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Manage Content Fields Overview

  • Updated

This guide describes each field you'll encounter when you create or edit items in your Resource Library. These fields determine how your resource is displayed, who has access to it, and how learners discover it. Refer to this guide whenever you're adding new resources or updating old ones.

 

A screenshot of a computer AI-generated content may be incorrect.

 

1. Edit 
Main workspace where you create or modify content. This is where all content details, visibility settings, and permissions are defined. 
 

2. Preview 
Opens a viewer of the uploaded file or embedded content (e.g., PDF, video, image). 
 

3. Version

Records all modifications to the content. Upon each save, a new version is automatically generated, including the date, time, and user information. Previous versions can be accessed for review and updates. The most recently saved version will be considered current.

4. Thumbnail 
The preview image shown for the resource in the learners' Resource Library grid view.  
 

5. Content Type 
Select the type of resource you’re uploading (PDF, video, image, HTML, etc.).

  • If it’s a file-based type (like a PDF, PowerPoint, image, or video), you don’t need to preselect the content type — it will automatically populate, and the Content Name will fill in from the file name.
  • If you’re creating something like HTML, a URL, or embedded content, you’ll need to preselect the content type before adding details. 
     

6. Content Name 
The title that will appear in the Resource Library and search results. Best practice: use clear, descriptive names (e.g., “Math Workshop Recording – May 2025”). 
 

7. Description 
Brief explanation of what the resource is and who it’s for. Appears under the title in the library and helps with searchability. 
 

8. Keywords 
Search tags that improve discoverability. Add words or phrases users might search for.

  • You can create new keywords here or choose from existing ones.

9. References 

  • The References field is optional and can be used to include additional keywords that help identify the content. It won’t impact how items are displayed or searched by learners.

10. Searchable (True/False) 
Determines whether the resource is visible in the Resource Library.

  • True: Learners can find and view it in the library (depending on permissions).
  • False: Resource remains hidden — visible to the creator/admin only. 
     

11. Share Content (Yes/No) 
Allows the resource to be used by other content editors in course building or collaborations.

  • Yes: Shares the content so others can link it in courses or posts.
  • No: Keeps it private to the original creator.
  • Common use case: when multiple editors or departments need to reuse the same asset (e.g., a standard policy PDF).
  • Must be enabled before allowing Group Edit access. 
     

12. Group 
Specifies which group(s) the content is visible to.

  • If no group is selected, it’s visible sitewide (depending on Searchable = True).
  • Used to control access by department, school, or organizational unit.

 

Advanced Details

A screenshot of a computer AI-generated content may be incorrect.

13. Allow Group Edit (Yes/No) 
Extends editing access to others when content is shared.

  • To enable:
    1. Set Share Content = Yes
    2. Choose the group you’re sharing with
    3. Set Allow Group Edit = Yes
    4. Re-select that same group under Group
  • After setup, other users in that group (with Admin/Content Manager roles) can edit or update the shared resource.
  • Once saved, you can see who has editing access by clicking the linked names under Manage Content. 
     

14. Category 
Used to organize and group resources within the Resource Library.

  • Learners can browse these categories to find content.
  • You can create new categories or choose from existing ones.

 

15. Subscale 
Internal field used for behind-the-scenes organization.

  • Not learner-facing and rarely used by clients. 
     

16. Role Visibility 
Defines which roles can access the resource (Learner, Instructor, Site Admin, etc.).

  • Default = Learner.

17. Class 
Visibility filter that limits the resource to learners enrolled in a specific class.

  • Learners will see it in the Resource Library if they’re part of that class.
  • Note: This does not embed the resource inside the class content; it only filters visibility in the library. 
     

18. Module (Course) 
System term for “Course.”

  • Used to link a resource to a course-level item.
  • If tied here, the resource is visible across all classes connected to that course. 
     

19. Certification 
Filters visibility by certification track.

  • Resource appears for learners enrolled in that certification program.
  • Example: A “Leadership Guide” tagged to the Teacher Leadership Certification appears to learners pursuing that certification. 
     

20. QR Code 
This feature is a candidate for deprecation as it is no longer supported in the current platform. 
 

21. Content Rating 
This feature is also a candidate for deprecation and is not currently active.

 

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