# Document settings and share options

> Every document setting: title, description, folder, tags, downloads, replacing a file, deleting, and each share option such as some students or a start date.

URL: https://learnworkly.com/help/settings/document-settings · Updated 2026-11-11

Click **Documents** in the menu. The library page has the upload, link, search and bulk tools. Click a document to open its own page, with **Details**, **Shared with**, **Who opened it** and **File** information. Documents is in beta.

## Library page

| Setting | What it does | Default | Plans/limits |
|---|---|---|---|
| **Upload files** | Uploads one or more files. You can also drop files anywhere on the page. Each file shows its progress and can be cancelled while it uploads. | — | Any file except programs and web pages. Storage and the largest file size depend on your plan. |
| **Add a link** | Adds a **Link** with an optional **Title (optional)**. YouTube videos play on the page, picture links show the picture, other links open in a new tab. | Title taken from the video or page if empty | All plans. See [Links and videos](https://learnworkly.com/help/documents/links-and-videos). |
| Search | **Search by name, description or tag**. Press / to jump to it. | Empty | All plans |
| **Type** | Shows only one type of document. | **All types** | All plans |
| **Folders** | Shows one folder, or **Not in a folder**. | **All folders** | All plans |
| **Tags** | Shows documents with one tag. | **All tags** | All plans |
| **Status** | **Shared**, **Not shared yet**, or **Shared, not opened yet**. | **Any status** | All plans |
| **Sort** | **Newest first**, **Oldest first**, **Name A–Z** or **Largest first**. | **Newest first** | All plans |
| **Select all** / tick boxes | Selects documents so you can **Share**, **Move** or **Delete** several at once. | Nothing selected | All plans |
| Three-dot menu | **Share with students**, **Move to folder** or **Delete** one document. | — | All plans |
| **Storage used** | Shows how much of your plan’s storage you use. **Get more space** appears when you are over 80%. | — | Depends on your plan |

## One document

| Setting | What it does | Default | Plans/limits |
|---|---|---|---|
| **Title** | The name you and your students see. | The file name, or the title of the video or page | All plans. Up to 200 characters, required. |
| **Description** | What it is and how students should use it. Students see it. | Empty | All plans. Up to 5,000 characters. |
| **Folder** | Puts the document in a folder. Type a new name or pick one you used before. Leave empty for no folder. | No folder | All plans. Up to 80 characters. |
| **Tags** | Short labels separated by commas, such as grammar, B1. | No tags | All plans. Up to 20 tags. |
| **Save** | Saves the title, description, folder and tags. It is active only when something changed. | — | All plans |
| **Students can download** | Off: students view the file on the page only. On: they can also download it. Not shown for links. | On | All plans. Always on for files a browser cannot show, such as Word or zip files. |
| **Share** | Opens **Share with students**. See the next table. | — | All plans |
| **Download** / **Open link** | Downloads the file, or opens the link in a new tab. | — | All plans |
| **Replace file** | Uploads a new version. Every place it is shared keeps working; the old file is listed under **Earlier versions** with its own download button. **Version** shows the current number. | — | All plans. Not for links. Earlier versions count towards your storage. |
| **Delete** | Hides the document after you confirm. Students no longer see it anywhere it was shared. | — | All plans. See [Your documents library](https://learnworkly.com/help/documents/documents-library). |

## Students can download

> **Students can download:** If you replace a file with one a browser cannot show, **Students can download** turns back on, because students can only open that file by downloading it. Turning it off does not stop screenshots.

*[Screenshot: The Share with students dialog with A class selected, a class chosen, Whole class and Some students options and the Show from a date switch]*

## Share options

| Setting | What it does | Default | Plans/limits |
|---|---|---|---|
| **A class** / **An activity** | Where to share. A class: students find it on their class page. An activity: students see it inside every assignment of that activity, in every class. | **A class** (or **An activity** if you have no classes yet) | All plans |
| **Class** / **Activity** | Pick the class or activity from the list. | None | All plans |
| **Who can see it** | **Whole class**, or **Some students** with a tick box for each student. With **Whole class**, students who join later see it too. | **Whole class** | All plans. Only for a class or one assignment, not for an activity. Choose at least one student. |
| **Show from a date** | Hides the document from students until the date and time you set, for example answers after the due date. | Off. When you turn it on, it starts at the same time tomorrow. | All plans |
| **Who sees it** (on the document page) | Changes the students and the date of one place it is shared. | — | All plans |
| **Stop sharing** | Removes the document from that place after you confirm. The file stays in your library. | — | All plans |
| **Remind n students who have not opened it** | Under **Who opened it**, emails the students of a class who can see it but have not opened it. | — | Solo, Pro and Academy. Only students with an email you have permission to use; at most once a day per document. |

## Share with one assignment

> **Share with one assignment:** To share with a single assignment, open the assignment and click **Documents**, then **Add documents**. You get the same **Who can see it** and **Show from a date** options, and you can upload something new on the spot.

## Frequently asked questions

**Can I change who sees a document after sharing it?**
Yes. Open the document and, under **Shared with**, click **Who sees it** for that place. You can change the students and the date.

**How do I move many documents into a folder?**
Tick them in the library, click **Move**, type or pick a **Folder** and click **Move**. Leave the field empty to take them out of their folder.

**Why can I not turn off Students can download?**
For files a browser cannot show, such as Word, slides or zip files, students can only open the file by downloading it, so the switch stays on.