Asset Library is a central repository of rich text, images, downloadable resource files, certificates, SCORM, and xAPI files. Any and all updates will immediately propagate to wherever the assets are located in the platform, which helps you save the time it would take to update each asset one-by-one.
Use Case Information
Asset Library is a tool for content creators and page builders which can help make tasks easier. For example, if your company undergoes rebranding and you need to update the photo of your CEO that is found in all courses, you only need to update the asset in Asset Library, then all locations that use that photo in the platform are immediately updated. Be sure to plan ahead so your assets are placed in Asset Library and can be added from the Asset Library interface to make updates like this easy.
When configured you can control the following:
- Manage Assets in one location
- Update Assets in multiple locations in one go
- Control versions of assets and revert if needed
The Asset Library is behind a feature flag.
Contact Thought Industries Tech Success & Support to enable this feature in your instance.
Asset Types
See below to review descriptions of and the paths to where each asset type can be placed in the platform once they are created in Asset Library.
Users can insert images and rich text items into various WYSIWYG editors throughout the platform, including editors found in content authoring.
Path to Authoring: Courses > All Courses > Click Content Title > Insert into any WYSIWIG editor
Users can create a certificate template that can be added to any content item that supports certificates. In Asset Library, you will upload a certificate image and add the dynamic certificate fields to the certificate by dragging and dropping the certificate field.
When setting up a certificate in a content item, you will see an option to Add Image from Central Asset Manager.
Path: Courses > All Courses > Click on Content Title > Go to Completion Step > Click on Certification in the left sidebar
Users can add files to downloadable categories in course resource libraries or the Global Resource Library.
Path to Global Resources: Courses > Settings > Global Resource Library
Path to Course Resources: Courses > All Courses > Click on Content Title > Resource Library (left sidebar)
Insert SCORM and xAPI files to their respective content types (if using standalone SCORM or xAPI) and SCORM or xAPI course page types. SCORM and xAPI have to be enabled on your instance to display in the Asset Library.
Path to Content Type: Courses > All Courses > Add Content (if not already created) or Click on Content Title (if already created)
Path to Course Page Type: Courses > All Courses > Click on Content Title > Add Page > SCORM or xAPI
Tip
You can use the Asset Library as a way to stage a certificate or save designs until you want the certificate to be granted to learners. Once a Certificate is added to a content item, it will be granted to any learners who earn completion. Storing the certificates in the Asset Library also allows you to save time later by having the design ready to go when you want the certificate to be available upon completion to learners.
Note
New certificate labels can be created at Settings > Certification. Click Add Certificate Field to add your custom labels.
SCORM and xAPI are behind a feature flag.
SCORM and xAPI are only available in the Asset Library if SCORM Rustici and xAPI Support are enabled in your instance. Reach out to Thought Industries Support for assistance.
Adding and Editing Items in the Asset Library
How to Add an Item to Asset Library
- From your homepage, click Courses.
- Click Asset Library.
- Click Add Item.
- Click Add Item in the container for the asset type you want to add.
- Enter a Title for the item and click Save.
- Enter a Description for the item. (Optional)
- The Description is an internal note meant to add context about what the asset is, what it should be used for, etc.
- It is also helpful for highlighting differences in versions since it is displayed when versions are expanded.
- Enter a new Field, or select a Field from the Fields dropdown menu. (Optional)
- Fields are meant to help organize your assets in the Library interface and also by enabling you to search by Field when placing Asset Library items in content.
- Enter or upload content relevant to the asset type. (Required)
- Enter a new Type, or select one from the Type dropdown menu. (Optional)
- Types only apply to Rich Text, Images, & Downloadable Resources.
- Types are also meant to organize your asset items. You can search by Types when placing Asset Library items in content.
- Click Save.
Tip
Roles that include Manage Asset Library permissions will be able to create, edit, and destroy asset items. Custom roles need all 3 permissions enabled in order to access the Asset Library. All assets created in the Asset Library can be managed and edited from the admin interface.
How to Edit an Item in Asset Library
- Click the three dot icon for the item.
- Click Edit.
- Edit as needed.
