

File Manager & Visibility

Admin Refresh Experience: File Manger

Table of Contents


The Absorb File Manager provides you a view of the files that have been uploaded into your Absorb LMS portal.  These files may have been loaded through a workflow associated with an Online Course (Certificate or thumbnail images), an Absorb Engage product, or other administrative action.  From the File Manager, you have can view and download PDFs, images, and SCORM files. 

Files are added to the File Manager when an Admin uploads content at the various points throughout the Admin Experience. For example, when a SCORM file is loaded as a Learning Object in an Online Course, the SCORM file is placed in the File Manager for reference.

Important Note: Starting May 17, 2021,  Online Courses will have a new Learning Object type available when adding a lesson, called Use Existing. This will allow Admins to pick and choose files that were used in other Online Courses and add them to the new or edited Online Course. Check the May 16, 2021, Release Notes for more information.

Example-File-Manager (1).gif


File Visibility

In Admin Refresh Experience, you will notice a new file structure. Now when uploading content into the LMS, you will be asked to select a Visibility level for all files, not just SCORM files: Public or Private. Sub-folders are created automatically in each directory, making it easier to understand how an asset is used and its visibility.

  • Public: Anyone can see this file, even users who have not been authenticated into the LMS. This option is used for files that need to appear on the Public Dashboard or an E-Commerce Catalog.

  • Private: Private files associated with a Course, like a Course Thumbnail or Lesson Object, will only be visible or accessible to enrolled users. When a Private file is used for a design element, such as a Billboard, it will only be visible or accessible to authenticated LMS users.

The Admin will still be able to preview the file, see the details about the file and the calendar date of when it was uploaded. For more information regarding managing your files, please see the article Accessing Files via the File Manager

Working in the File Manager


When the File Manager is launched, you will see these elements:

Element Description
File Path Located at the top of the File Manager, this lists the location in Absorb's file directory that the tool is currently pointing to.
It will first point to the 
Root folder of your LMS as a default when the interface is launched. Once you choose a file or folder, the path will change.  

Located on the left-hand side of the File Manager, this displays the collapsed directory of all the files stored in your LMS. Clicking on the name of the folder will expand a list of files within the folder. 


Located on the right-hand side of the File Manager will be a collapsed directory of all sub-folders and files stored in your LMS. Each item listed also displays:

  • The object's File Name (complete with extension suffix
  • The Size of the file
  • The Date the file was uploaded
  • The Type icon
    • (i.e. a folder, doc fileError! Filename not specified., xls data, CSV data, or an image Error! Filename not specified.).
    • Each column can be sorted and files selected can be displayed in ascending or descending order.




Duplicate Files

If you upload a file that has the same name as a file that already exists in that specific directory, a number will be appended to the end of the file name.  This will only occur when file names are an exact match. Sub-folders will be added for each new item created (Course, Billboard, etc.) and identified by its Globally Unique Identifier (GUID).


File: "Safe_Driving_Practices.pdf"

Original upload:


Replacing Lesson content with a file of the same name: 


Since a file with this name already exists within the Courses directory, a number is appended to the second upload:




Roles & Permissions

Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this report.

If you have questions or need assistance, please contact your local System Administrator to review your current permission set. 

Required Role Permissions

Role: Section Access Permission(s) Needed
Manage > Files

We highly recommend that you limit the number of Admins granted access to administer files and the manager.

Please note that the File Manager permissions DO NOT respect Department Visibility rules like other reporting pages. 

Access to the File Manager provides visibility to all of the files uploaded into your portal.

  • View = The Admin can access the File Manager and view its contents.
  • Modify = The Admin can access the File Manager, view its contents and engage with the action tools available.

Suggested Role Permissions

Role: Section Access Permission(s) Needed
Courses > Instructor-Led Courses View or Modify permission
Courses > Curriculum View or Modify permission
Courses > Course Bundles View or Modify permission
Courses > Online Courses View or Modify permission
Engage > News Articles View or Modify permission
Engage > Billboards View or Modify permission


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