How To: Upload and publish a file – Civica Learning

You can upload and publish files, such as PDFs or PowerPoints, to your learner audience. A file is accessed online when learners view it by using the Web learner portal. Depending on the plugins and file types supported by the learner's browser, the file may be viewed in the browser, or the learner may be prompted to download the file. If learners view a file by using the Civica Apps, the file is first downloaded to their device so that it is available for viewing even when their device is offline.

By default, a file is automatically marked as complete when opened by the learner, but you can specify manual completion, so the learner has to click a button to confirm that they have read or viewed the file. The completion status for files is tracked, so the status information can be included in reports.

To upload and publish a file

Log in to your Administration portal, as either a Global administrator or Content administrator.
On the NAVIGATION pane, click Catalogue.
In the ACTIONS section, click Add courses and files.
In the Add courses and files dialog box, either click Browse and locate the course package (.zip file) or drag-and-drop the course package (.zip file) file onto the Drag and drop files here box to attach.

INFO: File uploads are limited to a maximum of 500MB.
When the upload has completed, click the Click here to configure link.
On the <file_name> page, in the THUMBNAIL section, click the item's thumbnail image to add your own image to display alongside this file when it is published.
In the DETAILS section, in the TITLE box, enter a title for the file.
In the DESCRIPTION box, enter a description for the file.
In the DISPLAY TYPE section, enter the type of the item, as you want it to be displayed to learners in the Learner portal. We recommend that you only change this value where it is appropriate, and that you limit the number of display types to ensure that the filter is meaningful to learners. Note that where vales are chosen that differ from the standard Civica Learning values, these values will not be localised in the learner portal.
In the CATEGORIES box, select one or more categories with which to associate this file. Learners can filter content by category when perusing the content catalogue.
In the COMPLETION section, you can configure the completion behaviour of the item. The following options are available:
- Automatic and Manual. When the learner opens the file, the file is automatically marked as complete. After accessing the file, learners have the option to override their completion status. Administrators with appropriate permissions can override a learner's completion status.
- Automatic. When the learner opens the file, the file is automatically marked as complete. The learner has no way of overriding this. Administrators with appropriate permissions can override a learner's completion status.
- Manual. After accessing the file, learners must set their completion status by using their learner portal. The system will not set any status automatically. Administrators with appropriate permissions can set a learner's completion status.
- Administrator only. Learners are not automatically marked as having completed the file, and they cannot set their completion status. Administrators with appropriate permissions can set a learner's completion status.
- Send confirmation email once complete. Select this check box, if you want the learner to receive a completion confirmation email, when the file is completed.

In the TARGET USERS section, using the MY LEARNING and/or CATALOGUE boxes, the file can be targeted to determine who should see it within either their My learning area, their Catalogue or both.
- To target the MY LEARNING, complete the following steps:
  1. In the TARGET USERS section, in the MY LEARNING box, click the ellipsis (...) button.
  2. In the Users dialog box, on the Users tab, select the required user.
  3. On the Groups tab, select the required group.
  4. On the Organisational unit tab, select the required organisational unit, and then click Done.
  INFO: If a content item is targeted at a set of users in the My learning area, it is automatically available in their Catalogue, and so does not need to be targeted in both the MY LEARNING and CATALOGUE areas, unless different cohorts need to see the content in the different areas.
- To target the CATALOGUE, complete the following steps:
  1. In the TARGET USERS section, in the CATALOGUE box, click the ellipsis (...) button.
  2. In the Users dialog box, on the Users tab, select the required user.
  3. On the Groups tab, select the required group.
  4. On the Organisational unit tab, select the required organisational unit, and then click Done.
In the CONTENT VISIBILITY section, specify the files availability across phones, tablets or the Web learner portal can be configured. The content visibility settings are designed to enable you to hide legacy Flash content and non-responsive content from mobile devices.
In the OWNERS section, specify who is the 'Owner' for the item. This will default to the admin that creates the item, but you can specify one or more users or groups as the owner. Where admins have Content administrator permissions, and they are included as an owner for an item, the content administrator can update all of the information associated with the item.
In the CONTENT PRIORITY section, set the files priority to control precisely where the file should appear within learner facing content lists such as their My learning content list and Catalogue content list. This should be avoided unless absolutely necessary.
In the MAXIMUM ALLOWED LAUNCHES section, you can define how many times learners are allowed to launch the content from the Web learner portal. Note that this setting has no effect within the Apps.
In the ANONYMOUS LAUNCHING section (visible subject to your lms configuration), you can enable access to the item by external users, without them needing to have an account on Civica Learning. To allow anonymous access (which is not tracked in the lms reports), check the Allow anonymous launching option, and provide the displayed link to your external users.
In the CPD CREDIT section, in the CPD POINTS box, enter the number of CPD points that the learner should receive following completion of the file.
In the LEARNING HOURS box, enter the number of learning hours that the learner should receive following completion of the file.
In the EXTERNAL REFERENCE section, you can configure an external reference for the file.
When all configuration is complete, click Save.

A short demonstration of uploading a content item

If you cannot view the video above, please click here.

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