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Repositories: Create, Edit and Delete

Convergence Training Support
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Article Links Introduction | Create a File Repository | Edit a File Repository | Delete a File Repository |

 

INTRODUCTION

A repository is much like a folder on a network or local hard drive and is used to store training content and attachments. There are two types of repositories:

  • File Repositories: store training content
  • Attachment Repositories: store attachments

This article describes information about File Repositories. Refer to the Attachment Repository Basics: Create, Edit and Delete article for information relating to Attachment Repositories. 
Note: The Express LMS is a basic feature LMS.  There is little need to create more than one file repository in the Express LMS.

Why create multiple file repositories?

You will need multiple file repositories when:

  • Administrators do not want to share training content between organization units.
  • Limit which administrators can have access to training content.
  • Administrators target location is limited to a region or site and they want to create and import their own training content.  They need a repository to store that content.

If your company has one or two administrators OR you want ALL administrators to have access to all training content, there is little need to have multiple file repositories.

But what happens when you do want to share training content but you don't want all your administrators to have the same target location?  Refer to the Share Training Content Between Organization Units article to learn the methods available to you to share training content.

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CREATE A FILE REPOSITORY

A file repository is automatically created each time a region/district or site is created. 
Best Practice: Create a repository to store training content related to Safety, Human Resources or other universal needs.Follow these steps to create a file repository:

  1. Click the Administration tab at the top of the screen.
  2. Click the Files link, then the Repositories link on the left menu bar.
  3. Click the New button.
  4. Click the Select button to the right of the Content Server field.
  5. Check the box next to the content server listed in the Available Records Table and click the Select button.
  6. Click the Select button to the right of the Location field and follow these steps.
    1. Select the desired organization unit from the Look for drop down list.
    2. Select the desired organization from the list of available records.
    3. Click the Select button.
  7. Type the name of the repository. For example, Human Resources Repository.
  8. Type a description of the repository. (Optional) For example, this repository will store all training content for Human Resources.
  9. Click the Save button.
  10. Click the Close button after the Repository Created confirmation appears.

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EDIT A FILE REPOSITORY

Edit a file repository to change the location, name or description. Follow these steps to edit a file repository:

  1. Click the Administration tab at the top of the screen.
  2. Click the Files link, then the Repositories link on the left menu bar.
  3. Search and locate the repository to be changed using the instructions in the Using Search article.
  4. Click the Edit button to the left of the desired file repository.
  5. Make the desired changes on the Edit Repository screen.
  6. Click the Save button.
  7. Click the Close button after the Changes Saved confirmation appears.

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DELETE A FILE REPOSITORY

Deleting a file repository is generally discouraged as all files and activities stored in that repository will also be deleted. 
Best Practice: Refer to the Activities: Manage Activities article, "Repository: Change a File Repository" section to move files out of the repository before deleting the repository. Follow these steps to delete a file repository:

  1. Click the Administration tab at the top of the screen.
  2. Click the Files link, then the Repositories link on the left menu bar.
  3. Search and locate the repository to be changed using the instructions in the Using Search article.
  4. Click the Delete button to the left of the desired repository.
  5. Click the Yes button on the Confirm Delete screen to continue and delete the repository.
  6. Click the OK button on the Delete screen.

Should a repository be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted repository and restore any other records associated with the deleted repository.

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