Overview

The Asset Library in AppicalNow is your central hub for managing all images and videos used in onboarding courses. Instead of uploading the same media files multiple times for different courses, you can upload once and reuse assets across any course.

This simplifies content management, ensures consistency across materials, and saves time. The Asset Library supports both organisation-wide (Global) and course-specific (Standard) collections.

Example Use Case

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

📌 Important:

Media must be uploaded to the Asset Library before it can be used in courses or pages.
Access to assets can be restricted to specific courses if needed.

Asset Library Home Page

To access the Asset Library:

Hover over Organisation Library → Asset Library.
You’ll see a page with tiles representing different asset collections.

For a better understanding of the collection types labels:

Global Collection: Default library available across the entire organisation.
User-Created (Standard): Custom libraries created by users to support course-specific content.
From Course (Standard): Libraries created during course migrations; course-specific and flexible.

Learn more about the difference of each Collection below:

Global vs. Standard Collections

🌍 Global Collection

The Global Collection is the default media library available in every Appical environment.

📘 Standard Collections

Standard Collections are flexible, custom-built libraries that can be created to support course-specific content.

Key characteristics:

Always available: This collection is automatically created for every organisation.
Cannot be deleted: It is a fixed part of the platform.
Managed by admins only: Only admins can add or manage content in this collection.
Accessible to all users with course editor access: If someone can edit courses, they can use assets from the Global Collection.
Available across all courses: All media in the Global Collection can be used in any course within the organisation.
Best for shared content: Ideal for branding elements, logos, templates, or visuals that should remain consistent across all courses.

Key characteristics:

Created and deleted by admins: Admins can create as many Standard Collections as needed.
Editable by admins and editors: Anyone with editor rights to the linked course(s) can use and update the collection.
Course-specific access: Media inside a Standard Collection is only visible to editors and courses connected to that collection.
No limit on the number of collections: Organisations can build multiple libraries for different teams, departments, or topics.
Flexible usage permissions
- By default, assets can be used across all courses within the organisation.
- If needed, access can be restricted to certain courses.
Ideal for tailored content: Perfect for unique course materials, department-specific videos, or content that should not be used universally.

Asset Library Permissions

The Asset Library uses permissions to control who can access and manage assets. This ensures the right content is available to the right users or courses.

→ Course Access Permissions

Default: Assets are available in all courses.
Restricted: You can limit an asset’s access to specific courses.
- This is useful for organisations with multiple teams, departments, or locations.
- Ensures course editors only see assets relevant to their courses.

→ Role-Based Permissions

Access and editing rights depend on your role:

Admins: Can create, edit, delete collections and assets; manage all permissions.
Editor: Can edit assets in collections linked to their courses.
Content Editor: Can use assets in courses they have access to, but cannot manage collections.

See the table below for more information:

Steps to Use the Asset Library

→ Create a New Collection

Navigate to Organisation Library in the main menu.
Select ‘Assets’.
Click on ‘Create new collection’.
Name the collection.

→ Add Image(s) to the collection

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

→ Edit an Asset

Click on top of the Asset (image) in one of the collections that you would like to edit.
The Asset details page will open.

→ Edit Asset Information

Use the configuration (gear) icon to:

Crop the image
Add or edit alt-text
Replace the file
Rename the image
Move an image to a different collection
Delete the image

→ Add Image Descriptors

To make your assets easier to find, add short descriptive tags. Descriptors can include:

letters, numbers, spaces, hyphens (-), underscores (_), and apostrophes (').
You can also use AI-generated tags to quickly create relevant descriptors. (Contact support if you want to know more about this option.)

In the Image descriptors field, type keywords for your image.
Press Enter after each descriptor.
Also, you can use auto-generated by AI
These descriptors help when searching through the Asset Library.

→ Set Permissions for Image Use

You can control which courses have access to an image using the Permissions section. By default, assets can be used in all courses, but you can restrict access to specific courses if needed.

Helps your editor team easily find the right images for each course.
Particularly useful for organisations with multiple locations, teams, or course offerings.

Key points:

Select specific courses that can access the asset.
Or, check “Allow use in all courses” to make the asset available organisation-wide.

→ Track where assets are been used

In the “Image is used in the following areas” section, you can see a list of courses and the exact page locations where the image appears. Clicking the icon next to a page location will take you directly to that page in the editor.

This is especially useful for monitoring and managing your assets, ensuring you know exactly where each image is being used.

Key points:

View where an asset is used: course, story, chapter and page.
Click links to navigate directly to the page in the editor.
Make updates or replacements quickly without searching through multiple courses.

→ History

The History section lets you track the full lifecycle of an asset. You can see who added it, who last updated it, and when it was created.

Key points:

See who created the asset and the creation date.
Track who added the asset and to which collection or course.
View who last updated the asset and when.
Helps maintain accountability and manage assets effectively.

Search for Assets

You can easily find assets using the search bar. Search by the asset’s title or by descriptive tags to quickly locate the media you need. For example, searching for “office” will return all images tagged with office-related content.

Key points:

Search by asset title.
Search by descriptive tags added to the asset.
Quickly locate images or videos relevant to your course content.
Helps save time and ensures consistent use of assets across courses.

Move Assets Between Collections

You can easily move an asset from one collection to another through the Asset Details page. This helps you keep your library organised and ensures assets are stored in the most relevant collection.

How to move an asset:

Click the asset you want to move.
The Asset Details page will open.
Click the gear (settings) icon.
Select Move.
Choose the collection you want to move the asset to.

Note:

When you move an asset to a different collection, it may no longer be visible to some editors depending on that collection’s course permissions.
This change does not affect any live course content where the asset is already in use.
You must remove an asset from every page that have restricted permissions where it is being used before you can move it.

Bulk Delete Collections or Assets

If you have many collections or assets (especially after migrating to the new Asset Library) you can bulk delete unwanted items.

You can also quickly identify and delete empty collections or assets not used in any course page, making cleanup faster and more efficient.

→ Bulk Deleting Collections

To bulk delete collections:

Select any collection to activate the bulk action menu at the top.
Choose the collections you want to delete, or use the option to select all empty collections.

Note:
You must delete all assets inside a collection before you can delete the collection itself.

→ Bulk Deleting Assets

To bulk delete assets:

Select any asset to activate the bulk action menu at the top.
Choose the assets you want to delete, or select all unused assets.

Note:
You must remove an asset from every page or course where it is being used before you can delete it.

Adding Visual Content to the Course Dashboard and Pages

With the Asset Library, the process for adding images or videos to your courses has been changed.

Steps to add visual content:

Upload first: Always upload your images or videos to the Asset Library before using them in a page in the courses.
Add to course dashboard or pages: Insert images or videos into existing pages or new pages from the Asset Library.

See below. examples on how you can do this:

→ Course Dashboard

To add an image or video to the dashboard:

Go to Course Settings > Add image/video.
Click "Choose From Library".
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:

Open the page you would like to edit.
Go to the Add image/video section.
Click "Choose From Library".
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.
Select the appropriate collection where the image is available or search for it.
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.

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