How to Manage the Central Repository

Discover how the Central Learning Object Repository works

Last Updated

September 11th, 2019

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10 min

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The Central Repository, or Central Learning Object Repository (CLOR), is a core feature enabled by default in your Docebo LMS. Therefore, it is available for both Growth and Enterprise clients. In the CLOR, you’ll find all of your learning objects (training materials) in one place. That being said, learning objects are not only local to courses, but they can also be global on the LMS. Use CLOR if you want to:

  • Manage all training material in a centralized library
  • Avoid duplicated content
  • Update training material easily at once for all courses
  • Track training material in the same report. regardless of courses where is placed

Please note that only Superadmins can manage the CLOR. Power Users and Instructors do not have access to the CLOR. They cannot push or pull learning objects to the CLOR from courses. To access it, reach the Admin menu from the gear icon in the top right corner of your platform. In the E-Learning section, press the Central Repository subitem.

central repository access

In the CLOR, you can find all training material uploaded directly into the CLOR as well as categories dividing these training materials. You’ll notice that the categories are shared from the categories you created in the Courses area of the platform. Any objects that you’ve pushed from courses into the CLOR will also appear here.

You can add new categories in the CLOR, which will automatically be replicated in the Courses area of your platform (and vice-versa: if you create a new category in the Courses area it will automatically be replicated in the CLOR). It’s important to note that while you can upload and manage learning objects in the CLOR, you must still manage the order of your learning objects within a specific course in that course’s area on the LMS. You cannot do so from the CLOR.

Please Note: Assignment learning objects cannot be managed in the CLOR. They are managed only at the course level. You cannot create this kind of learning object in the CLOR, but only in a course.

Adding New Training Material in the CLOR

The process of uploading new training material is identical in the CLOR as it is within a specific course. First, make sure you’ve selected the correct category in which you want to place your new learning object from the category list on the left side of the page. Then, press the Add Training Material button on the right side of the main CLOR page. Here, you will see the process is identical as to if you were adding training material within a specific course.

central repository upload

From the dropdown menu that will appear, select whether you want to upload, import, or create a new learning object by selecting the type of object. Complete the process of uploading, importing, or creating the learning object by filling out as much information as possible in each pop up box and tab. If you need some guidance, you can read more about the process of creating and managing various training materialsWhen you’re finished uploading or creating a learning object, press Save Changes. The object will not appear in your central repository.

Editing or Deleting Learning Objects in the CLOR

After you create your learning object, it will appear in the list of learning objects on the main CLOR page. Each learning object will have its own row in the list, where you can click on the icons in the row to manage, edit, or delete the learning object.central repository icons

You’ll always see the name of the learning object and the icon to the left of the name representing the type of file. Likewise, you will see the red X at the end of a row that allows you to delete a learning object (you will be asked to confirm this action before actually deleting the object), the cross icon that allows you to drag an object and assign it to a category, and the edit icon to edit the object. Please note that editing the object using the corresponding icon (the pen and the paper icon) will allow you to edit the information that you input when you first uploaded the file. For video learning objects, a green check mark indicates that the video has been converted correctly and is ready for publishing. If the check mark is red, it indicates that the video did not upload correctly and may need to be uploaded again.

Managing the Usage Column

The Usage column shows you in how many courses a learning object is placed. For Example, if a learning object’s has a link reading 3 Courses in the usage row, it tells you that the learning object is currently placed in three courses on the LMS. When you click on the usage link in each row, a pop up box will appear providing you with a list of courses in which the learning object is placed. Each course’s row will have the course’s name and which version of the learning object is in that specific course (we’ll explain the concept of object versions in a minute).  Clicking on the course name will open a new window of that course’s training materials page.

central repository usage

You can click on the name of the course to go to that course’s main page, where you can manage the learning object within the course. Additionally, you can use the search bar in the pop up box to search for a specific course from the list.

Managing the Training Material Preview

The training material preview icon is the play button icon in a learning object’s row. When you click on this icon, a pop up box will appear to show you the graphic preview of what your learning object looks like on your platform. If you have multiple versions of the same object, you can select which version you want to preview using the Select Version dropdown menu on the top left side of the pop up box. In the Version Details section, you’ll see how many courses in which this version of the learning object is placed as well as who uploaded this version.

central repository preview

Pushing a Learning Object to Courses from the CLOR

To push a learning object to multiple courses in one action, you can use the arrow icon in the learning object’s row in the list. When you click on this icon, a pop up box will appear. Start by selecting which version of the learning object you want to push using the Select Version dropdown menu on the top left part of the pop up box. Again, when you select the version, you will see the version details to the right of the dropdown menu.

central repository push objects

Then, choose which courses from the list of courses in which you would like to place the learning object by flagging the check box in the course’s row. You can search courses using the search bar on the right side of the course list. When you’ve selected all of the courses, press the Next button. You should receive a message confirming that your learning object has been successfully pushed to the courses.

Adding Learning Objects from the CLOR into a Course

When you’re managing training material in a course and you want to add a learning object from the CLOR to a course, select the Add Training Material button, then select the Central Repository option from the dropdown menu. This will open a pop up box with all the objects in the CLOR. When an item is selected, a dropdown appears to the right of that object that displays all versions of that learning object (if any). Select the learning object you want to add. Only one version of the same learning object can be added to a course. You can selects as many of the objects that are in the CLOR. When you’ve selected all the objects for that course, press Confirm.

