Overview
This article explains how to organise course assets that were automatically migrated into the Asset Library. After migration, assets were grouped by the courses they originally came from. While this preserves existing content, it can make the Asset Library harder to navigate and manage.
By following this guide, you will learn how to:
clean up unused assets
reorganise assets into meaningful collections
Remove duplicates
Safely check where assets are used
Example:
You may have dozens of onboarding courses, each containing images or videos. After migration, the Asset Library may include multiple collections created from those courses, often containing similar or duplicate assets. Instead of keeping assets organised by course, you may want to organise them by purpose or access level.
š Important:
Your role permissions determine whether you can move or delete assets. Make sure you have the required permissions before reorganising collections.
Glossary for the Asset Library
Migrated Content: Assets (such as images and videos) that have been transferred from their previous location within individual courses to the new, centralised Asset Library.
Global Collection: A collection within the Asset Library that contains assets without specific usage restrictions, available for use in any course.
Standard Collection: A collection with certain permissions to manage access to assets. These can be customised to ensure only specific users or courses have access to particular assets.
User Created: Custom libraries created by users.
From Course: Libraries created during course migrations.
Steps to organise migrated content
Follow the steps below to clean up, structure, and organise your migrated assets in the Asset Library.
ā Step 1: Clean Up Assets in the Collections
Start by removing assets that are no longer used anywhere. This makes the rest of the organisation process much easier.
Select one or more assets in a collection:
Open a collection in the Asset Library
Select one or more assets
When assets are selected, a bulk-action bar appears at the top of the screen
Click āDelete unusedā
Note: This is the safest way to clean up because the system will only delete assets that are not in use.
ā Step 2: Decide on your collection structure
Before moving assets around, take a moment to plan how you want your Asset Library to be organised.
There are two main types of collections:
Global collections
Best for assets that can be used anywhere
Ideal for branding images, generic onboarding visuals, or icons
Assets can be used in all courses
Only admins can edit these assets
Standard collections
Best for assets that should only be available to specific users or courses
Permissions can be adjusted to control access
āØTip: A helpful approach is to organise assets by purpose or permission level instead of by course.
Example collection structure:
āGeneral Branding Visualsā ā accessible to all courses
āAmsterdam Office Visualsā ā only used in location-specific collections
āHR Restricted Assetsā ā limited access for sensitive content
ā Step 3: Find and remove duplicate assets
After migration, itās common to have the same assets appear multiple times in the Asset Library.
How to manage duplicates:
Choose one version of the asset to keep as the main version
Rename this asset clearly, for example by adding āMasterā to the name
Go to the pages or courses where duplicates are used
Replace the duplicate assets with the master asset
Once all pages use the master asset, delete the unused duplicates from the Asset Library
ā Step 4: Move assets into the right collections
Once your collection structure is clear and duplicate images have been removed, you can start moving your assets into the appropriate collections.
How to do this in the platform:
Select multiple assets within a collection
Use the bulk move option
Choose the destination collection
ā Step 5: Check where assets are used
Before deleting or replacing assets, always check where they are being used.
How to do this in the platform:
Open the asset details
Scroll to āImage is used in the following areasā
This section shows:
All pages where the asset is used
All courses where the asset appears
š Note: If an asset is in use, it cannot be deleted. This ensures that live onboarding content is never accidentally broken.
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