Resources Content Editing Options

Your Academy Resources can be a powerful tool for you to share knowledge with the members of your academy. There are several options you have after uploading a piece of content into your Resources.

To access them, open any item in your Resources and select View details (available in the List view).

• Edit resource: Edit the content’s name, description, tags, and language by selecting the Edit Resource option.
  Please note that the languages of your items define the available filtering options in the Resources.
   
  
• Change thumbnail: Update an image by uploading a new one.
  
  
• Share: Share this content with members or groups in your academy. 
  
  To share the content, you will be redirected to a page where you can use individual (by person), advanced (by criteria), or group share (similar to the assignments page). You can also add a message if needed. The recipients will be notified with email notification.
  
       
   
• Download the resource item: 
  
  To allow employees to download resources, such as documents or media files, ensure that the permissions "Download documents" and "Download media files (like images, audio, and SCORM)" are enabled under the predefined Employee role, as applicable.
  
  
  
  Please note that download is not available for web pages and web videos.
• Delete: Delete the content item. 
  
  
  There are two options available when deleting an item. You have the option to Delete the Resources Item and you have also the option to Delete the item from all Courses that it's part of as a lecture or bonus content. Admins, Training Managers have this option available for all items. Managers can edit only the courses that they have permission to manage/update.
• Add subtitles: Upload subtitles if the content item is a video. 
  
  
  Just upload the relevant file (ie. vtt, .srt). Please make sure that you have selected the language prior to uploading. 
  Please note that if the video is added to multiple courses, the subtitles will appear there as well.
   

• Expiration Date: This option allows you to add an Expiration Date to the content.
  
  
  To set the expiration date, select the Edit resource option.
  If you set an expiration date this content will be moved to the "Items in deleted categories" category once this date passes. 
  
  Please note that the "Items in deleted categories" category is an automatically created category. When a Resources category is deleted, all its items are moved to this category. The same applies to expired content. In this category, everyone can see the items they uploaded and they are able to delete them permanently or move them to another category. Admins are able to see all deleted items in this category.

  To access the "Items in deleted categories" category, navigate to the Resources page and select the Items in Deleted Categories filter under Category Type on the left-hand side. Please also note that this filter will only appear if there is associated content available.

  For items that are connected with courses, you also have the option to remove the course-connected file from the course once the resources item is expired. A checkbox is visible under the “Expiration date” field, which is named “Delete course files upon expiration”.

  
  
  This checkbox only appears when an expiration date is added to an item and is by default unchecked. If checked, when the expiration date comes and the file is moved to the content deleted folder, if this file is part of a course (as a lecture or bonus content), then the lecture or bonus content will be deleted.

• Duplicate: This option allows to you copy the selected item and add it to another Category.
  
  
   
• Copy Link: This option generates a link, that you can share with members of your Academy. 
  
  Recipients of this link must log in to their Schoox account in order to view the content.
• Download QR code: This option will provide you with a QR code that you can share with members of your Academy. 
  
  
  Once you select this option, a PDF will be downloaded with the QR code included. As with the link, the recipient must log in before viewing the content.
• History: This option gives you an overview of when the selected item was edited (if the file was updated or the item title was changed, etc.) 
   
  
• Replace File/Edit url: Through this option, you can upload a new version of this item.
  
  

Tip! When updating a URL, please note that you do not have to add a description and tags each time you update the link. Simply select the Retain Description and Tags checkbox, and then click on the Fetch button.

• Update: Selecting the Update option will display the available configuration options.
   
  
  
• Update course file: For more information regarding this feature, read also: Updating Training Material Across Multiple Courses
• Update course file title: Select the courses that need to be updated with the new lecture title.
• Update course file description: Select the courses that need to be updated with the new lecture description.
• Update course file image: Select the courses that need to be updated with the new lecture thumbnail.
  Please note that the "Update course file image" button is designed to update lectures and bonus content within the course. However, it is important to mention that this action does not make any changes to the Course Image itself.
• Add as a Lecture: This option allows you to add the selected item as a Lecture in specific courses. 
  
  
  Just select the relevant courses in the window that arises.
  Please note that the new Lecture will not be visible and you have to make it visible from the "Edit Lectures" page.

Please note that when it comes to Change Category, Add-Remove Tags, and Delete, you can perform these actions massively by checking the checkbox next to the selected content in the Resources page.

From the Resources page, select Edit and then Edit Resources.



After selecting the desired items, you can apply the relevant actions (Change categories, Edit tags or Delete).



Similarly, you can perform these actions on all items within a category by choosing Select All.

You can relocate content within the Resources by selecting the desired item, clicking Change categories, and then choosing the appropriate category for placement.

To access the "Change categories" option, you must navigate to the category where the content currently resides. 

Related articles: 
Permissions Required for the “Copy to Category” Option

Managing my Resource Categories