- Click Save.
How to Delete an Item in Asset Library
- Click the three dot icon for the item.
- Click Edit.
- Click Delete Item in the bottom left corner.
- Click OK to confirm the deletion.
Note
Deleting an asset from Asset Library will not remove the contents from where it is placed. The asset will continue to appear in content, but will no longer be linked to the Asset Library.
If you would like to remove the asset from content altogether, we recommend first using the Asset Library to see where the content is used and removing it from individual content before deleting the asset itself.
Warning
Items deleted from the Asset Library cannot be recovered. Please use caution when deleting.
Adding Items to Content
Rich Text and Images
To insert an asset into a WYSIWYG editor:
- When editing a piece of content in the authoring interface, locate a WYSIWYG editor with the Asset Library icon. The open book icon looks like this:
- Click the icon.
- Find the item you wish to add to the editor.
- Select Insert from the item's Actions dropdown menu.
Note
Items inserted into content pages will always appear at the bottom of the content.
Note
When editing, users will see a generic span with the items title. Previewing the page or course will reveal the inserted asset.
Certificates
To insert an asset into the Completion step of a Content Item:
- Go to Courses > All Courses > Click on Content Title > Go to Completion Step > Click on Certification from the left sidebar.
- Click Add New Certificates.
- Click Add Image from Asset Library.
- Find the Certificate you wish to add to the category.
- Select Insert from the item's Actions dropdown menu.
Note
Completion Criteria and Certificate Settings, like expiration dates, are all set at the content level for each content item. The Asset Library item only represents the certificate image and dynamic fields.
Tip
Need to add one more certificate field for just this content item? You can unlink a certificate after adding it from Asset Library to make a certificate unique to that content item. It's a great way to get a head start! Please note that changes you make to the Asset Library certificate will no longer apply once a certificate is unlinked.
Downloadable Resource Files
To insert an asset into a Downloadable Category:
- Navigate to the Resource Library where you wish to add the item.
- If a Downloadable Category is not already added to the Resource Library, add a Downloadable Category & Subcategory.
- Click Add File from Central Asset Manager.
- Find the Downloadable File you wish to add to the category from the slide out on the right of the screen.
- Click Actions > Insert.
- Click Save.
Note
When inserting a Downloadable Resource File to a resource library, the Asset Library title will be used in the Resource Library and is not editable from the Resource Library.
SCORM & xAPI Files
To insert SCORM or xAPI asset into content:
- Navigate to the Content Type or Page type you wish to add the item.
- Click Add File from Central Asset Manager.
- Find the SCORM file or xAPI file you wish to add to the content or page.
- Click Actions > Insert.
- Click Save.
Note
When editing a SCORM or xAPI Content type or Page type, you may insert a file from the Asset Library or upload a file from your desktop.
Version Control
Notes on Version Control:
- When a user edits an item and saves it, a new version is created and displays in the Version Control interface.
- After editing and saving an item, confirm the most recent changes again in the a pop up warning message.
- Versions are listed with the Last Modified Date/Time, as well as a Revert to Version button.
- Expanding the versions will expose the version and the description.
- Clicking Revert to Version will automatically revert and create a new version.
Tip
Any updates made via the Asset Library will immediately update all areas the item is located.
Note
When replacing a file or reverting a SCORM or xAPI item, users are prompted to select whether or not changes should display to all learners. By default, changes uploaded for SCORM or xAPI files will only display to learners who have either not yet started it or have completed it. If opted into, all learners will be required to begin the SCORM or xAPI file again and previous progress will be lost.
Asset Library Management
Tips for Asset Library Management:
- Use the search bar to search for objects by title, as well as an advanced search query by object type, location title, or field title.
- Sort assets in ascending order by the Asset Title and in descending order by the Created or Update Date.
- Filter items in the sidebar by Type & Field (displayed as "Tag" in the interface).
- Edit an item from within a content item by clicking the Asset Library icon in a WYSIWYG, viewing the slide out on the right side of the screen, and locating the item you want to edit. Similarly, this slide out offers a means to review asset details, like its preview, type, update date, fields, and description.