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The File Picker The file picker allows users with the appropriate access to upload files to the Totara site.


It appears in a number of locations such as when uploading a file

It is possible to add files through the Content area for a wide range of Totara activities and resources

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  1. Select the Content area of the activity or resource.
  2. Select the Add File icon.
  3. Select Choose File.
  4. Browse and select the file to upload.
  5. Type a file name in the Save as box if you want to change the name of the file.
  6. Add Author information if required.
  7. Choose the appropriate licence for the file. 
  8. Select Upload this file.

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Create a folder 

Creating folder/sub folders for files lets you organise files so they grouped together and and be found easier.

  1. Select the Create folder icon. 
  2. Enter the new folder name.
  3. Select Create folder.

When a new folder has been created click on the Edit icon on the folder to change, delete, move or zip the folder.

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Getting Files from the file picker

When the File picker screen appears, a number of links are listed down the side. These are links to repositories.

  • Server files: This takes you to other areas of Totara where files have been uploaded and to which you have access. What you see here depends on your role in the course and your permissions in various system wide contexts.
  • Recent files: This takes you to the last 50 files you have uploaded. It's a quick way of finding files if you want to reuse them, but remember that it will only show you files of the type it thinks you want to use ie, what you see depends on the context.
  • Upload a file: This is where you click to upload files and folders from your computer.
  • Private files: This is a private file storage area for each user. You can upload files to your private files area from a link in your profile or a side block if it has been added to your course. You can then access those files from the Private files link in the File picker to display on the course page for others.

Select a file 

The file picker show files from the Totara site plus any external repositories that are connected to Totara. Files can be displayed as icons, folder with file details or as folders.

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  1. Select the file you want to use.
  2. Select Make a copy the file if you want changes to the file to apply only to the one location, or if you want the file to be changed everywhere the file is used on the site select Create an alias/shortcut to the file.
  3. Add a file name in the Save as box if you want to change the name of the file.
  4. Add Author information if required.
  5. Choose the appropriate licence for the file. 
  6. Click Select this file.

Searching for files

A search box at the top of the Server files screen allows those users with relevant permissions elsewhere on the site to search other courses for a required file. A trainer who teaches several courses for example can now quickly locate a document used in one of her older courses by typing its name into the Search field.

Emailing private files as an attachment

When these settings are enabled, users will see an email address in their private files screen:

To allow emailing of private files:

  1. Click Site Administration  > Server > Incoming mail configuration > Mail settings.
  2. Set Email to private files under Server > Incoming mail configuration > Message handlers in the Site Administration menu.

Using the file picker

When adding or uploading a file in Totara Learn you will always be presented with the file picker. How you add files will depends if you are uploading files through the file picker or selecting them from a repository.

Uploading a file

If the file you want to add is on your computer then follow these steps:

  1. Select the Upload a file option from the list of repositories on the left of the file picker.
  2. Click Choose file and then locate and select the file from your computer.
  3. Configure the other settings
  4. Click Upload this file.

Uploading a file with the file picker. Image Added

Adding a file from a repository

If you want to add a file the has already been uploaded to a repository enabled on your site, then you will need to follow these steps to add it from the file picker. 

  1. Select the repository containing the file you want to add. 
  2. Locate and select the file.
  3. Select to either:
    1. Make a copy of the file: Which creates a new version of the file. 
    2. Create an alias/shortcut to the file: Which links to the existing file. 
  4. Configure the remaining settings
  5. Click Select this file.

Selecting a file from a repository. Image Added

If you are adding a file from the Private files repository then you will notice a cog icon (Image Added) which you can click to go to the private files area and upload a file there. 

When accessing the Server files repository you can search for a file, using the search box at the top of the file picker (it only appears for this repository type). 

File settings 

Save asYou can enter a different name to save the file as. -
AuthorYou can change the name of the file's author. By default this will be you.-
Choose license

You can choose a Creative Commons license to apply to the file. 


Display options

Within the file picker there are three options (located in the top right) for how to display files and folder.

  • Display folder with file icons: Shows the files/folders as tiles (Image Added)
  • Display folder with file details: Shows the files/folders as a list, including the file's information (Image Added)
  • Display folder with file tree: Shows the folder structure/ hierarchy (Image Added)

File picker folder display options.Image Added

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