File Manager & Visibility

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This article provides information and guidance on a portion of the Absorb LMS Admin Experience that is now upgraded to the Admin Refresh Experience.

Please visit our Absorb Admin Refresh Checklist article for more details about what is available with the free Absorb Admin Experience upgrade.

File Manager & Visibility

Admin Refresh Experience: File Manger


Table of Contents


Overview

The Absorb File Manager provides you with 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 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.

Online Courses have a newer Learning Object type available: Use Existing.  This function allows Admins to pick and choose files that are used in other Online Courses and add them to their new or edited Online courses. For more information, please see Learning Object: Use Existing.

 

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

Elements

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.  
Folders

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. 

Files

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 the files selected can be displayed in ascending or descending order.

 

Actions

 


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).


Example

File: "Safe_Driving_Practices.pdf"

Original upload:

Original-Safe-Driving-PDF-Upload.jpg


Replacing Lesson content with a file of the same name: 

Updatge-Driving-PDF-Upload.jpg

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

Replaced.jpg

File-Manager-Course-Uploads.jpg

 


Roles & Permissions

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

Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.

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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