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Library: Files, Folders, and Permissions

A complete guide to uploading, organizing, and managing files across your organization.

Filippo Schiano di Pepe avatar
Written by Filippo Schiano di Pepe
Updated over a week ago

1. Controlling Library Visibility (Customization Settings)

Before using the Library, organization admins must configure who can access it.
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This ensures the Library is visible only to the roles that should manage and view shared content.

To enable or restrict Library access:

  1. Go to Settings → Customization → Appearance

  2. Scroll down to the Library section

  3. Select the user roles allowed to see and access the Library

    • Owner

    • Administrator

    • Instructor

    • Assistant

    • Learner

  4. Click Save

If a role is disabled here, users assigned to that role will not see the Library anywhere in the platform.

This is the first required step before managing files, setting permissions, or enabling Course Libraries.

2. Overview: What the Library Is and How It Works

The Library is a centralized storage space where your organization can upload, manage, and reuse learning materials.


It works as a shared content hub accessible inside courses and across the organization, depending on the permissions you configure.

With the Library you can:

  • Upload files (documents, PDFs, images, videos, etc.)

  • Organize files into folders and subfolders

  • Move multiple files at once

  • Control visibility and editing permissions

  • Add descriptions and rename files

  • Drag and drop items anywhere

  • Insert files directly from the Library into course activities

  • Create course-specific libraries

The Library is designed to simplify content management and reduce repeated uploads.

3. Uploading Files and Creating Folders

Upload Files

You can upload any file type up to 5MB, including:

  • PDF

  • PNG, JPG, WebP, SVG, AVIF

  • MP4 and other video formats

  • ZIP or other documents

Ways to upload:

  • Drag & drop anywhere inside the drop area

  • Click + New → File Upload

  • Drag and drop multiple files at once (multi-select supported)

Create Folders

Use folders to organize content logically (e.g., “PDF & Guides”, “Videos”, “Course Images”).

  1. Click + New → New Folder

  2. Name your folder

  3. Move files into it as needed

Folders support bulk actions, permissions, and course access like any file.

You can also create additional nested folders inside existing folders to build a deeper, hierarchical structure and keep large libraries perfectly organized.

4. Organizing and Moving Items

Bulk Selection

Select multiple files or folders using the checkboxes.
This reveals the bulk action toolbar where you can:

  • Move

  • Download

  • Delete

  • Manage Access

Move Files

Select items → click Move → choose the destination folder.

This works for single items or large batches.

5. Managing Access: Roles, Users, and Courses

The Library includes an advanced permission system that lets you control exactly who can view or modify content.

When you select one or more items and click Manage Access, you can configure access in three dimensions:

A. Role-Based Permissions

Assign permissions to entire user roles (Owner, Admin, Instructor, Assistant, Learner).

Each role can have:

  • View → Can view items and navigate folders

  • Upload → Can upload new files (includes View)

  • Edit → Can rename, move, and modify files (includes View + Download)

  • Share → Can modify access permissions

  • Owner → Full control, including delete

This is the fastest way to manage access at scale.

B. User-Based Permissions

Use the search bar to assign access to specific users, regardless of their role.

This is ideal for:

  • Admin

  • Instructors

  • Assistants

  • Learners

C. Course-Based Permissions

You can grant access to all learners enrolled in one or more courses.

Useful when files are course-specific and should only be accessible to enrolled students.

Permissions per course include:

  • View

  • Upload

  • Edit

  • Share

  • Owner

Removing access later does not remove inherited folder access if it was previously granted.

6. File Details: Renaming, Descriptions, and Metadata

Click on any file to open the file detail page.

Here you can:

  • Rename the file

  • Add a custom description

  • See who has access

  • Modify permissions

  • Download the file

  • Move it

  • Delete it

Descriptions are especially useful when sharing files across multiple courses or among different instructors and learners.

7. Course Library (Per-Course File Collections)

The Course Library allows instructors to share files that are visible only to learners enrolled in that specific course. Before using it, you need to enable the Library inside the course settings.


How to enable the Course Library

  1. Go to your course.

  2. Click Course → Edit.

  3. Scroll to the Functional tab.

  4. Enable Show Library.

After activation, a new tab will appear inside the course:


How to add files to the Course Library

Files do not get uploaded directly inside the Course Library.
Instead, they must be granted to the course from the Organization Library.

To add files to a Course Library:

  1. Go to the Organization Library.

  2. Select one or more files or folders.

  3. Click Manage Access.

  4. Under Courses, grant access to the course where you want the files to appear.

When you grant access to a course:

  • Those files automatically appear inside that course’s Library tab.

  • All learners enrolled in the course will be able to access them (based on file access level).

  • You don’t need to re-upload or duplicate the files across courses.

This ensures a clean, centralized workflow for managing course materials.

8. Using Library Files Inside Courses

Inside any lesson editor, under Resources, you can:

  • Drag files to upload

  • Click to upload

  • Or choose From Library to select an existing file

This allows instructors to reuse materials without duplicate uploads.

9. Notes and System Behavior

  • Sharing a file automatically gives view-only access to its parent folders (so users can navigate to it).

  • Removing file access does not remove folder access if it was already granted.

  • Course-based permissions override role-based visibility when enabled.

  • Disabling a role from Customization Settings fully hides the Library from that role.

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