Sana Learn’s content visibility feature gives (Group) Admins greater control over who can access learning content. With content visibility management in Sana Learn, you decide who sees what, making it effortless to deliver the right knowledge to the right users.
What does Managing Content Visibility entail?
To make content availability seamless at scale, (Group) Admins can directly manage who can access content right from the Manage > Content page. With this feature, (Group) Admins can:
Quickly find which user Groups have access to each piece of content by using the new visibility filter and visibility column.
Add or revoke access for selected user Groups in bulk, making updates fast and effortless.
Why manage Content Visibility?
Managing content visibility helps you:
Deliver targeted learning: Ensure each Group sees only the content that’s relevant to them.
Save time: Update access for multiple Groups or content items in just a few clicks.
Stay organized: Instantly see which Groups have access to each content item.
How to filter based on visibility
Navigate to Manage > Content from the global sidebar.
At the top of the page, click Filter and select Visibility.
Select one or more user Groups by toggling the boxes next to their names.
The content list will update to show only items visible to the selected Groups. The Visibility column displays which Groups have access.
💡 Only content made available specifically to a Group via the Manage page appears in this filter. Content visible everywhere, through assignments, or via Teamspaces, is not included.
How to add or revoke access to content in bulk
Navigate to Manage > Content.
Select the content items you want to update by checking the boxes next to their titles.
Click More and select Manage visibility*.
*Depending on the current visibility of the selected content, you’ll see different options:
Scenario 1: If all the selected content is visible everywhere
Group access cannot be added to content that is marked as visible everywhere, since the selected content is already visible to the Groups.
The Manage visibility button is greyed out.
To limit access for specific Groups, change the content’s visibility from “everywhere” to “Manage”.
Scenario 2: If all the selected content is visible in Manage only
Click Add group and select the Groups you want to grant access to.
Click Update X items, located in the bottom right corner, to confirm.
If content is already visible via assignment or Teamspace, it will not appear in this filter.
Scenario 3: If the selected content has Group visibility and is visible in Manage
The (Group) Admin can see which user Groups have visibility access to the selected content. They can then choose to revoke the visibility or add additional visibility access.
To add visibility to specific user Groups:
Add new Groups by clicking Add group.
Click Update X items to confirm changes. You’ll be asked to confirm any revocations.
To revoke visibility to specific user Groups:
Hover over the Groups with Access section and click on the cross of the Group you would like to revoke the visibility for.
Click on ‘Update X items’, and then you’ll be asked to confirm any revocations.
Scenario 4: If the selected content has mixed visibility
Since Group access cannot be added to content that is marked as visible everywhere, this content will be excluded from this action.
Other selected content will follow the steps above
How to manage Visibility for a single content item
You can also update visibility for individual content items:
Publish modal: After clicking Publish, use the Group access option under Visibility in organization.
Share modal: Open the Share modal and use the Group access option under Visibility in organization.
Content settings page: In Settings, use the Group access option in the Visibility dropdown.
Important notes
Mixed accessibility: Group Admins can only manage visibility for Groups they administer. Groups that don't fall under this category are marked as hidden.
Supported content: This feature supports native Sana courses (self-paced & live), in-person events, SCORM files, and external content. It does not yet support course editions, Paths, or Programs.
Incompatible items are excluded from bulk actions, just like the content marked visible everywhere.
FAQ
Who can manage Content Visibility?
(Group) Admins can manage Groups' access to content. However, Groups outside of a Group Admin's scope are hidden.
What are the prerequisites for managing Content Visibility?
Content must be available in the Manage > Content page, and there must be at least one Group in the Organization.
What type of content does this feature support?
Native Sana courses, in-person events, SCORM files, and external content. This is not yet available for course editions, Paths, or Programs, and any incompatible items will be excluded from bulk actions.
What happens if I select content with mixed visibility?
Content marked as visible everywhere is excluded from bulk actions, and only compatible content will be updated.