Pushing Multiple Learning Objects to Courses in One Action

If you’re wanting to push multiple learning objects to either one or multiple courses using one action, do so by clicking on the Push Training Materials to Courses button in the action bar on the top of the main CLOR page. In the pop up box, select the training materials that you’re wanting to push from the list of learning objects (they are divided by categories, which you can select on the left side of the page) by flagging the check box in the object’s row. Use the dropdown menu at the top to filter by type of training material, or you can search for specific learning objects using the search bar.

central repository push objects

Please Note: You can only select and push up to 10 learning objects at a time when pushing multiple learning objects to courses.

Once you’ve selected all of the training material you’re wanting to push, press the Next button to continue. Then, select the courses in which you want to place the learning objects using the courses list. Please refer to the section above if you need help completing this action. When you’re selected the courses, press the Next button again. You should receive a message confirming that your learning object has been successfully pushed to the courses.

Creating Multiple Versions of the Same Learning Object

Some types of learning objects can have multiple versions in the LMS. Files types that allow multiple versions are the following: SCORM, AICC, XAPI (TIN CAN), File, Video. For these items, the first version of the learning object that you upload in the LMS is automatically Version One of the object. You will see the circular arrow icon in the learning object’s row in the CLOR list. When you press this icon, you can see the versions of this object as well as the details for each version.

Please Note: This icon is disabled (greyed out) for learning object types that do not support versions. This is the case for any learning object that was published to the LMS by an authoring tool using the PENS Standard, as PENS does not support learning object versioning.

central repository versioning

To upload a new version of a learning object, find the object in the main CLOR list and click on the edit icon in the object’s row. Then, select the Upload button to upload the new content, and add title and description. You will have the option to flag whether this new version can overwrite the existing learning object (version one), or if you want to create a new version of the object. If you select the former option, the content will update in each course where it is used. If you flag the latter option, fill out the text boxes that will appear regarding the name and the description of the new version.

When you’re finished, press Save Changes. It’s important to note that the learning object in your LMS will remain the same. Only the physical content of the learning object can be versioned. You can edit and delete versions of content by clicking the circular arrow icon in the learning object’s row in the CLOR list, then clicking on the corresponding icons in a version’s row on the Version History page.

Please note that if you delete a specific version of a learning object, it will delete the entire object from any course in which it was previously placed. You will want to make sure the new version of the learning object is pushed to each instance where that learning object is used before deleting an old version. You can also add specific versions of learning objects to one or multiple courses using the process described above (See Section: Push Training Material Icon).

Creating a Category Folder in the CLOR

To create a New Category folder in the CLOR page, click on the New Category button on the top left of the page. After that, a window will ask you to define the language you want to edit, the name of the folder and the Category Code (not mandatory), then press Confirm.

Please note: CLOR and courses share the same categories folders. If you create a category folder in the CLOR, the same one will be created in the Course Management page and vice versa.

Filtering Learning Objects in the CLOR List

Learning objects in the list on the main CLOR page are automatically categorized using the categories created by you. To view the training material within a specific category, click on the folder in the category section on the left side of the page.

central repository filter

To filter which learning objects you can see in the list, you can filter by file type using the drop down menu at the top of the list. You can also choose whether or not you want to view the Descendants by switching the toggle from Yes to NoLastly, you can search for a specific learning object (by object code or name) using the search bar at the top of the list.

Share Tracking for Learning Objects

All learning objects on the LMS are now share tracked. What does that mean? If you have the same learning object (or version of a learning object) in multiple courses, and a user completes the learning object in one course, it will automatically be marked as complete in the rest of the courses where that learning object is placed.

This is the default setting for all learning objects, and it’s set at the version level. Because of this, it is vital to be very careful when resetting user data regarding content completion.

The only exceptions to share tracking are surveys. For surveys, you need to flag the option to have local tracking on a survey rather than share tracking when creating the survey. To learn about creating surveys within a course, refer to this manual. To create a survey in the CLOR, click on the Add Training Material button on the right side of the main CLOR page, then select Survey from the dropdown menu.

On the Create Poll page, add a title and description for your survey, then flag whether you want the option to be tracked locally or share tracked (we suggest locally so you can have more accurate survey results for each course). Complete the information in the Additional tab, then press Save Changes when finished.

Please Note: Once you decide whether to create a survey that is tracked locally or share tracked, you cannot edit the tracking later. You must delete the survey and recreate it in order to change the tracking preferences.

How Share Tracking Affects Reports

Now in Course Reports, you can see which content version a user completed if a learning object has multiple versions that are used in different courses. Likewise, if a user completes a learning object (such as a test) in one course, it will still show up as completed in reports for other courses.

Best Practices and Tips 

Keep your CLOR tidy. The longer you use the CLOR, the more training material it will house. Be careful with your learning object naming, description and thumbnails. Use categories to better organize your material.

Duplicate content for various languages. If you have the same content in different languages, you can easily duplicate the learning object and change the language. You can always use a sub-category per language (eg. Category is Music & Arts, your sub-categories are English, Italian, French, Spanish…)

Check before to pushing CLOR content to courses. If you already have the same training material in multiple courses, remember that it will be marked as completed in every course, even if the learner only completed the learning object in one course. This means that if you apply specific settings to that learning object locally (eg. End Object Marker, Pre-requisites), the user may complete a course that he or she never actually started.