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Files Library

In this article, you’ll learn how to use the Files Library to store materials, organize resources, and manage access permissions for learners and instructors.

The Files Library is your central hub for storing and managing all types of materials. It provides flexible storage and access options for both instructors and learners, allowing you to:

  • reuse materials across multiple courses

  • share additional resources not tied to a specific lesson, event, or assignment

  • store live session recordings (e.g., Zoom events)

  • allow learners to upload standalone materials

  • maintain internal-only documentation for instructors and admins

Folders are automatically created for:

  • each new course

  • all automatically recorded Zoom meetings (Recordings folder)

Folders are automatically created for:

  • each new course

  • all automatically recorded Zoom meetings - Recording folder

How to manage access to the Files Library?

To provide View or Edit access to a specific folder:

  1. Open the folder

  2. Click Access Settings in the top right corner

Important: Access settings can only be changed at the folder level. Selecting multiple folders at once is not supported.

Notes:

  • View access allows Learners to download all files from the folder they're given access to.

  • By default, all Learners of the cohort have View access to the folder automatically created for this cohort.

  • By default, all Instructors assigned to the cohort have access to the folder automatically created for this cohort.

  • By default, Learners do not have access to the Recordings folder that is automatically created for storing automatically recorded Zoom events. Learners can still watch event recordings from the Dashboard or Calendar, but are not able to download them.

  • Changing access settings in the root of the Files Library will provide View/Edit access for all folders and files.

Expert Tip: Use the Files Library to maintain a separate “Internal Only” folder for instructors and admins, perfect for facilitator guides, templates, and version-controlled documents that learners shouldn’t see.

Attach a file from your Files Library to a Lesson

When adding content to a Lesson or Knowledge Hub article, use File library — right next to Attachment in the content editor — to insert a file you’ve already uploaded, instead of uploading a new copy.

  1. In the content editor, click + and choose File library.

  2. Search or browse folders using the breadcrumb trail at the top of the window to find the file you want.

  3. Select the file and click Insert.

Notes:

  • You can only select one file at a time, and it’s inserted the same way as a regular Attachment.

  • Removing the block from your content does not delete the file from your Files Library. If the file is later deleted from the Files Library, the block shows a warning to admins and instructors.

  • Instructors only see the files they already have access to in the Files Library.

FAQ

Q: Can I prevent Learners from downloading files from the Files Library?

A: No. Learners can download all files from the folder they're given View access to.

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