Let’s say your organization has developed or acquired a new library of courses or video training materials, and now you are ready to add this new content to Docebo LMS. Ideally, you want a feature to upload the new files to the central repository for configuration into courses. You may expect that you can import these files using a CSV import process similar to the function provided by Docebo for adding users, enrollments, and assigning certificates.
However, as of this writing, Docebo does not support batch uploading files to the central repository. This limitation is especially relevant when using large files such as high-definition videos and SCORM packages. This lack of support means you must upload files to Docebo one at a time, wait for the file upload to complete, then add additional metadata to create training materials and, eventually, a course. This approach can take hours for large numbers of files, and most of this valuable LMS Administrator time is spent staring at the screen, waiting for the upload to complete before starting the next file.
This article will provide a simple workaround for the upload process until Docebo prioritizes giving LMS Administrators new tools for batch uploads. The workaround below allows Admins to simultaneously upload multiple training materials to Docebo and speed up the configuration workflow. We will also provide an overview of how the Central Repository works to help LMS Admins be more effective and productive.
Docebo Central Repository – Change once, Change Everywhere
First, let’s talk about what Docebo’s Central Repository is. The Central Repository is a tool for e-learning content management. It enables you to upload course files and media in one location. The Central Repository is most useful when a)the learner consumes the same content in multiple courses and b)edits to the training material should be reflected in all courses which use the training material. For example, multiple courses include a PDF resource showing the company structure. After a company reorganization, the LMS Admin must update this PDF in 20 courses. The Admin can use the central repository to change the PDF in one place, and all 20 courses are updated.
The Central Repository and Cross-Listing
In addition to the power of the “change once, change everywhere” feature discussed above, the Docebo Central Repository enables cross-listing content. In LMS-speak, the term cross-listing describes the LMS’s capability to grant learners completion credit for training content they have completed in a previous course.
In other words, when learners complete a specific training material in one course, they receive credit for completing it in subsequent courses when they are enrolled. Media and content files may be excluded from the Central Repository when cross-listing is not required. In this case, you may elect to upload the files to the course in which they are used.
Cross-listed training material is essential to make learning more efficient and avoid the frustration caused by forcing learners to consume redundant content.
Versioning
The final Content Repository feature we will highlight is versioning. When you upload a new version of existing content to the Docebo Central Repository, you can overwrite the existing content in all courses, for example, to fix a typo, or create a new version when the content is substantially changed. Admins can select the version to use in each course configuration for versioned content. Note that versioning is only available for specific file types: SCORM, AICC, and XAPI (TIN CAN).
How to Batch Upload Files to the Docebo Central Repository
First, decide whether you will upload files directly to the course or the Central Repository. If you are uploading files across multiple courses, uploading to the Central Repository is the most convenient. On the other hand, if you are only uploading files to a single course or don’t wish your files to be cross-listed, you may want to upload directly to the course. For either option, follow the steps below:
1. Navigate to the upload menu
Open a new tab in your browser and navigate to either the central repository or the training material menu for the course to which you are uploading content.
2. Duplicate the tab
Duplicate the tab by right-clicking the browser tab and selecting “duplicate tab.” Most browsers support this ability, but if the browser you are using does not, you can also copy the URL of the page and paste it into a new tab.
3. Access the Upload menu
Access the duplicated tab, open the “ADD TRAINING MATERIAL” dropdown, and click the correct upload option for the file type. Next, click “UPLOAD FILE” and select the appropriate file on your desktop or server. Repeat steps 2 and 3 for each file upload.
4. Configure the Uploads
After you’ve started the upload process for all files, you are ready to configure each file as they upload. Return to the first tab you duplicated and configure training material settings, such as the title, description, and tags. Repeat this step for each file you’ve started uploading.
5. Save the Uploads
Be sure to monitor the uploads to avoid a system timeout. Docebo may time out on an upload page if the page remains dormant for too long. For example, you can’t start the process at the end of the day and pick it up the next morning.
After uploads are complete, navigate to each file upload tab and click the “SAVE CHANGES” button to add the file to the LMS as a new training material.
Understand Your Limits
Batch uploading will save LMS Administrator time for the overall process; however, simultaneous uploads will increase the upload time for each upload, depending on your available bandwidth. In our experience, Docebo doesn’t throttle file upload speeds when using multiple browser tabs. We recommend limiting upload tabs to five to ensure stability and avoid impacting other processes or users that share your internet connection.
Need more help? Contact the Experts
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