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Introduction

Repositories in Totara enable users to access and upload files , access previously uploaded files and to easily bring content into Totara from from their computers or external repositories, such as Flickr, Dropbox, or Google DocsDrive. Enabled repositories are available in the File file picker.
  • The File picker presents a standard way to access the new File bank repository system.
  • The file repository allows Totara to integrate with external repositories of content, making it easy to bring documents and media into Totara via a drag and drop interface.
  • Initial repository plugins include: Alfresco, Amazon S3, Box.net, Dropbox File system on Server, Flickr, Google Docs, MERLOT, Picasa, Recent Files, WebDAV servers, Wikimedia, Youtube. These are simple to develop, so many more are expected.
  • You can also import files from your desktop or by specifying a URL.
  • There are more attributes that can be added to a file, such as license and author. 

Manage Repositories

Enabling Repositories

Select

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urlhttps://www.youtube.com/watch?v=Il7-FUuRfJg

(This video is taken from the Totara Academy course Plugins and Advanced Features).

Enabling repositories

Before they can be used repositories must be enabled by a Site Administrator. 

  1. Go to Site Administration > Plugins > Repositories > Manage repositories.
Select
  1. Alongside the repository you want to enable
and click on the settings to include keys etc that are required for the repository.Image Removed
  1. from the dropdown menu in the Active column select either:
    • Enabled and visible: The repository is available and can be used via the file picker by any user. 
    • Enabled but hidden: The repository is available but users cannot see it in the file picker. 
  2. Click Settings alongside the repository you just enabled. 
  3. Complete any required settings, including adding IDs and secrets/passwords for external repositories. 
  4. Click Save

If you are enabling an external repository you can see more guidance in the additional repositories section.

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Standard repositories

Repositories enabled by default include:

  • Upload a file: You use this for browsing for and uploading a file from your computer or USB.
  • Server files: This

    RepositoryDescription
    Embedded filesGives access to files previously embedded using the text editor. 
    Server filesThis gives access to files elsewhere on Totara according to your permissions.
    Recent files
    : The
    The last
    50
    files you have uploaded, according to the context. The recent files repository will only show file types appropriate to context of where you are accessing the repository, e.g. it will only show the most recent compatible file types for a particular resource/activity type. See Recent files for details on configurable settings.
    Upload a fileYou use this for browsing for and uploading a file from your computer or USB. 
    Private files
    : Your
    Your own personal storage area for files. 

    Additional

    repositories

    repositories 
    Anchor
    additional
    additional

    Additional repositories may be enabled by a site administrator.

    Google Docs: Bring

    Site Administrator. These include:

    RepositoryDescription
    Google DriveBring in files from your Google
    docs account.
  • Youtube videos: Search for and display Youtube videos.
  • Flickr public: Search for and display images from Flickr.
  • Flickr:
    Drive account. 
    BoxBring in files from your Box account. 
    Legacy course fileUse the old system from 1.1 of course files. 
    DropboxBring in files from your Dropbox account. 
    EQUELLA repositoryBring in files from an EQUELLA repository
    AlfrescoLink to or copy files from Alfresco into Totara.
    File systemAccess files uploaded to a folder on your server (by, eg FTP).
    FlickrSearch for and display images from your personal Flickr account.
    Picasa web album: Search Wikimedia:
    Flickr publicSearch for and display images from
    your Picasa account.
  • URL downloader: Download files, images from a particular URL.
  • Flickr.
    Merlot.orgBring resources in from Merlot.org.
    Open SesameBring in files from Open Sesame.
    Picasa web albumSearch for and display
    media
    images from
    Wikimedia.Alfresco: Link to or copy files from Alfresco into Totara.
    your Picasa account. (Picasa has now been retired by Google). 
    Amazon S3
    WebDAV: Bring
    Link to or copy files from Amazon Simple Storage Service (S3) account.
  • Box.net: Bring files in from your Box.net account.
  • Dropbox: Bring files in from Dropbox.
  • File system: Access files uploaded to a folder on your server (by, eg FTP).
  • Legacy course files: Use the old system from 1.9 of "course files".
  • Merlot.org: Bring resources in from Merlot.org.
  • Microsoft OneDrive
    Bring in files from your Microsoft OneDrive account. 
    Note

    The One Drive repository doesn't work with Office 365 business account as this requires OAuth2 which is only available is Totara Learn 12.6+.

    WebDAV repositoryBring in files using webdav.

    Upload a file

    The Upload a file repository enables users to browse and upload files from their computer into Totara.

    Server Files

    The server repository allows users with the correct permissions to see files on the server. This might mean only files and folders in the context of the current course, or access to a file system that will allow them to use other courses files.

    To access any repository, click Server Files.

    A new course, with arrow point to Server files repository.

    Below is an example of drilling down. The breadcrumb path has built in links to the level it represents and also allows for a search of server files.

    Server files screenshotImage Removed

    Recent Files

    The recent files repository gives users the ability quickly to locate files they uploaded previously.

    Using Recent files

    • Recent files can be accessed anywhere the file picker is available. However:
    • Recent files are context-sensitive, that is to say, you will only see the type of file Totara thinks you want to upload.
    • Recent files by default displays the last 50 files the user has uploaded to Totara.

    Changing the number of Recent files

    1. Go to Settings > Site Administration > Plugins > Repositories > Recent Files.
    2. Click the Settings.
    3. Change the number to your preferred number.

    Disabling Recent files

    Recent files is enabled by default but can be disabled by the administrator if required.

    1. Go to Settings > Site Administration > Plugins > Repositories > Manage Repositories.
    2. Change the drop down next to Recent files from Enabled and Visible to Disabled.

