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Adding Files into an Open edX Course

Upload and Manage Course Assets in Open edX Studio

Overview

Course teams can upload various supplementary file types (such as PDFs, image assets, spreadsheets, or audio snippets) to a centralized directory in Studio. These uploaded files can then be referenced internally within course units or shared externally via announcements, course handouts, or bulk registration emails.

Tip: Ensure you are logged into Open edX Studio before proceeding.

Step 1: Uploading Files to Studio

All static assets are coordinated from a single dashboard.

Procedures:

  1. Open your course run in Studio.
  2. Expand the Content menu in the top navigation bar and select Files & Uploads.
  3. To add assets, click the Upload New File button, or drag and drop files directly onto the marked dashboard drop-zone.
  4. Once the upload finishes, your file will instantly populate at the top of the asset directory table.

Step 2: Sharing and Referencing Uploaded Files

The platform generates two distinct link versions for every asset upload. Choose the correct URL based on where you plan to share the resource:

Option A: Referencing a File Inside the Course

Use this procedure to embed an image or link a document (like a rubric) directly into a standard course component, subsection handout, or unit.

  1. Locate the target file in the asset table.
  2. Under the Copy URLs or action panel column, click Studio URL. This copies an internal reference link (formatted like /static/Filename.pdf).
  3. Open your target unit component (e.g., an HTML Text Block) and paste this reference link directly into your code text or link dialog box.

Option B: Sharing a File Outside the Course

Use this procedure when you need to drop a direct hyperlink into communications outside the standard learning path, such as an automated registration email template or platform marketing materials.

  1. Locate your file in the asset directory table.
  2. Under the action panel column, click Web URL. This copies a fully qualified public address link.
  3. Paste the web address into your external document, platform configuration file, or email layout.

Caution: Never paste a Studio URL into an email message. External users or email clients cannot resolve relative /static/ links, resulting in a broken path error. Always verify that external entries utilize the complete Web URL.

Step 3: Managing Files (Locking and Deletion)

Locking a File

Locking an asset restricts access to the file from search engines or unauthenticated web traffic. When a file is locked, only learners who are actively signed in and enrolled in your specific course run can download or view it.

  1. Find the asset row on the Files & Uploads page.
  2. Click the Lock (padlock icon).
  3. The icon status will update to show that the asset is locked. You can click the icon again at any point to unlock the file and make it publicly accessible.

Deleting a File

If a resource is outdated or no longer required, it can be purged from the server to keep your workspace clear.

  1. Find your asset row on the Files & Uploads page.
  2. Click the Delete (trash can icon).
  3. Review the warning prompt and select Permanently Delete to finalize the action.

Technical Parameters for Asset Management

  • File Size Allocations: Ensure individual file sizes remain within the default platform maximum file size upload setting (typically 10MB to 50MB depending on your hosting profile) to prevent server errors.
  • Search and Filter: Use the search field at the top of the table to look up uploaded files instantly by name or file type extensions (e.g., .pdf, .png).