Overview
Over time, it's easy for the same image or video to end up in a collection multiple times. Especially when multiple people are uploading assets, or when a library has been in use for a while. Duplicate assets make it harder to find what you need and can leave your collections feeling cluttered and difficult to maintain.
The Duplicate Management feature in Appical helps you clean this up quickly by automatically detecting identical files within a collection and giving you a simple way to consolidate them without touching any of your live courses.
Example
For instance, if your onboarding collection has grown over several months with contributions from different team members, you may find the same company logo or introductory video uploaded five times under different names. Duplicate Management groups these together so you can keep one clean version and remove the rest — all in a few clicks.
📌 Important:
Duplicate Management is not enabled by default. Reach out to our Support Channel to have it enabled for your organisation.
Merging duplicates will not affect any published courses — any course content that used a merged copy will automatically update to point to the version you kept.
Steps to Manage and Merge Duplicate Assets
Appical automatically scans assets in each collection in the background. When identical files are found — even if they have different names — they are grouped together and flagged for your review. Follow the steps below to resolve them.
→ Open the Relevant Collection
Navigate to your Asset Library by hovering over Organisation Library → Asset Library. Open the collection you want to clean up. If duplicates have been detected, a notification banner will appear at the top of the asset list letting you know duplicates were found.
📌 Note:
This notification will only appear if duplicate assets exist in the collection. Once all duplicates are resolved, the notification will disappear.
→ Click "Manage Duplicates"
Click the Manage Duplicates button in the notification banner to open the duplicates overview. This screen shows you:
How many assets were scanned in the collection
How many duplicates were found
How many duplicate groups you've already resolved
→ Review Each Duplicate Group
Duplicates are displayed in groups — each group contains a set of identical files. For each group, you can see a preview of every copy along with its upload date and file size or resolution. Use this information to easily spot which version you'd like to keep. Simply select the version you want to keep within the group.
→ Merge Duplicates or Use Merge All
Once you've selected the version you want to keep, click Merge. All other copies in that group are removed, and any course content that referenced those copies is automatically updated to point to the version you kept. Nothing in your published courses will break.
If you'd like to resolve all duplicate groups at once, click Merge All. Appical will automatically select the best version from each group and process everything in the background. You'll receive a confirmation before anything is changed, and a notification once it's complete. This is particularly useful when doing a first-time clean-up of an existing library.
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