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All About Media Items

  • Updated

Admins can upload Media Items to utilize as learning resources within the LMS. 

This article outlines the following concepts:

Go to Content Creation > Click Media Items > click New

content-creation_media-items_01.png

 

Details

In the Details tab, give this media file a Title and Description.

new_contnet-creation_media-files_03.png

 

Assign a Main and Sub Category for this item and assign a default Language. 

 

Assign a Date when this item goes live and is archived. Leave blank to always make the item available. 

new_contnet-creation_media-files_05.png

 

Media Files

In the Media Files tab, choose the file type. Available types include:

  • Video
    • MP4
    • YouTube
    • Screencast
    • Facebook
    • Vimeo
  • Audio
  • PDF
  • Link
  • Secure File Locker

2024-11-05_11h59_15.png

 

Upload the Main Media File and any Cover and Thumbnail files. 

Files may be chosen from the File Manager or be new file uploads. 

2024-11-05_11h59_151.png

 

Media Item Tags

Assign Tags to this Media Item to add searchable details when the user accesses it from a Media Page.

new_content-creation_media-items_07.png

 

Permissions

In the Permissions tab, designate which users can access and view this Media File. 

Permissions can be set by Access Level, User Group, or Specific users. 

Access Permissions set which users can click and access the Media Item.

Visibility Permission sets which users can view the thumbnail or preview for the media. 

 

content-creation_media-items_08.png

Users with Visibility, but not Access Permission will be able to view that there is an existing media file, but not click to access the media. This often provides a “sneak peak” and incentivizes progress through the learning material.

Click Save.

 

Media Page

Media Items are available to view by users on a Media Page, which is a navigation menu item. 

content-creation_media-items_09.png

 

Media Items shown on the page can be filtered by Media Category and File Type.

Media Item search pulls results from item titles and tags.

content-creation_media-items_10.png

 

Use Cases

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

 

Centralizing supplemental learning resources in one place

A course designer wants to provide downloadable study guides, practice videos, and supporting documents for learners to reference throughout a training program—all from a single, searchable library.

This feature is useful because:

  • Media Items allow Admins to upload diverse file types (PDFs, videos, audio) in one structured area.

  • Categories and tags make materials easy to find and filter on Media Pages.

  • Permissions ensure only relevant users can access course-specific resources.

Example Use Case
The designer uploads a training video, a printable checklist, and a voiceover explanation as three separate Media Items—all tagged “Time Management” and categorized under “Productivity.” Learners in the “Professional Development” group see these resources on their Media Page, filtered by course.

 

Controlling access and visibility for gated content

A company wants to make certain training materials visible but only accessible after users complete prerequisite modules or reach a certain level in the LMS.

This feature is useful because:

  • Visibility permissions can tease premium or locked content without granting immediate access.

  • This creates a natural learning path progression or incentives for course completion.

  • Admins can dynamically update Access settings as users progress.

Example Use Case
A high-value leadership podcast is uploaded as a Media Item. All learners can see its title and thumbnail, but only users in the “Advanced Leadership” group can access the file. Once users complete the mid-program milestone, they are added to the group automatically and gain access.

 

Creating a resource hub for external or cross-functional learners

A training team wants to provide general learning materials—like policy PDFs, how-to screencasts, and welcome videos—to users from different departments or external partners, without duplicating content.

This feature is useful because:

  • The Media Page can act as a centralized hub across audiences.

  • Media Item permissions allow granular control over who can access what.

  • Updates to content can be managed centrally, ensuring version control.

Example Use Case
The team uploads a “Getting Started” PDF and a “How to Use the LMS” video, tagging both with “Onboarding.” External contractors get Access to these items through a specific User Group. Internally, the same materials are also visible to HR, but additional content like benefits tutorials is only visible to full-time employees.

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