Course Files

What the add-on does and how to enable it

Course Files turns the courses in each academic program into a document-compliance dashboard. It shows whether every configured file type is current for every course, keeps the course's LMS link alongside its documents, and preserves earlier uploads instead of replacing their history.

A platform admin enables the Course Files module separately for each institution from the platform Institutions page. Once enabled, institution-wide admins see Course Files Settings, and authorized institution, college, and department managers see the Course Files tab on program details for programs within their scope. Disabling or enabling Course Files does not change IndicatorsFlow access: the two add-ons are independent and have separate institution activation settings.

Define file types and recurrence

An institution-wide admin opens Course Files Settings and adds the institution's bilingual file types, such as a course specification or annual report. For each type, set its English and Arabic name and guidance, whether it is required or optional, its display order, active or archived status, allowed extensions, and maximum file size.

Choose Once when one valid upload satisfies the type for a course until a newer version is needed manually. Choose Per academic event when every current academic event, such as a semester, needs a fresh upload; the platform associates new uploads with the selected or current event and evaluates compliance against the active event.

Use the Course Files tab on a program

Open a program and select Course Files. The table lists every course, its LMS link, and one column for each active file type. Use the academic-event filter to review the current event, a previous event, all events, or files not linked to an event; then search by course code or name or use the status filter to narrow the table. Institution, college, and department managers work only with programs and courses their assigned scopes authorize.

Authorized editors can add or update the LMS link, open it in a new tab, and upload a document into the relevant course-and-file-type cell. For a recurring type, select the applicable academic event when needed. The newest upload appears in the cell with its date and event; choose View versions to open the full history and download an earlier or current version.

Understand the four statuses

The dashboard calculates status for each course and active file type. Optional types remain Not yet required until a file is uploaded, then become Complete. Required types use these meanings:

• Complete — a valid upload satisfies a one-time type, or an upload belongs to the current academic event for a recurring type.
• Missing — the type is required but the course has no upload at all.
• Stale — a recurring type has an older upload, but no upload satisfies the current academic event.
• Not yet required — no current academic event makes a recurring required type due yet, or the type is optional and has not been uploaded.

Private downloads and supported documents

Course files are private, not public-catalog attachments. Uploads and downloads require an authenticated user whose role and institution, college, or department scope authorizes the course; copying a download URL does not bypass that check. Each saved upload becomes a historical version, and uploading a replacement does not erase earlier authorized downloads.

The platform supports document formats PDF; Word DOC and DOCX; Excel XLS and XLSX; PowerPoint PPT and PPTX; and ZIP archives. The institution's allow-list for a file type may permit only some of these formats and sets its size limit. ProgramsFlow checks both the extension and the uploaded content and rejects unsupported, mismatched, empty, or oversized files.