Bulk Upload Resources

Learn how to upload multiple training materials, videos, and documents to your partner portal at once.

What is Bulk Upload?

The Bulk Upload feature allows you to add multiple resources (PDF documents and videos) to Journeybee in a single operation. This is perfect for:

Setting up a new resource library
Launching a training program with multiple videos
Adding documentation for product releases
Migrating content from another platform
Updating seasonal marketing materials

Access: Resources → Bulk Upload

Before You Start

Prepare Your Files

Supported file types:

✅ PDF documents (.pdf) - Training guides, product sheets, presentations
✅ Video files (MP4, MOV, AVI, etc.) - Training videos, product demos, tutorials
❌ Images, Word docs, PowerPoint (not supported)

File limits:

Maximum 100 files per upload
Individual file size limits apply (check your plan)
Files must meet Uploadcare requirements

Plan Your Organization

Before uploading, decide:

Resource Type

Partner Resources (visible to partners)
Internal Resources (visible only to your team)

Organization

Which folder to place resources in
What tags to apply

Access Control (for partner resources)

Which partner types can see them
Which categories/tiers should have access
Whether specific partners need access

Publish Status

Live (immediately visible)
Draft (hidden until you publish later)

Best Practices

✅ Name files clearly before uploading

Good: Product-Training-Module-1.pdf
Bad: Document1.pdf

✅ Group related files

Upload product training videos together
Upload sales materials separately

✅ Start small

Test with 5-10 files first
Verify settings work correctly
Then upload your full library

Upload Process

Step 1: Upload Your Files

Navigate to Resources → Bulk Upload
Upload your files using one of these methods:

Drag and drop files into the upload area
Click to browse and select files from your computer
Import from cloud storage (Dropbox, Google Drive, OneDrive)
Paste a URL to download a file

Wait for uploads to complete

You'll see each file appear in the upload area
A green confirmation shows how many files uploaded
Files that aren't PDFs or videos will be filtered out automatically

Tips:

You can upload files while configuring settings
Remove unwanted files by clicking the X on each file
Upload will pause if you hit the 100 file limit

Step 2: Configure Batch Settings

Batch settings apply to all uploaded files at once. Configure these before proceeding to preview.

Choose Resource Type

Select whether these resources are for partners or internal use:

Partner Resources

Visible in the partner portal
Partners can view and download
Can be restricted by access control
Best for: Training materials, sales tools, marketing assets

Internal Resources

Only visible to your team
Not shown in partner portal
No access control needed
Best for: Internal documentation, admin guides, private materials

To select:

Click Partner or Internal button
This determines which folders are available
Cannot be changed after upload completes

Organization Settings

Folders

Organize your resources into folders:

Click the Folders dropdown
Select a folder (filtered by resource type)
All files will be placed in this folder
Leave empty to place files at the root level

Tags

Add tags to help categorize and find resources:

Click the Tags dropdown
Select a tag
Click + to add more tags
Remove tags by clicking the X on each tag
Tags help partners filter and search resources

Publish Settings

Publish Immediately

☐ Unchecked (Default): Resources are saved as drafts
- Not visible to partners yet
- You can edit and publish them individually later
- Safe for incomplete uploads
✅ Checked: Resources go live immediately
- Visible to partners right away (based on access control)
- Cannot unpublish in bulk
- Best when you're ready to launch

When to use each:

Draft: Adding content that needs review, incremental uploads, work in progress
Live: Launching a program, time-sensitive materials, ready-to-use content

Access Control (Partner Resources Only)

Control which partners can see these resources. Skip this section if uploading internal resources.

Partner Types (if you have multiple types enabled)

Select which partner types can access these resources:

✅ Referral - Referral partners can view
✅ Reseller - Reseller partners can view
✅ Distributor - Distributor partners can view

Tips:

All types are selected by default
Uncheck types that shouldn't see these resources
Categories, tiers, and partners will filter based on selected types

Categories

Restrict access to specific partner categories:

Click the Categories dropdown
Select a category
Only partners in this category can view
Add multiple categories to allow access to several groups
Leave empty for no category restrictions

Example: Training videos for "Enterprise" category only

Tiers

Restrict access to specific partner tiers:

Click the Tiers dropdown
Select a tier
Only partners in this tier can view
Add multiple tiers for broader access
Leave empty for no tier restrictions

Example: Advanced materials for "Gold" and "Platinum" tiers

Specific Partners

Grant access to individual partners:

Click the Partners dropdown
Search for and select a partner
Add multiple partners as needed
Leave empty for no partner-specific restrictions

Example: Custom training videos for a specific partner

How Access Control Works:

Access rules work together:

Partner Types: Base filter (which types can see it)
Categories: Further restricts to specific categories
Tiers: Further restricts to specific tiers
Specific Partners: Explicitly grants access

Examples:

Everyone can view:

All partner types checked ✅
No categories, tiers, or partners selected
Result: All partners see these resources

Only Gold tier:

All partner types checked ✅
Tier: Gold selected
Result: Only Gold tier partners see these resources (any type)

Only Resellers in Enterprise category:

Reseller checked ✅ (others unchecked)
Category: Enterprise selected
Result: Only enterprise resellers see these resources

Specific partner only:

All partner types checked ✅
Specific Partners: Acme Corp selected
Result: Only Acme Corp sees these resources

Step 3: Proceed to Preview

Once you've uploaded files and configured batch settings:

Review the file count in the button

"Proceed to Preview (15 files)" shows how many files will be processed

Click "Proceed to Preview"

You'll move to the preview screen
Files remain uploaded (not saved to database yet)

Note: You cannot edit batch settings in preview mode. If you need to change them, click "Go Back" and adjust.

