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Resources are one of the contributions users can create in Totara Engage. Resources can be used to share articles, videos, and links with colleagues. Resources can include text, hyperlinks, embedded images and videos, and file attachments.

Creating a resource

  1. Go to the Library, then select the add icon () next to Your resources in the side panel.
  2. Select the Resource tab in the dialog box.
  3. Enter a title for the resource.
  4. Add the resource content in the text editor, then click Next.

    Step one of creating an Engage resource.

    You can select the Expand icon () in the top-right corner of the dialog box to make the text editor larger. When selected, the dialog box will expand to take up most of the screen. You can return the dialog box to its original size by selecting the Compress icon ().

  5. Select whether EveryoneLimited people, or Only you should be able to see the resource.
  6. If you select Everyone or Limited people then select an option for Time to read.
  7. If you select Everyone you must assign the resource to topics using the Assign topic(s) dropdown.
  8. If you select Everyone or Limited people you can choose who the resource is shared with using the Share to specific people or workspaces dropdown. Note that this setting is optional if set to Everyone.
  9. Select Done to create the resource.

    Step two of creating an Engage resource.

Once the resource has been created it will display on the Your resources page of the Library in a card format, as shown below. The card includes a thumbnail image, the resource title, how long the resource will take to read, and displays how many likes and comments the resource has received. The icon in the corner shows who the resource can be viewed by:

  • Everyone can see
  • Limited people can see
  • Only you can see

Example resource card.

Adding resource content


You can embed videos from two recognised websites in resources: YouTube and Vimeo. Embedding a video directly in a resource allows readers to access the content without needing to leave the page.

To embed a video from one of the recognised sites, you can paste the link directly into the text editor. Alternatively you can follow these steps:

  1. Select the Insert link icon () in the text editor.
  2. Enter the website address in the URL field. Note that the Display text field is unavailable when linking to a video from one of the two recognised sites.
  3. Select Done.

A video embedded in the resource text editor.

The size of the embedded video is the default size provided by the linked website (e.g. YouTube), and the video is autopaused by default.


To add files to a resource, follow these steps.

  1. Select the Attachment icon () in the text editor.
  2. Select a file from the file picker.
  3. Select the ellipsis icon () under the linked attachment to determine how it displays.

An attached file in the resource text editor.

To add a hyperlink to a resource, follow these steps:

  1. Select the link icon () in the text editor.
  2. Enter the website address in the URL field.
  3. Add the text you want to display for the link in the Display text field.
  4. Select Done.

Alternatively, you can select a section of existing text before clicking the Insert link icon, in which case the Display text field will be automatically populated with your selection.

Adding a link to resource text.

Insert link dialog box.

Once you have added a link, you can click on the link text to view a dropdown menu of options. From here you can choose to Remove or Edit the link, or Go to link to view the linked website.

You can also choose Display as card to show the link as a small card containing the site's URL, a thumbnail image, and a snippet of metadata from the website, as shown below:

A link to the Totara website displayed as a card.

Viewing resources

Once a resource has been created, it will be displayed in the catalogue if the resource is public and the catalogue is configured to display resources. The resource will also display in the author's library, as well as the libraries of those the resource has been shared with.

If you are only using Totara Engage then the catalogue will only contain resources. If you also have Totara Learn then the catalogue will also display courses, programs and certifications.

You can view a resource by simply clicking on its card. Users can save a resource by clicking the bookmark icon (), meaning the resource will be displayed in the Saved resources page. Clicking the bookmark icon will remove the resource from Saved resources.

A resource with the side panel visible.

When viewing a resource, a range of information will be displayed in a panel on the right-hand side of the page. This panel is displayed by default, but can be hidden by selecting the arrow on the edge (and re-opened by clicking the arrow again). The information panel indicates the creator of the resource, including the author's profile picture and name (both linking to the user's profile), and the time and date the resource was created. The panel also shows how many likes, shares and comments the resource has received, assigned topics, time to view (how long the resource should take to read), as well as which playlists the resource is included in.

Totara Academy

The Totara Academy has a whole course dedicated to using playlists and resources in Totara Engage. Here you can find out more about creating and sharing playlists and resources, as well as find best-practice guidance.

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