In the File Manager, Admins can upload files to be used as learning material or visual aids throughout the learner portal.
Once uploaded, files cannot be moved to different folders within the File Manager. For this reason, it is considered best practice to set up folders and file organizations before uploading files.
While public documents can be uploaded in the File Manager, confidential files, such as proprietary teaching material, should be stored in the Secure File Locker.
This article outlines the following concepts:
Add a File to the File Manager
After an Admin team decides on their folder structure, Admins must add their content to the File Manager.
Files in the File Manager are publicly accessible by any internet user by accessing the URL. Login and authentication aren’t required.
Go to Content Creation > Click File Manager > select the folder in which the file lives > click Upload
Files are uploaded and new folders can be created in the top portion of the screen. Files within the File Manager are viewed in Thumbnail or Detail View.
Files chosen using the Stock Image Library are stored in the “stock_images” folder.
Supported File Types
The File Manager supports the following file types:
- mp3
- mp4
- bmp
- csv
- doc
- gif
- ico
- jpg
- jpeg
- odg
- odp
- ods
- odt
- png
- ppt
- swf
- txt
- xcf
- xls
- svg
- feature
.xml and .xsd files are not supported file types in the File Manager. However, they may be included as part of an eLearning Package.
Confidential files, such as proprietary teaching material, should be stored in the Secure File Locker.
File Size Limits
The File Manager has specific file size limits that ensure optimal performance for uploaded resources. Please review the list below regarding the files and corresponding size limit when uploading in Tovuti.
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PowerPoints and PDFs in the File Manager
- 10 MB Size Limit
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Videos in the File Manager and Interactive Videos
- 500 MB Size Limit
- If a larger video file is needed, it is recommended to utilize a video hosting site such as Vimeo or YouTube
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Document File Size when presenting in the Virtual Classroom
- 40MB File Size Limit
-
PowerPoints and PDFs when using the Interactive Presentation Importer
- No limit, recommend less than 100 MB for performance when uploading
-
Images for Course, Event, and Lesson Cover Images and Thumbnails
- No limit, recommend less than 1 MB for performance
It is the responsibility of the Administrative Team to determine which documents are appropriate viewing for their users.
Documents that are allowed to be on public display and openly shared should be uploaded to the File Manager.
If it is a document or file you are only okay with your authorized users to access, you should utilize the Secure File Locker.]
Use Cases
The following are possible general use cases for utilizing this feature:
Organizing course assets for easy access and reuse
An instructional designer needs to upload a series of PDFs, images, and presentations that will be used across multiple courses and wants to maintain a consistent folder structure.
This feature is useful because:
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Admins can create folders to group content logically before uploading
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File Manager supports a wide range of document, image, and video formats
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Uploaded assets can be reused across multiple course types and modules
Example Use Case
Before launching five new onboarding courses, the design team creates folders named “HR Onboarding,” “Sales Orientation,” and “Training Slides.” They upload content into the appropriate folders, ensuring easy retrieval when building each course’s materials.
Managing publicly accessible resources for broad learning audiences
An L&D team publishes supplemental resources like job aids, guides, and training visuals for public learners and external partners to access directly from links or embedded course content.
This feature is useful because:
-
Files uploaded to the File Manager are publicly accessible via direct URL
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No login or authentication is required to access these materials
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Ideal for open-access resources like learning handouts or stock images
Example Use Case
A nonprofit organization builds a “Community Volunteer Training Hub” and uploads welcome packets, waivers, and safety guides into the File Manager. They share these links via email and course descriptions, allowing users to access the materials without logging in.
Preventing accidental exposure of confidential training content
An education provider wants to ensure that proprietary content — like premium presentations or internal assessment rubrics — isn’t publicly accessible through a shared link.
This feature is useful because:
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File Manager links are public; confidential content must use the Secure File Locker
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Admins must plan folder structures in advance, since files cannot be moved after upload
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Helps enforce good content governance and access control practices
Example Use Case
A course includes a proprietary worksheet on product architecture. The Admin mistakenly uploads it to the File Manager, making it publicly viewable. After correcting the error and uploading the file to the Secure File Locker instead, they train their team to review access requirements before uploading any file.