The Hub Library is the central store for your franchise documents. This guide covers adding folders and documents, controlling video downloads, setting folder and download permissions, organising what's there, and reading the download insights.
You need admin access to create folders and set permissions. The maximum upload size is 25 MB per document by default — this may be higher depending on the environment you have purchased.
Step-by-Step Instructions
Follow these steps to manage Documents and Folders in the Hub Library
Add a folder
Click +NEW and select Folder from the drop-down menu.
Fill out the fields on the page that opens, confirm the settings are correct and click ADD.
Upload a document
Navigate to the folder you want to upload into, click +NEW and select Document.
On the Add Library Document page, enter the document details, choose the folder and select the file to upload.
Check Yes next to "Do you want to add multiple documents?" to upload a batch. The 25 MB per-document limit still applies.
Understand the document settings
| Setting | What it does |
|---|---|
| Start Display Date | The first date the item is visible in the Hub Library |
| Expiration Date | The last date it's visible before moving to archives |
| Document Type | Upload a file, use a web link, or use an HTML file |
| Document Subtype | The option that most closely applies to your document |
| Upload Thumbnail image | Adds a thumbnail for the document |
| Recommended Documents | Displays the document as a recommended document |
| Enable Comments | Whether comments are allowed on the document |
| Enable Downloads | Whether it can be downloaded by users who have download permission |
| Accessibility | Whether the document is publicly accessible or internal only |
Confirm your settings are correct and click ADD.
Enable or disable downloads for a video
Where Vzaar is configured for your tenant and you upload a video, the Enable Download checkbox controls whether end users can download it. Return to a video at any time, choose Modify and update the setting.
| Checked | Users who have download permission can download the video |
| Cleared | The video is preview-only and no Download button is shown |
This option is visible only to Corporate users — franchisee and other users never see it, whether creating a new video or editing an existing one. For existing videos, Enable Downloads is cleared by default, so administrators must enable it explicitly. Even then, the Download button only appears for users with the Can Download/Print Library Documents privilege.
Changing the download setting updates the behaviour wherever the document is referenced — Library, Categories, Recently Uploaded, What's New, Overview and Command Center widgets, the mobile app (preview mode) and search results.
Know the two accessibility controls
The Hub Library has two accessibility controls that do different things.
| Control | What it governs |
|---|---|
| Document Accessibility | Visibility within the application — which users can see that the document exists |
| Accessibility (Public) | The document is accessible through its URL without the user signing in |
| Accessibility (Protected) | The user is redirected to the login page and must authenticate before the document can be viewed |
Set folder permissions
Navigate to the folder on the left-hand sidebar, click the drop-down next to +NEW and select Modify Folder.
Click No next to "Do you want to make this Folder accessible to all?", choose which roles can view the folder, confirm the settings and click ADD.
Move documents between folders
Check the top-left box on each document you want to move.
A drop-down appears at the top-right with Delete, Move Documents, Enable Downloads and Disable Downloads. Click Move Documents, select the destination folder and click MOVE.
Enabling downloads from this menu still only allows users with the correct permission to download the documents.
Reorder folders and documents
To reorder folders, click the drop-down next to +NEW and select Define Folder Sequence.
To reorder documents inside a folder, navigate to it and select Define Document Sequence from the same drop-down.
The Home, Insights, Drafts and Archived Documents folders always stay at the top of the sidebar, so they don't appear on the folder sequence page — and Define Document Sequence isn't available for them.
Modify or delete a single document
Hover over the ... at the top-right of a document box to modify or delete it. The Modify menu offers the same settings as the upload page.
Set download permissions by role
Click the gear icon at the top of the page for Admin settings.
Under Access Control, click Roles.
Click the gear icon next to the role you want to change and select Modify Privileges.
Use CTRL+F (Windows) or Command+F (macOS) to find
Can Download/Print Library Documents, tick it, then click
Submit at the bottom of the page.
Review download Insights
Click Insights on the left-hand sidebar to see download counts, the last download date and the IP address of the last download.
Remove the default filter with the X, or click +FILTER to filter by download date, include or exclude user names, or look at specific documents. Click SAVE VIEW to keep a view as your default.
You can also export the data as an Excel file or print it.