    File Types

    An administrator can add new file types as well as view, edit, and delete existing file types from Site administration > Server > File types. This means that, for example, if trainers and learners on your site use a lot of files specific to a particular program, such files can now be recognised by Totara and when downloaded they will open in the correct program rather than presenting themselves as a generic zip file.

     

    Adding a new file type

    1. Scroll down to the bottom of the page and click the Add button.

    2. Add the details of your file type, using the example below as a guide. This example will add the .mobi extension (for a Kindle ebook) with the standard document icon.

    3. Click to save the changes and you will see your new file type has been added to the list.

    Removing a file type

    Clicking the X next to a file type will remove it from the site. You will be prompted to confirm before deletion.

    Editing an existing file type

    Clicking the edit icon next to a file type will allow you to change certain details, for example the associated icon and description. If you don't wish to use the default description, you can specify your own custom description (with multi-language tags if your site supports multi-languages) or you can use an alternative language string from mimetypes.php.

     

     

    Info
    WikimediaSearch for and display media from Wikimedia.
    URL downloaderDownload files, images from a particular URL.
    YouTube videosSearch for and display YouTube videos.

    Settings

    Each repository type has configurable settings associated with it. These include both settings frequently found across repositories and unique settings only found for certain types. 

    To configure the settings for a repository follow these steps:

    1. Go to Site administration > Plugins > Repositories > Manage repositories.
    2. Click the Settings link alongside the repository type you wish to configure. 
    3. Complete any available settings (see below for more details on frequent settings and specific repositories).
    4. Click Save

    Frequent settings 

    SettingDescriptionNotes
    Repository plugin nameYou can give the repository a different name if you prefer or leave it blank to use the default name. All repository types.
    Client IDWith an external repository it is likely you will require a client ID which is obtained from that service's developer portal when you set up Totara there. Many external repository types.
    Client secretWith an external repository it is likely you will require a client secret (or password) which is obtained from that service's developer portal when you set up Totara there. Many external repository types.
    KeyRather than an ID and secret sometimes an external repository will require a key (this could be an API key or a license key). The key can normally be obtained from the external services developer portal. Many external repository types e.g. Merlot, Flickr public, YouTube. 

    Recent files 
    Anchor
    recent_files
    recent_files

    SettingDescriptionNotes
    Repository plugin nameYou can give the repository a different name if you prefer or leave it blank to use the default name. -
    Number of recent filesSet the number of recent files you want to display. By default this is 50 files.-

    Dropbox

    SettingDescriptionNotes
    Dropbox API key

    You can get your API Key from the Dropbox developers portal. When setting up your key please select Full Dropbox as the Access level.

    -
    Dropbox secretYou can get your secret from the Dropbox developers portal whilst setting up your API key.-
    OAuth 2 redirect URIThis is preset and will be something like https://yoursitename.com/admin/oauth2callback.php-
    Cache limitEnter the maximum size of files (in bytes) to be cached on server for Dropbox aliases/shortcuts. Cached files will be served when the source is no longer available. Empty value or zero mean caching of all files regardless of size.-

    EQUELLA

    SettingDescriptionNotes
    Allows you to add an EQUELLA repository on a course. See the EQUELLA page for set-up instructions. 
    Allows you to add an EQUELLA repository to a specific user. See the EQUELLA page for set-up instructions. 

    File system

    There is a lot of setup required to use the file system repository. Please see the file system Help pages for more information. 

    SettingDescriptionNotes
    Allow admins to add a file system repository instance to a course (configurable only by admins)Allows a Site Administrator to add a File system repository to a course.-
    Allows a Site Administrator to add a File system repository to a user.-

    Amazon S3

    SettingDescriptionNotes
    You can give the repository a different name if you prefer or leave it blank to use the default name. -
    Enter the access key obtained from the Amazon S3 developer portal. -
    Enter the secret key obtained from the Amazon S3 developer portal. -
    Configure the endpoint URL. -

    Amazon S3 settingsImage Added

    WebDAV

    SettingDescriptionNotes
    Allows you to add a WebDAV repository to a course. -
    Allows you to add a WebDAV repository to a specific user. -

    Common repository settings

    As a Site Administrator you can configure some site-wide settings for repositories. These are different from frequent settings, which are settings that are found across a number of repository types. 

    To configure the common settings follow these steps:

    1. Go to Site administration > Plugins > Repositories > Manage repositories.
    2. Configure the available settings.
    3. Click Save changes when you are done. 

    Anchor
    common_settings
    common_settings

    SettingDescriptionNotes
    Cache expire

    The amount of time that file listings are cached locally (in seconds) when browsing external repositories.

    -
    Get file timeoutTimeout in seconds for downloading an external file into Totara.-
    Sync file timeoutTimeout in seconds for syncronising the external file size.-
    Sync image timeoutTimeout in seconds for downloading an image file from external repository during syncronisation.-
    Allow external links

    This option enables all users to choose whether or not external media is copied into Totara or not. If this is off then media is always copied into Totara (this is usually best for overall data integrity and security). If this is on then users can choose each time they add media to a text.

    -
    Legacy course files in new courses

    By default, legacy course files areas are available in upgraded courses only. Please note that some features such as activity backup and restore are not compatible with this setting.

    -
    Allow adding to legacy course files

    If a course has legacy course files, allow new files and folders to be added to it.

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    The Totara Academy has a whole course dedicated to using Plugins and Advanced Features in Totara Learn. Here you can learn more on how to use plugins and advanced features, see best practice, and give it a go yourself.