You can create categories and subcategories of content for your Resources and then control who reads or writes content by adding specific permissions. These permissions can be set per resource category, based on jobs and your academy’s organizational structure. Simply put, you are able to create rules per user’s job in each category. When users enter Resources they will be able to see and store content based on their access rules.
First, select Resources in the left menu when in the Learner, Team, or Training Admin workspaces.
There are two types of categories: Shared Content, and your custom categories.
Shared Content
There is a non-editable category automatically added called Shared Content. This is the category where users can send content if they want to share it with other users of the Academy.
This is a default category that cannot be deleted or edited. The rules about who will have read and write access for this category can be edited from Resources, similarly to the other categories (see below), or through the Academy Settings as an Admin.
Add Sections
To add a section, select Edit and then Edit Categories.
At the top right of the next page, you will find the Add Section button, which allows you to create new sections to help you organize and manage your Resource categories more effectively.
Select Add Section, and in the modal that appears, enter a name for the new section and click Save.
Editing Sections
To edit the read and write permissions of a section, just click on the Change permissions icon next to the section’s title.
A set of functions will appear allowing you to:
- Move down or Move up the section
- Create a category
- Change permissions
- Edit (Rename) the section
- Delete the section
By clicking the Lock icon, the following screen will be displayed allowing you to add or modify permissions for the Section. Admins and Content Managers have access to all sections with no specific permissions required.
Give the permissions you want (read, write, or both) to Training Managers or All Employees by clicking on the relevant checkbox.
You can also choose specific jobs and give permissions to specific units and above units. To do so, click on the Add Job/ Unit Criteria option and select the desired job(s), above unit(s), and unit(s).
Notes:
- Click on "view changes" to easily filter only the selected values.
- If you click on the "All" option one time, you will select all current and future items. By clicking twice on the "All" option, you will select all the current options allowing you to deselect some of the selected options if needed.
Finally, Save to update the section.
Created Categories
To edit the read and write permissions of a category, just click on the Change permissions icon next to the category's title.
If you expand a section, you will be able to review all of its categories.
A set of functions will appear for your Resource categories allowing you to:
1. Create a subcategory
2. Pin to top
3. Change section (move this category to a new section)
4. Change permissions
5. Edit (Rename) the category
4. Delete the category
By clicking the Lock icon, the following screen will be displayed allowing you to add or modify permissions for the category. Admins and Content Managers have access to all categories with no specific permissions required.
Give the permissions you want (read, write, or both) to Training Managers or All Employees by clicking on the relevant checkbox.
You can also choose specific jobs and give permissions to specific units and above units. To do so, click on the Add Job / Unit Criteria option and select the desired job(s), above unit(s), and unit(s).
Notes:
1. Click on "view changes" to easily filter only the selected values.
2. If you click on the "All" option one time, you will select all current and future items. By clicking twice on the "All" option, you will select all the current options allowing you to deselect some of the selected options if needed.
Finally, Save to update the category.
Tips!
- A section presents the content of all its categories and subcategories.
- A category presents the content of all its subcategories.
- When the "Users with write permissions in a folder can also manage content in those" academy setting is enabled, content management access is extended.
By default, only the original uploader of a content item can manage it. With this option turned on, any user with write permissions in a category can manage all content within that category.
To find this setting, follow the steps below.
In the left navigation, make sure you are in the Academy Workspace.
When in the Academy Workspace, select Settings.
Select the Training filter type on the left.
Navigate to the Resources section and enable the setting by switching the toggle to On (to the right).
When a section or category is deleted, all associated content is automatically moved to the Items in Deleted Categories folder. Resource items are also transferred to this folder once they reach their expiration date.
To access this view, navigate to the Resources page and select the Items in Deleted Categories filter under Category Type on the left-hand side. Please note that this filter will only appear if there is associated content available.
Within this folder, users can view the items they have uploaded and choose to either permanently delete them or move them to another section or category. Administrators have visibility into all deleted items contained in this folder.
The “Items in deleted Categories” do not get automatically deleted after some time. They stay there until someone either deletes them or restores them.
- If you delete a subcategory, all content included will be listed in the parent category.
- A Resource category that is linked to a Brand cannot be deleted directly. To remove such a category, you must first disassociate the Brand from the corresponding Above Unit.
When an Above Unit is designated as a Brand, the system automatically creates a unique category specifically for that Brand. This category is accessible only to users associated with the Brand, as well as to Admins, Training Managers, and Content Managers.
This design ensures that users assigned to a specific Brand, who do not have access to the main academy's categories, have a dedicated space to manage and access content relevant to their Brand.
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