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Manage Content Libraries

Learn how to give all permission levels a full left menu, so they can request access to more content in your account.


Allow anyone in your account to request access to content using the Company, Policies, and Processes tabs under the Content page on the left navigation menu.

This gives your teammates the option to request access to published content they’re not assigned to and helps build excited about learning more about the company, policies, and processes that matter most to them!

👉 Before you start:

🗂️ Table of contents: Skip around to just the parts you need with these links.


To publish content libraries: 

  1. Expand the "Account" options from the left-hand navigation menu.

  2. Choose "Settings" from the list.

  3. Scroll down to the "Content page" section in the Content tab.

  4. Toggle on the option for "All users to see the Content section (recommended)."

  5. Decide if the "Enable the “Company” tab on the “Content” page" and the "Enable the "Policies" tab on the "Content" page" settings are also something you want toggled on for your team.

That's it! Your entire team now has the ability to view the unassigned content made discoverable under the different libraries within the Company, Policies, and Processes pages from the left-hand navigation menu. 🎉


To manage what's available in content libraries: 

When you create or edit content, you can choose whether or not you’d like to add it to the respective content library.

To make content available or unavailable in the library…

  1. Navigate to the content's main page you'd like to check the settings on.

  2. Double-check that you are currently viewing the content in "Edit mode" and click the "Share" button.

  3. Use the "Discoverability" drop-down menu to pick your sharing selection preference. 

  4. Hit "Save" to apply your choice.

🤲 Sharing options:

Discoverable: All users can find and view this content.

Request: All users can find and request to view this content. 
Private: Only Admins and those shared with can view this content.
 


To manage your content access requests: 

Once a teammate requests access to available library content, that notification will be sent through the in-app notification bell to all Admins and content owners.

  1. Follow the notification request link to the Content page.


    📝 Please note: Open/pending requests can also be accessed by heading to the Content page and clicking "Requests" on the top right corner.

  2. Use the "Deny" or "Approve" buttons to select the action you wish to take on your teammate's request. This will notify them of your choice via the in-app bell notification in their account.

     

    🔥 Tip: To review historical requests, click the "Archived requests" tab.

     


To train your teammates on how to use it:

  1. Guide your trainees to either the Company, Policies, or Processes  tab on their Content page.

  2. Allow them time to review the available content and have them pick one they are interested in learning more about.

  3. Advise them to hit the "Request access" button under the content and then select "Confirm request" to send their request.

  4. Go to your personal Trainual account and follow the how-tos from the "To manage your content access requests" section of this help article to approve or deny this request.

  5. Tell your teammates to check their in-app notifications for request status updates and go over your company's policies on when and why a content request would be accepted or denied.

 


Understanding permission level capabilities with this feature:

Billing Admins and Admins will always have access to all content on the account, published or not, and access to all left-hand navigation menu options, regardless of whether or not the content library feature is enabled. They'll never see any indicators that they need to request access to content.

If your content library is unpublished, your General users will not see the Content page on the left-hand navigation menu, even if they are a content owner or have edit permissions on content that's housed in one of those areas.


Learn more about managing content access: