Sources replaced the Knowledge Base

The old file library (the Knowledge Base in the sidebar) is gone. Your files didn't go anywhere. Every file and link is now a source, and you attach it to the training need it supports. One list, Sources, shows all of them along with what each one is used for.

If you bookmarked the old library, that link now opens Training needs.

Find your files

To get back, click Back to training needs.

Add a file

You add files from the training need they belong to, not from Sources.

1. On Training needs, find the need. On its Sources line, click + ATTACH.
2. In Attach a document, tick files you already have under YOUR DOCUMENTS, then click Attach 1 document (the number follows what you ticked). Or click Upload a new file: it is attached as soon as it finishes uploading. To use a web page instead, paste it under Add a link and click Add.

Attaching doesn't generate anything, and it doesn't put the file on the portal.

File types: PDF, Word (.docx), Markdown, text, images (JPG, PNG, GIF, WebP), audio (MP3, WAV) and video (MP4, MOV, WebM, M4V, AVI, MKV). iPhone HEIC photos aren't accepted, so export them as JPG or PNG first.

Size: up to 25 MB per document, image or audio file, and 100 MB per video.

To attach a file you already have to another need, open it in Sources and click Attach to a training need…, pick the need, then click Attach.

Open a source

In Sources, click the row, then click Open. You can also click a source on a training need's Sources line and click Open.

• PDFs, images, audio, video and text files open in a viewer.
• Web pages and hosted videos (YouTube, Loom) open in a new tab.
• Word files open in a new tab, where your browser previews or downloads them.

If you see Still being read, the file is still processing, so wait a moment. If it says the file couldn't be read, click Retry, or remove it and upload a new copy.

Replace a source with a newer version

Replace works from the training need, because a new version takes the old one's place on that need.

1. On Training needs, click the source on the need's Sources line.
2. Click Replace….
3. Click Upload a new file and choose one file of up to 25 MB. For a source research found (tagged RESEARCH), you can paste a link and click Replace instead.

The new file keeps the old one's portal setting. The old file stays in your workspace. Trainings already built from it keep using it, and Learniverse tells you how many still do, so you know what to rebuild. Replacing doesn't change your file count, so you can replace even when a need is at its limit.

Take a source off one need, or remove it everywhere

• Off one need: click the source on the need's Sources line, click Detach, then Confirm detach. The file stays in your workspace.
• Out of your workspace: in Sources, click the row, click Remove from workspace…, check the list of needs and draft trainings it will leave, then click Remove from workspace. This can't be undone.

You can't remove a file that a published training uses, or one a draft shows or cites in a lesson. Learniverse names those trainings so you can edit them first.

Refresh a web page

When a page you added as a link has changed (a regulator's guideline, or your client's own policy page), refresh it so new trainings use the current text.

1. In Sources, click the web page's row.
2. Click Refresh. Reading the page can take up to 30 seconds.

If the text is the same, you see No change. If it changed, Learniverse saves a new copy and moves your training needs onto it. Trainings already built from the old copy aren't rewritten. They're marked Sources changed so you know which ones to check. Refreshing costs no credits.

Refresh only appears for web pages that at least one training need uses. For an uploaded file, use Replace… on the need.

Share a file in your client's portal

Sources stay behind the scenes until you choose otherwise. To show one of your own files to your client's team, click it and click Add to portal. It appears in the portal's Resources tab. Remove from portal takes it off. Sources found by research and links you add are never shown on the portal.

The 3-file limit on lifetime plans

On a lifetime (AppSumo) plan, each training need can have up to 3 of your own files. On other plans there's no limit per need.

• The limit is per training need, not per workspace. You can keep as many files in Sources as you like.
• Sources found by research and links you add don't count.
• When a need is full, Attach a document shows Your plan allows 3 of your own files per training need. Detach one to add another — research sources don't count. In Sources, Attach to a training need… shows each need's count, such as 2 / 3, and full needs can't be picked.
• Replace… still works on a full need, because the new file takes the old one's slot.
• Lifetime plans can't upload video files.

Troubleshooting

"Where did the upload button go?" Uploads now happen on each training need: click + ATTACH, then Upload a new file.

"Upload a new file" is greyed out. On a lifetime plan, the need already has 3 of your files. Detach one, or use Replace….

"Too many links in a row." or "Too many in a row." Wait a minute, then try again.

A file shows Needs attention. It couldn't be read. Click the row, then Retry, or remove it and upload a new copy (a text-based PDF, not a scan).

Next steps

• Manage your training needs: where sources fit on a need.
• Create a training: generate a training from your sources.
• Plan, seats and credits: what your plan includes.