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Tovuti Remains Operational during the Global Service Degradation

[6-12-2025 1:45 PM MT] We have noticed multiple services across the internet are degraded worldwide impacted by a Google Cloud Service Disruption. We want to ensure we are monitoring and Tovuti remains up and operational at this time. There are services that may be impactful to your sites, such as YouTube and Vimeo, among others. The MOYO button in the bottom right corner of the admin panel is also affected by this disruption.

Please check back here for updates.

Email support@tovutiteam.com if you have any questions.

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Utilizing the Secure File Locker

  • Updated

The Secure File Locker safeguards confidential or proprietary information that needs to be stored in the LMS. 

To view an item uploaded in the Secure File Locker, a learner must be logged in and have permission to access the file. When uploading confidential files, Admins should use the Secure File Locker.

In contrast, content uploaded to the File Manager is publicly accessible using a URL, and logging in to the LMS isn’t required.  

The maximum file size for the Secure File Locker is 1.95 GB. View the recommended file size per item type here. 

This article outlines the following concepts:

 

Manage Secure File Locker

Go to Content Creation > Click Secure File Locker

Files currently stored in the Secure File Locker are viewable in the list. 

Search and filter functions allow Admins to quickly access an item on the list. 

conent-creation_secure-file_01.png

 

Clicking on an item on the list brings up a preview of the file. 

conent-creation_secure-file_02.png

 

Add a File to the Secure File Locker

Click New.

If File is selected, click Choose File to upload a file from the device

content-creation_secure-file_CDN_03.png 

 

If Link is selected, paste the desired link and click Verify. 

Give the link a File name and click Add Link. 

Links in the Secure File Locker support CDN links from other platforms.

conent-creation_secure-file_04.png

 

The Secure File Manager supports the following file types:

  • Powerpoint
  • PDF
  • MP3
  • MP4
  • Feature
  • XLS (all versions)
  • DOC (all versions)
  • TXT
  • RTF
  • PNG
  • JPEG
  • GIF

 

As opposed to the File Manager, any file uploaded to the Secure File Locker is not shareable via a link. Example files that should be stored in the Secure File Locker include:

  • Proprietary training documents
  • Internal process documents
  • Any content that should not be publicly available

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 that only authorized users can access, use the Secure File Locker.

Uploading a file to the Secure File Locker does not prevent screen scrapers or other methods of manually copying material.

 

Permission Access to Learners

A file in the Secure File Locker is only accessible to a logged-in user with appropriate permissions. The file is also NOT shareable through a link to other users. Files in the Secure File Locker aren’t permissioned directly, but through the learning content that uses the file.

Secure files can be permissioned directly as a Media Item or as a Lesson Activity through Course Permissions.

Secure Files shown as Media Items in the Learner Portal do not include the download icon. Views are tracked in Media Item Reports.

 

Use Cases

The following are possible general use cases for utilizing this feature:

 

Protecting proprietary training content

An organization wants to upload sensitive training materials—such as product strategies or internal workflows—without risking public access via sharable links.

This feature is useful because:

  • Files in the Secure File Locker are only viewable by logged-in users with permission

  • Uploaded content cannot be accessed by direct URL

  • Admins retain control over how and where content appears in the LMS

Example use case
A product team uploads a PowerPoint of a confidential roadmap. It’s added to a lesson visible only to product managers, with access controlled through Course Permissions. The file cannot be downloaded or linked publicly.

 

Meeting compliance for secure document storage

A compliance team must ensure all HR policies, legal updates, or audit materials are accessible only to specific users, with no chance of unauthorized sharing.

This feature is useful because:

  • Content cannot be forwarded or publicly indexed

  • File previews are gated behind login and content permissions

  • Downloads can be restricted, while still allowing in-portal viewing

Example use case
An HR admin adds a regional compliance checklist as a PDF to the Secure File Locker. It is embedded as a Media Item in a lesson, which is assigned only to users in a specific User Group. The download button is disabled.

 

Securing media assets used in premium courses

An organization offers premium learning experiences that include proprietary videos and templates. They want to ensure those assets stay behind a login wall and can’t be distributed freely.

This feature is useful because:

  • Files can be linked to specific courses or lessons with granular permissions

  • CDN links can be stored securely and verified

  • Access can be fully revoked by removing course or group permissions

Example use case
A paid course includes MP4 video walkthroughs and downloadable templates. All materials are uploaded to the Secure File Locker and tied to a single lesson. Only enrolled, authenticated learners can access them.

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