File Management & Library

The File Management & Library section allows administrators to upload, organize, share, and manage files across the LMS platform. This includes class files, resources, and institutional documents.

Overview

File Management enables you to:

• Upload files and documents
• Organize files into folders and categories
• Share files with classes, teachers, or students
• Manage file permissions
• Track file usage and downloads
• Create a document library

Accessing File Management

Navigation

1. Log in to the administrator dashboard
2. Navigate to "Files" or "File Manager" in the navigation menu
3. You'll see the file management interface

Uploading Files

Single File Upload

1. Click the "Upload" button
2. Select a file from your computer
3. Choose upload location (folder or class)
4. Add file description (optional)
5. Set sharing permissions
6. Click "Upload"

Multiple File Upload

1. Click "Upload"
2. Select multiple files (hold Ctrl/Cmd)
3. All files will upload together
4. Set common properties for all files

Class videos and large files

Recorded lectures and other class video files can be large. In the web application:

• Single upload is used for smaller videos (typically up to about 200 MB), which is usually fastest on a stable connection.
• Larger videos automatically use a chunked upload: the file is split into small parts, uploaded sequentially, and reassembled on the server so corporate proxies or CDNs do not block the request with a size error.

Administrators can also share one file (PDF or video) to many classes at once from Share Content to Classes under Content Management. Teachers attach the resulting files from class file pickers and module editors where your school configures them.

File Types Supported

Common file types include:

• Documents: PDF, DOC, DOCX, TXT
• Images: JPG, PNG, GIF, SVG
• Presentations: PPT, PPTX
• Spreadsheets: XLS, XLSX, CSV
• Videos: MP4, AVI, MOV
• Archives: ZIP, RAR

Organizing Files

Creating Folders

1. Navigate to the desired location
2. Click "New Folder"
3. Enter folder name
4. Choose parent folder (if creating subfolder)
5. Click "Create"

Moving Files

1. Select one or more files
2. Click "Move" or drag and drop
3. Choose destination folder
4. Confirm the move

Renaming Files

1. Right-click on a file or click the "Rename" button
2. Enter new name
3. Click "Save"

File Categories

Creating Categories

1. Go to File Management settings
2. Click "Categories"
3. Create categories such as:
   • Class Materials
   • Assignments
   • Resources
   • Templates
   • Archives

Assigning Categories

1. Select files
2. Choose category from dropdown
3. Files are organized by category

Sharing Files

Sharing with Classes

1. Select a file
2. Click "Share"
3. Choose "Share with Class"
4. Select one or more classes
5. Set permissions (view/download)
6. Click "Share"

Sharing with Teachers

1. Select a file
2. Click "Share"
3. Choose "Share with Teacher"
4. Select teachers
5. Set permissions
6. Confirm sharing

Public Sharing

1. Select a file
2. Click "Share"
3. Enable "Public Link"
4. Copy the generated link
5. Share link with anyone

File Library

Document Library Features

The library provides:

• Search Functionality: Search files by name, type, or content
• Filtering: Filter by category, date, size, or owner
• Sorting: Sort by name, date, size, or type
• Preview: Preview files without downloading

Library Organization

Organize library by:

• Category: Files grouped by category
• Class: Files organized by class
• Date: Files sorted by upload date
• Owner: Files grouped by uploader

File Permissions

Permission Levels

• View Only: Users can view but not download
• Download: Users can download the file
• Edit: Users can modify the file
• Delete: Users can delete the file

Setting Permissions

1. Select a file
2. Click "Permissions"
3. Set permissions for:
   • Administrators
   • Teachers
   • Students
   • Public

File Management Features

File Versioning

• Track file versions
• View version history
• Restore previous versions
• Compare versions

File Statistics

View file usage:

• Download count
• Last accessed date
• File size
• Storage usage

Bulk Operations

Perform actions on multiple files:

• Bulk delete
• Bulk move
• Bulk share
• Bulk category assignment

Best Practices

Troubleshooting

Issue: File upload failing

• Solution: Check file size limits, file format compatibility, and available storage space.

Issue: Files not visible to users

• Solution: Verify file sharing permissions and ensure files are shared with the correct classes or users.

Issue: Cannot delete file

• Solution: Check file permissions and ensure you have delete access. Remove file shares first if needed.

Related Topics

• Class Management - Learn about class file organization
• Settings & Configuration - Configure file storage settings