Step 4: Review and Configure Individual Files

In the preview screen, you'll see all uploaded files with options to configure each one individually.

Review File List

Each file shows:

Filename - The original file name
File type - PDF or Video
File size - How large the file is
Label - The display name (auto-generated from filename)

Edit Individual File Settings

For each file, you can:

Edit Label

Click the label text field
Update to a more descriptive name
This is what partners will see in the portal
Auto-generated from filename, but you should customize it

Examples:

Filename: Product-Training-Module-1.pdf
Better Label: "Product Training: Getting Started (Module 1)"

Change Folder (overrides batch folder setting)

Click the folder dropdown for a specific file
Select a different folder
This file will go to this folder instead of the batch folder
Useful for organizing files differently

Remove Files

Click the trash icon to remove a file
File will be deleted from upload (not saved)
Useful for removing files you don't want to include

Bulk Actions

Remove All Files

Click "Remove All" to delete all uploaded files
Useful if you want to start over

Go Back

Returns to the upload form
All uploaded files remain
You can adjust batch settings or add more files

Step 5: Create Resources

When you're ready to save all resources:

Final review - Double-check files, labels, and settings
Click "Create Resources" button
Wait for processing - A loading screen appears
Don't close the page - Resources are being created

Processing time:

Small uploads (1-10 files): Under 10 seconds
Medium uploads (10-50 files): 10-30 seconds
Large uploads (50-100 files): 30-60 seconds

Step 6: View Results

After processing completes, you'll see the results page showing:

Success Summary:

Resources Created - How many resources were successfully saved
Files Processed - Total files processed
Status - Success indicator

What Happens Next:

Resources appear in your Resources list
Draft resources need to be published individually
Live resources are immediately visible (based on access control)
Partners can access live resources right away

Actions:

View Resources - Go to your resources list
Upload More - Start another bulk upload
Done - Return to resources section

File Cleanup and Safety

Automatic Cleanup

Journeybee automatically removes uploaded files if:

❌ You navigate away without creating resources
❌ You close the page during upload
❌ You click "Go Back" and leave the page

This prevents orphaned files from taking up storage.

Manual Cleanup

You can manually remove files:

During upload: Click X on each file
In preview: Click trash icon on each file
Remove all: Click "Remove All" button

Note: Once you click "Create Resources", files cannot be cleaned up automatically - they become permanent resources.

Best Practices

Before Uploading

✅ Organize files on your computer first

Create folders for different types of content
Name files descriptively
Group related files together

✅ Prepare file names

Use clear, descriptive names
Include version numbers if applicable
Avoid generic names like "doc1.pdf"

✅ Check file formats

Convert documents to PDF first
Ensure videos are in supported formats
Test problematic files individually first

During Upload

✅ Upload in batches

Group similar content (e.g., all training videos)
Use consistent batch settings for related files
Makes organization easier

✅ Use descriptive labels

Edit auto-generated labels to be clearer
Include context partners need
Think about searchability

✅ Set appropriate access

Don't over-restrict access
Consider who needs each resource
Use folders for organization, not just access control

After Upload

✅ Test draft resources before publishing

Upload as drafts first
Preview each resource
Fix any issues
Publish individually when ready

✅ Verify partner access

Log in as a test partner (if possible)
Confirm resources appear correctly
Check access restrictions work

✅ Organize and maintain

Use consistent folder structure
Keep tags organized
Review and update outdated resources regularly

Common Scenarios

Scenario 1: Launching a Training Program

Goal: Add 20 training videos for new partners

Steps:

Upload all 20 video files
Set Resource Type: Partner
Create/select folder: "Onboarding Training"
Add tags: "Training", "Onboarding", "Required"
Set access: All partner types
Uncheck "Publish Immediately" (review first)
Proceed to preview
Edit labels to be descriptive ("Module 1: Getting Started")
Create resources
Review each video
Publish them individually

Why this approach:

Draft mode allows review before partners see
Clear labeling helps partners find the right module
Tags make content discoverable
Folder keeps everything organized

Scenario 2: Product Launch Materials

Goal: Add sales materials for a new product (PDFs and videos)

Steps:

