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Media library

The media library is the central store for all of your company's files — videos, PDFs, images, audio, ZIP packages. You use it to embed content in your courses and to share it with other trainers.

What you can upload

Category Formats
Videos MP4, AVI, MOV, WEBM, MKV
Documents PDF, DOCX, PPTX, XLSX, ODT
Images JPG, PNG, GIF, SVG, WEBP
Audio MP3, WAV, OGG, FLAC
Archives ZIP (e.g. SCORM packages or H5P exports)

Default maximum size per file: 500 MB. If you need more, ask your platform manager — the limit can be raised.

Uploading a file

Individually

  1. Go to Media library in the main menu.
  2. Navigate to the target folder.
  3. Click Upload file.
  4. Select the file.
  5. Enter metadata:
  6. Title — if you want something other than the file name
  7. Description — context, purpose, license
  8. Tags — keywords that help later when searching
  9. Category — thematic classification (e.g. "Safety training")
  10. Upload — a progress bar shows the status.

Screenshot to follow

Upload dialog with file and metadata fields

Several files at once

  • Drag and drop several files directly into the upload area
  • Alternatively, multi-select in the file dialog (Ctrl+click or Shift+click)

Each file gets its own progress bar. If individual uploads fail, you can retry them without affecting the rest.

Folders and structure

Creating a folder

  1. In the media library, click New folder.
  2. Give it a name.
  3. Optional: sort it into a parent folder — nesting up to 5 levels deep is possible.
  4. Create.
  • Tree view in the sidebar — click through the folder structure
  • Breadcrumb navigation at the top — where am I right now?
  • Full-text search across all files

Structuring folders sensibly

Proven approach: thematically top-down, e.g.

Marketing/
  Brand/
    Logos/
    Hintergrund-Bilder/
  Kampagnen/
    Sommer-2026/
    Herbst-2026/
Compliance/
  Datenschutz-Schulung/
  Brandschutz/

Better a few more folders with clear names than a few mega-folders. But search and tags also help in flat structures.

Versions of a file

Each file can have several versions — you don't need to create a new file when updating.

Uploading a new version

  1. Click the file in the library.
  2. Click Upload new version.
  3. Choose the new file.
  4. Enter a change note — e.g. "Fixed typo on slide 3" or "Updated Q2 figures".
  5. Upload.

The old version is retained. Lessons that embed this file automatically show the latest version.

Restoring an old version

  1. Open the file → Version history.
  2. Select the desired version.
  3. Set as current version — it's served again, the previously active version stays in the history.

Handy if the most recent update introduced an error.

Tags and categories

Tool Purpose
Category Thematic, hierarchical, one per file (e.g. "Marketing → Brand → Logos")
Tags Freely assignable, any number per file (e.g. "summer-campaign-2026")

Both help with finding things again — categories for structured navigation, tags for cross-cutting search ("show me everything tagged brand-relaunch, no matter which folder").

Permissions

By default, as a trainer you have:

  • Read access to all folders of your company
  • Write access to upload and version
  • Delete rights on files you uploaded yourself (central delete rights belong to a content manager or admin)

For sensitive content, your platform manager can create folders with restricted access rights — you then only see what has been released to you.

Frequently asked questions

Where do I find out which lessons use a file? In the file details there's a Usage tab — it lists all lessons that embed this file. Check before deleting!

Can I download files from the library directly? Yes — in the file details there's a Download button. Handy when you need an original file you uploaded yourself.

How do I upload a SCORM package? Upload it as a ZIP file to the media library. When creating a SCORM lesson, the ZIP appears for selection.

A file is stuck in the upload at "99% — please wait". Rare but annoying. Close the tab, reopen it, upload the file again. If it happens repeatedly: contact the platform manager.

An old version of a file is no longer in the version history. Version history is normally kept indefinitely. If a version is missing, it may have been deliberately removed — it can't be restored, so actively mark important versions.

The full-text search doesn't find files. The search searches title, description and tags — not the file content itself. PDF content is not full-text indexed. Add relevant terms in the description or as tags.