You can create categories and subcategories of content for your Content Library and then control who reads or writes content by adding specific permissions. These permissions can be set per library category, based on jobs and your academy’s organizational structure. Simply put, you are able to create rules per user’s job in each category. When users enter the library they will be able to see and store content based on their access rules. Now let's check the process in more detail!
First, you will need to head to your Academy's library. To do so, just click on Library in the upper navigation bar. There are two types of categories: the Shared category which is a default category, and the categories that you can create.
Shared Content
Your library has a non-editable category called Shared Content. This is the category where users can send content if they want to share it with other users of the Academy.
This is a default category that cannot be deleted or edited. The rules about who will have read and write access for this category can be edited from the Content Library, similarly to the other categories (see below), or through the Academy Settings from an Admin.
Read more: Understanding Your Academy Settings
Add Sections
To add a section in your Library, select Library in the upper Navigation bar. Then Edit Categories on the right.
Select Add new section, and name the new section.
Created Sections
To edit the read and write permissions of a section, just click on the “small wrench” icon in front of the section’s title. A set of functions will appear allowing you to:
- Change Permissions
- Rename the Section
- Add a Category
- Delete the Section
By clicking the "Locker" icon, the following screen will be displayed allowing you to add or modify permissions for the Section. Admins and Content Managers have access to all sections with no specific permissions required.
Give the permissions you want (read, write, or both) to Training Managers or All Employees by clicking on the relevant checkbox.
You can also choose specific jobs and give permissions to specific units and above units. To do so, click on the Add Job / Unit Criteria option and select the desired job(s), above unit(s), and unit(s).
Notes:
- Click on "view selected" to easily filter only the selected values.
- If you click on the "All" option one time, you will select all current and future items. By clicking twice on the "All" option, you will select all the current options allowing you to deselect some of the selected options if needed.
Finally, Save to update the section!
Created Categories
To edit the read and write permissions of a category, just click on the “small wrench” icon in front of the category's title. A set of functions will appear allowing you to:
1. Change Permissions
2. Rename the Category
3. Add a subcategory
4. Delete the category
By clicking the "Locker" icon, the following screen will be displayed allowing you to add or modify permissions for the category. Admins and Content Managers have access to all categories with no specific permissions required.
Give the permissions you want (read, write, or both) to Training Managers or All Employees by clicking on the relevant checkbox.
You can also choose specific jobs and give permissions to specific units and above units. To do so, click on the Add Job/ Unit Criteria option and select the desired job(s), above unit(s), and unit(s).
Notes:
1. Click on "view selected" to easily filter only the selected values.
2. If you click on the "All" option one time, you will select all current and future items. By clicking twice on the "All" option, you will select all the current options allowing you to deselect some of the selected options if needed.
Finally, Save to update the category.
Tips!
- A section presents the content of all its categories and subcategories.
- A category presents the content of all its subcategories.
When the "Users with write permissions in a folder can also manage content in those" academy setting is enabled, content management access is extended.
By default, only the original uploader of a content item can manage it. With this option turned on, any user with write permissions in a category can manage all content within that category.-
When a section or category is deleted, all associated content is automatically moved to the Items in Deleted Categories folder. Within this folder, users can view the items they have uploaded and choose to either permanently delete them or move them to another section or category. Administrators have visibility into all deleted items contained in this folder.
The “Items in deleted Categories” do not get automatically deleted after some time. They stay there until someone either deletes them or restores them.
- If you delete a subcategory, all content included will be listed in the parent category.
- A library category that is linked to a Brand cannot be deleted directly. To remove such a category, you must first disassociate the Brand from the corresponding Above Unit.
When an Above Unit is designated as a Brand, the system automatically creates a unique category specifically for that Brand. This category is accessible only to users associated with the Brand, as well as to Admins, Training Managers, and Content Managers.
This design ensures that users assigned to a specific Brand, who do not have access to the main academy's categories, have a dedicated space to manage and access content relevant to their Brand.
Updating Permission Rules with Additional Jobs
When updating an existing Library Category permission rule to add an additional job, the newly added job may not remain saved if the required organizational scope has not been selected.
- If the job is tied to an Above Unit type, select at least one Above Unit of that type.
- If the job is associated with Units, select at least one Unit.
For more information, please refer to: Adding Additional Jobs to Existing Training or Library Category Permission Rules