Skip to main content

📢 Announcement: Asset Library (Coming Soon!)

Organize visual assets such as images and videos in one central place to simplify future uploads and updates.

Malu Kooijman avatar
Written by Malu Kooijman
Updated over a week ago

Overview

We have a new feature! Hooray! 🥳

The Asset Library is a feature in AppicalNow that provides a central place to manage all images and videos used in onboarding courses. Instead of uploading the same media files multiple times in different courses, users with editing rights can upload and reuse assets from one shared location.

This helps to simplify content maintenance and ensures consistency across your course materials. The Asset Library supports both organisation-wide (global) and course-specific (local) collections.

Example

Imagine needing to replace an image used across several pages in different stories. With the Asset Library, you only need to replace it once, and the image will automatically update everywhere it’s used.

Steps to Use the Asset Library

→ Create a New Collection

  1. Navigate to Organisation Library in the main menu.

  2. Select ‘Assets’.

  3. Click on ‘Create new collection’.

  4. Name the collection.

  5. Click ‘Upload Image’ or drag & drop your image to add a new asset from your device.

→ Edit an Image File

  1. Click on an image in the collection to open its settings.

  2. Use the configuration (gear) icon to:

    • Rename the image

    • Crop the image

    • Replace the file

    • Move an image to a different collection

    • Add or edit alt-text

    • Delete the image

→ Add Image Descriptors

  1. In the Image descriptors field, type keywords for your image.

  2. Press Enter after each descriptor (you can add up to 5).

  3. These descriptors help when searching through the Asset Library.

→ Set Permissions for Image Use

  • You can allow the image to be used in all courses (global) or select specific courses (local) where the image should be available.

→ Track Image Usage

  • For every asset, you can view where it is used (course / story / chapter).

  • Click the links shown to navigate directly to the page and make changes if needed.

Global vs. Local Collections

Type

Description

Global

  • The default Global Collection is always available.

  • Cannot be deleted.

  • Managed by admins only.

  • Accessible across all courses.

  • Ideal for maintaining visual consistency throughout all your courses.

Local

  • Local Collections can be created and deleted as needed.

  • Managed by admins and course editors.

  • Linked to a specific course.

  • Ideal for customised, course-specific content.

  • Media is only available to editors and courses associated with that collection.

Adding Visual Content to the Course Dashboard and Pages

→ Dashboard

To add an image or video to the dashboard:

  1. Go to Course Settings > Add image/video.

  2. Click "Choose From Library".

  3. You can only upload visuals that are already available in the Asset Library.

    • Tip: Upload your media to the Asset Library first, then select it from here.

→ Pages

To add an image or video to a page:

  1. Open the page you would like to edit.

  2. Go to the Add image/video section.

  3. Click "Choose From Library".

  4. You can only upload visuals that are already available in the Asset Library.

    • Tip: Upload your media to the Asset Library first, then select it from here.

  5. Select the appropriate collection where the image is available or search for it.

  6. Click on the image or video you would like to insert.

→ Refer to this guide on how to add content to your page: How to edit text on the page.

👉 Let us know if this article answered your question by using the buttons below. If not, get in touch with our Support Channel for more help.

Did this answer your question?