Attachment Repositories: Create, Edit and Delete

Article Links Introduction | Create and Specify Attachment Repository | Edit an Attachment Repository | Delete an Attachment 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 that you create and import in the LMS
• Attachment Repositories: store attachments added to user, activity or completion records

This article describes information about Attachment Repositories. Refer to the File Repositories: Create, Edit and Delete article for information relating to File Repositories. Before you can add an attachment to any user record, unit record within the organization, activity or completion record, you must first have created and specified an attachment repository to store those attachments. 

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CREATE AND SPECIFY AN ATTACHMENT REPOSITORY

There is little need to create more than one attachment repository. That repository is already created when the LMS was established for your organization. However, for larger organizations you may want to consider creating an attachment repository for each site (or some other organization unit) within your organization to store attachments.

Customer Campus Clients: You will need to follow the steps to Create an Attachment Repository and Specify the Company each time you create a new Client Company. Creating an attachment repository requires two steps:

1. Create the attachment repository.
2. Specify the organization unit/company that will use the repository just created.

Create an Attachment 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.

Create the Repository

1. Click the New button on the toolbar.
2. Click the Select button to the right of the Content Server field.
3. Check the box next to the content server listed in the Available Records Table and click the Select button.
4. Click the Select button to the right of the Location field and follow these steps.
   1. Select the desired organization unit/client company from the Look for drop down list.
   2. Select the desired organization/client company from the list of available records.
   3. Click the Select button.
5. Type the name of the attachment repository. For example, South Region Attachment Repository or ABC Company Attachment Repository.
6. Type a description of the repository. (Optional) For example, this repository will store all attachments for the South Region/ABC Company.
7. Click the Save button.
8. Click the Close button after the Repository Created confirmation appears.

Specify the Organization Unit/Client Company

1. Click the Organization Location button located at the top of the screen ABOVE the menu bar.

Specify the Organization

1. Navigate to and click on the organization unit/company that will use the repository just created.
2. Click the green Select button at the bottom of the screen.
3. Click the System Menu, then the Configuration link on the left navigation bar.
4. Scroll down to the “Attachment Repository” section of the screen.
5. Click the Select button located to the right of the Default Repository field.
6. Select the attachment repository from the list of available records.
7. Click the Select button. You will be returned to the Configuration screen.
8. Click the Save button to save the change. Any attachment added to the user record, unit record within the organization, activity or completion record will be saved to this attachment repository.

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EDIT AN ATTACHMENT REPOSITORY

Edit an attachment repository to change the location, name or description. Editing an attachment repository requires two steps:

1. Edit the attachment repository.
2. Specify the organization unit/company that will use the repository just created.  This is only required when you change the location of the repository during  the edit process.

Edit an Attachment 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.

Edit the Repository

1. Search and locate the repository following the instructions in the Using Search article.
2. Click the Edit button to the left of the desired file repository.
3. Make the desired changes on the Edit Repository screen. 
   Note: If you change the location, you must also follow the steps to specify the new unit location.
4. Click the Save button.
5. Click the Close button after the Changes Saved confirmation appears.

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Specify the Organization Unit

Note: Only complete these steps if you change the location when you edited the attachment repository.

1. Click the Organization Location button located at the top of the screen ABOVE the menu bar.

Specify the Organization

1. Navigate to and click on the organization unit/company that will use the repository just created.
2. Click the green Select button at the bottom of the screen.
3. Click the System Menu, then the Configuration link on the left navigation bar.
4. Scroll down to the “Attachment Repository” section of the screen.
5. Click the Select button located to the right of the Default Repository field.
6. Select the attachment repository from the list of available records.
7. Click the Select button. You will be returned to the Configuration Screen.
8. Click the Save button to save the change. Any attachment added to the user record, unit record within the organization, activity or completion record will be saved to this attachment repository.

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DELETE AN ATTACHMENT REPOSITORY

Deleting an attachment repository is generally discouraged as all files and activities stored in that repository will also be deleted. 
Best Practice: Refer to the Files: Moving Files from one Repository to Another article to move attachments out of the repository before deleting the repository. 
Note: You will only be able to delete an attachment repository if you have a Master Security role. Follow these steps to delete an attachment 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 deleted following the steps 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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