What Is an Asset? 

Assets offer you (Admin) a way to upload and distribute content files to Learners for informal learning. Assets are designed to help Learners find information. Assets can be downloaded by Learners, allowing them the ability to view the Asset “in the flow of work.” 

Upload a New Asset 

You (Account Owner/Admins) can upload and manage Assets via Admin Dashboard > Content > Select ‘Assets’ button > Select ‘Upload an asset’ under Quick Actions. 

Upload Content 

Enter a name, location description, and reference code for the new Asset. Next, select/deselect Active and Content Library as needed. When Content Library is selected, the Asset will appear in the Content Library. See below regarding Asset Go Live Date and Asset Archive Date to learn how to further control when and for how long the Asset is available.   

• Audio (.mp3) – 100 MB 

• Word (.doc, .docx)  – 30 MB 

• PowerPoint (.ppt, .pptx, or Keynote saved as PDF or a PowerPoint Format) – 30 MB 

• Video (.avi, .wmv, .mpg, .mov, .flv, .m4v, .mp4) – 250 MB 

Choose a file that meets the above specifications and select ‘Save.’ 

Asset Image (Optional) 

Choose an image file (.png, .gif, .jpg, .jpeg) to upload and save it as the thumbnail image for the Asset. This is optional.  

Asset Go Live Date 

This is optional. If the Content Library check box is selected, the Asset will appear right away. This gives you further control of when it starts to appear. Choose when this Asset will go live in the Content Library and for People and Teams. Select a date, time, and time zone to go live. If nothing is entered, the Asset will appear if the Content Library box is checked. 

Asset Archive Date 

This is optional. If the Content Library check box is selected, the Asset will appear indefinitely. This gives you further control of when it disappears. Choose when this Asset will be archived in the Content Library and for People and Teams. Select a date, time, and time zone to archive. If nothing is entered, the Asset will appear if the Content Library box is checked. 

Asset Other Details 

Select/deselect to enable ratings for the Asset. 

Accessing a New Asset 

Once you have finalized the settings and the Asset is saved, you can access it via Admin Dashboard > Content > Select ‘Assets’ button. 

Changes to an Existing Asset 

Make changes to an existing Asset via Admin Dashboard > Content > Assets > Select a specific Asset. There are 6 tabs to choose from. 

People Tab 

Select/deselect to grant access to the People listed. Search by name to add more People. 

Select the ‘Grant access to People’ button, then search for/select People, then select ‘Assign.’  

Remove People in bulk by selecting them and then selecting ‘Remove People’ from the dropdown menu. 

Teams Tab 

Select/deselect to grant access to the Teams listed. Search by name to add more Teams. 

Select the ‘Grant access to Teams’ button, then search for/select Teams, then select ‘Assign.’  

Remove Teams in bulk by selecting them and then selecting ‘Remove teams’ from the dropdown menu. 

Collections Tab

Select/deselect to add to the Collections listed. Search by name to add more Collections. 

Select the ‘Add to Collections’ button, then search for/select Collections, then select ‘Assign.’  

Remove the Asset from Collections in bulk by selecting them and then selecting ‘Remove collections’ from the dropdown menu. 

Metrics Tab

Assets are not required to be completed by Users so they do not appear in any Quick Reports. Each Asset’s metrics can be viewed on the ‘Metrics’ tab. Metrics include Views, Downloads, and Favorites.  

History Tab

See a history of changes made to an Asset, for example, when an Asset was granted to Team or when its settings were updated. 

Settings Tab

This has many of the same fields as when you create a new Asset: name, location description, reference code, active, optional asset image, Asset Go Live Date, Asset Archive Date, and Asset Other Details. The additional settings include Display, Topics/Subtopics and Tagging. When you have completed the settings, select ‘Save.’ 

Display 

Select/deselect to include the asset in the Content Library so Learners can self signup. 

Add languages for which the Asset has been published. By adding languages, Learners can use those filters to find assets by language. 

Topics/Subtopics 

Select ‘Add’ next to the Topics you want to assign to the Asset. Select the X icon to remove topics. 

Delete an Asset 

Make changes to an existing Asset via Admin Dashboard > Content > Assets > Select a specific Asset > Select ‘Settings’ tab > Select ‘Delete this asset.’ 

Make an Asset a Module or Additional Reference Material 

You may need to convert an Asset to a Module to require Learners to view that content as a part of a Course. To do this, download the Asset content and then upload it as a Module. You can also upload it as a Reference Material as needed. Assets, Modules, and Reference Materials accept the same file types, so the transition will be seamless.  

How do Learners find Assets?  

Learners can find Assets via Learner Dashboard > Content Library > Select ‘Assets.’  

What can Learners do with Assets? 

Once the Asset is located, Learners select the Asset to view the Asset information, download the Asset, or write a review and rate the Asset. 

Can a Learner share an Asset or submit content to be used as an Asset? 

Yes! Learners' have the ability to share an uploaded Asset and submit content when the Learner Content Upload feature is enabled.  Any uploaded content will need to be approved for use as an Asset or even a Module in a Course. 

Share an Asset

Learners can share an uploaded Asset via Learner Dashboard > Content Library > Select ‘Assets.’  

Enter an email address and select Send when ready.

Upload an Asset

Learners can submit content to be approved by an Admin via Learner Dashboard > Content Library > My Uploaded Content

 Enter a required file name and optional description.  Select 'Active' and 'Choose a file' to upload a file.  You may also upload an asset image (optional).

The Assets List displays all the uploaded files that have been approved or rejected by an Admin.

Once a file is uploaded, Admins can approve or reject files via Admin Dashboard > Content > Submitted Content for Review

Select a tile to open the uploaded Asset's settings.

 

Select the Approve/Reject button to open the 'Approve/Reject this Asset' screen. Select the appropriate radio button and select 'Submit

The Learner will receive an email letting them know whether their uploaded file has been approved or rejected.  They can also see the status via

Learner Dashboard > Content Library > My Uploaded Content