Set up a File Transfer Protocol (file system repository)

The file system repository allows you to add files to a folder on the server via File Transfer Protocol (FTP). This can be useful if you have larger files you need to use within a particular course, or for a particular user. You can then restrict access to that file (within Totara) to a particular course or individual. All of this can only be set up by the Site Administrator, who will also need access to the server. 

To fully set this up there are a number of steps:

1. Setup on the folder on the server.
2. Enable the file system repository on Totara. 
3. Create the repository instance. 
4. Configure that instance.
5. Add to course and/or associate it to an individual.

Step 1: Server-side setup 

The first thing you will need to do is set up a folder (or folders) on your server. To do this you will need access to the server files and to follow these steps:

1. Access the sitedata folder.
2. Inside this, create a folder called repository. 
3. You can then create as many new folders as you wish inside this repository folder.

Step 2: Enabling the File system repository 

To enable the repository you will need to be a Site Administrator. 

1. Go to Quick-access menu > Plugins > Repositories > Manage Repositories.
2. Alongside File system, change the dropdown to Enabled and Visible.

Step 3: Creating a repository

Once you have enabled the file system you will need to create a repository. This can be done as either a site-wide, course, or user repository. 

Creating a site-wide repository instance

After the folder has been added to the server and you have enabled the File system repository, you can now set up the Totara side.

1. Go to Quick-access menu > Plugins > Repositories > File system. 
2. In the Repositories instances of the site table, click the Create a repository instance button. 
3. Complete the form on this page, remembering to chose the desired folder from the dropdown list. 
4. Click Save.

Creating a course repository instance

If enabled, then you can create a File system repository that is associated with a particular course.

1. Go to Quick-access > Plugins > Repositories > File system. 
2. Make sure you enable (check the box) Allow admins to add a file system repository instance to a course.
3. Click Save. 
4. Go to the course you wish to add the repository to. 
5. In the Administration block go to Course administration > Repositories.
6. Click Create a repository instance. 
7. Complete the form, remembering to chose the desired folder from the dropdown list. 
8. Click Save when you are done. 

Creating an individual user repository instance

If you enable this then you can associate a File system repository with a particular user. 

1. Go to Quick-access menu > Plugins > Repositories > File system. 
2. Make sure you enable (check the box) Allow admins to add a file system repository instance for personal use. 
3. Click Save. 
4. Go to Quick-access menu > Users > Accounts > Browse list of users.
5. Find the user you wish to add the repository to.
6. After landing on the profile page, go to Preferences > Manage Repositories.
7. Click Create a repository instance.
8. Complete the form, remembering to chose the desired folder from the dropdown list. 
9. Click Save when you are done.

Using file system repository files

Once a file has been uploaded, via FTP, to the relevant folder it can be accessed in Totara via the file picker. It will appear as one of the listed options, just like any other repository. 

Next steps

• Configure an individual repository
• Repository settings
• Enable repositories
• Configure site-wide repository settings