Content Library

Open Manage → Content Library to find reusable organisation files, links and media in one place.

Members with Courses and units: Manage can upload course content, save links, create folders, edit details and move items. Trainers can browse the organisation library without changing its shared structure. Who can open an item depends on its visibility badge, not its folder.

Every item shows a visibility badge:

• Public: no sign-in is required. Anyone with the link can open the content.
• Authenticated: sign-in is required. On the tenant site any signed-in learner of the organisation can open website media, and course files also need enrolment in a linked course. In the backoffice any signed-in member of the organisation, including trainers, can open it.
• External: the item is hosted outside RTObase, so the destination controls who can open it.

Course-file uploads default to Authenticated, website media defaults to Public, and saved URLs are External. Members with management access to the file's area can choose Public or Authenticated while uploading a course file, or change an eligible file or website-media item later from Edit details. External links keep their destination-controlled visibility and cannot be toggled.

Any file or link can have an optional Description of up to 500 characters. Learners see it under the title wherever the resource appears. Add it when you upload or save the item, or later from Edit details. You can still edit the description on a file that is locked because learners use it.

To show library items to every learner in a course, add them on the course's Resources tab. See Course resources.

Public website pickers only show Public media, so an Authenticated image cannot be accidentally placed on an anonymous website page. Course topic and Online Lesson editors can use both Public and Authenticated media, and new uploads from those private authoring contexts default to Authenticated. Assessment question images stay Public because question banks are also rendered on Third Party Report and survey pages that respondents open from a link without signing in.

RTObase also checks existing associations before allowing Public content to become Authenticated. Content used by an organisation logo, website page, homepage, article, public course or location page, or form stays locked to Public. Edit details identifies the public surfaces using it; remove or replace the item at those locations before changing its visibility.

Access required

Choose the task you are doing. Each row is a separate action.

Learners receive only the course resources made available to their enrolment. A trainer assignment does not grant library management access.

Organising content

Use New folder to create the structure your organisation needs, such as a course, topic, delivery team or document type. Folders can be nested, renamed and moved. Select Unfiled to find content that has not been placed in a folder yet.

The Documents and links view contains reusable course files and external links. The Media view contains registered images, audio and video, including supported media uploaded from website and lesson authoring tools.

Reusing an item

Add an item once, then select the same library record from supported course topics, Online Lesson pages and website image pickers. Each surface stores a reference to the shared item rather than uploading another copy.

Removing an item from one lesson or page only removes that reference. Deleting the shared library item is different: it removes the catalogue record and every course or lesson reference that points to it, then queues its stored bytes for retryable cleanup.

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