The Unified Library lets you manage your files directly from the content area without leaving the Library. From the More Options menu on any file, you can rename it, create a duplicate, download it, archive it, or view its full details — all in just a few clicks.
The Unified Library is available for Educators.
Need to manage a file quickly? Let's take a closer look below.
Before You Begin
- Log in to BeED using your account credentials.
- Make sure your active role is set to Educator.
- Navigate to the Unified Library and open the Account Library from the Left Frame sidebar.
Accessing the More Options Menu
Each file card in Grid view and each row in List view has a three-dot (⋮) More Options menu. Click it to reveal the available actions for that file.
| Action | What It Does |
|---|---|
| Rename | Opens a popup to edit the file name |
| Duplicate | Creates a copy of the file with a "-copy" suffix |
| Download | Downloads the file to your device |
| Details | Opens a popup showing the file's full metadata |
| Archive | Moves the file to the Archived tab |
Renaming a File
How to Rename a File
- Locate the file you want to rename in the content area.
- Click the three-dot (⋮) More Options menu on the file card or row.
- Click Rename.
- The Rename File popup appears with the current file name pre-filled in the input field.
- Edit the name as needed. The field accepts up to 100 characters — a counter displays your current character count.
- Click Save Changes to apply the new name.
- The popup closes and the file name updates immediately.
To close the popup without saving, click the X button in the top right corner of the popup. Hovering over the X shows a "Close" tooltip.
Save Changes is disabled if the name field is empty — a file name is required.
Duplicating a File
How to Duplicate a File
- Locate the file you want to duplicate.
- Click the three-dot (⋮) More Options menu on the file card or row.
- Click Duplicate.
- A copy of the file is created immediately with "-copy1" appended to the original file name.
- Example: "F1 Mathematics" becomes "F1 Mathematics-copy1"
- A green success notification appears: "File Duplicated."
Downloading a File
How to Download a File
- Locate the file you want to download.
- Click the three-dot (⋮) More Options menu on the file card or row.
- Click Download.
- The file downloads to your device automatically.
- A green success notification appears: "File Downloaded."
Viewing File Details
How to View File Details
- Locate the file whose details you want to view.
- Click the three-dot (⋮) More Options menu on the file card or row.
- Click Details.
- The Details popup opens showing the following information:
| Field | Description |
|---|---|
| Owner | The user who owns the file |
| Author | The user who authored the file |
| Revision | The revision number of the file |
| Last Modified | Date and time of the last edit |
| Type | The file type (e.g. Curriculum, Experio) |
| Segment | The curriculum segment |
| Level | The curriculum level |
| Course | The associated course |
| Unit Plan | The associated unit plan |
| Assessment Type | The assessment type applied |
- Click the X button to close the popup when done.
Revision logic: If a file has been drafted and published for the first time, no revision number is shown. A revision number only appears after a file has been unpublished and republished — that becomes Revision 1.
Archiving a File
Archiving moves a file out of the active library view. Archived files are not deleted — they can be restored at any time.
How to Archive a File
- Locate the file you want to archive.
- Click the three-dot (⋮) More Options menu on the file card or row.
- Click Archive.
- The file is moved to the Archived tab immediately.
- A green success notification appears: "File Moved to Archived."
Archiving is not the same as deleting. Archived files are held safely and can be restored. Permanent deletion is only available from the Archived tab and is an Admin-only action.
Based on the steps above, here's a quick summary:
- Click the three-dot (⋮) More Options menu on any file card or row.
- Select the action you need — Rename, Duplicate, Download, Details, or Archive.
- Follow the prompts for the selected action.
- A green notification confirms when an action has been completed successfully.
Your files are always just a few clicks away from being organised exactly how you need them!
Important Notes / Tips
- The More Options menu is available in both Grid view and List view.
- Hovering over any option in the More Options menu highlights it in soft blue.
- The Rename field is pre-filled with the current file name — you do not need to retype it from scratch.
- Duplicate always appends "-copy1" to the original name. If a copy already exists, subsequent duplicates will increment: "-copy2", "-copy3", and so on.
- Archiving a file removes it from the active library view but does not delete it. It will appear in the Archived tab.
- The Details popup shows curriculum metadata fields. Some fields may be empty depending on the file type and how it was set up.