Upload all product materials
Set Resource Type: Partner
Select folder: "Product Sales Materials"
Add tags: "Product Launch", "Q1 2025", "Sales Tools"
Set access: Reseller partners only
Check "Publish Immediately" (time-sensitive)
Proceed to preview
Organize files into subfolders if needed
Create resources

Why this approach:

Live mode gets materials to partners immediately
Reseller-only access ensures right audience
Time-based tags help track versions
Folder organization makes materials easy to find

Scenario 3: Tier-Specific Content

Goal: Add premium training for Gold/Platinum partners only

Steps:

Upload training files
Set Resource Type: Partner
Select folder: "Advanced Training"
Add tags: "Advanced", "Premium"
Set access:

All partner types ✅
Tiers: Gold, Platinum

Check "Publish Immediately"
Create resources

Why this approach:

Tier restriction ensures only premium partners access
Premium tags help identify exclusive content
Immediate publishing rewards top-tier partners

Scenario 4: Internal Documentation

Goal: Add internal admin guides for your team

Steps:

Upload documentation PDFs
Set Resource Type: Internal
Select folder: "Admin Documentation"
Add tags: "Internal", "Admin", "Guide"
No access control needed (internal only)
Check or Uncheck publish based on readiness
Create resources

Why this approach:

Internal type keeps it hidden from partners
No access control needed
Organized for your team's use

Frequently Asked Questions

Can I upload other file types besides PDF and video?

No, bulk upload currently supports only PDFs and videos. Other file types will be automatically filtered out during upload. For other file types, create resources individually.

What happens if I close the page during upload?

Uploaded files that haven't been saved as resources will be automatically cleaned up. This prevents orphaned files from taking up storage. You'll need to restart the upload.

Can I edit resources after bulk upload?

Yes! After resources are created, you can:

Edit labels and descriptions individually
Change folders and tags
Update access control
Publish or unpublish (individually)
Delete unwanted resources

Go to your Resources list and edit each resource as needed.

Can I change batch settings in preview mode?

No, you must click "Go Back" to adjust batch settings. This returns you to the upload form where you can modify settings. Your files remain uploaded.

What if I make a mistake with access control?

Don't worry! After resources are created, you can edit access control for each resource individually:

Go to Resources list
Find the resource
Click Edit
Update access control settings
Save changes

How do I organize files into different folders?

Option 1: Batch uploads

Upload related files together
Set different batch folders for each group
Best for large-scale organization

Option 2: Preview adjustment

Upload all files in one batch
In preview mode, change folder for each file individually
Best for mixed content

Option 3: Post-upload editing

Upload everything to one folder
Edit each resource individually afterward
Most flexible but more time-consuming

Can I see what partners will see before publishing?

Yes! If you upload as drafts:

Resources are created but not live
Go to your Resources list
Click on each draft resource to preview
You'll see exactly what partners will see
Publish individually when ready

What's the difference between folders and tags?

Folders: Hierarchical organization, resources in one folder, visual tree structure
Tags: Flexible labeling, resources can have multiple tags, used for filtering/search

Use folders for: Main categories, product lines, resource types Use tags for: Cross-cutting themes, time periods, content types

Why were some of my files filtered out?

Files are filtered if:

Not PDF or video format
Exceed size limits for your plan
Failed upload for technical reasons
You've hit the 100 file limit

You'll see a warning notification when files are filtered. Upload rejected files individually if needed.

Can I upload the same file multiple times?

Yes, but they'll be created as separate resources. Each instance will have its own settings, access control, and statistics. This is useful for creating different versions with different access rules.

How do I delete multiple resources after upload?

Currently, resources must be deleted individually. There's no bulk delete function yet. However, you can:

Filter by folder or tag
Delete each resource
Or, if they're all drafts, you can leave them unpublished

Can I update files after upload?

Yes! For each resource:

Go to Resources list
Click on the resource
Click Edit
Upload a new version of the file
The resource keeps its settings, URL, and access rules

This is better than deleting and re-uploading because:

Partner links don't break
View statistics are preserved
Access control remains intact

Troubleshooting

Upload failing or timing out

Solutions:

Check your internet connection
Try uploading fewer files at once
Upload larger files individually
Check file isn't corrupted
Try a different browser

Files not appearing after upload

Check:

Did you click "Create Resources"?
Did upload complete (green confirmation)?
Are files the correct format (PDF/video)?
Did the page reload before creating?

Access control not working

Verify:

Partner types are selected correctly
Categories/tiers match partner's assignments
Resource is published (not draft)
Partner has necessary permissions
No conflicting restrictions

Files disappeared

Possible reasons:

Navigated away before creating resources (auto-cleanup)
Clicked "Remove All"
Closed browser before completing
Session expired

Solution: Re-upload files and complete the process without navigating away.

Can't find uploaded resources

Check:

Resources list filters (show all, not just live)
Correct resource type (Partner vs Internal)
Folder location (check subfolders)
Search by filename or label

Tips for Large Uploads

When Uploading 50+ Files

✅ Break into multiple batches

Upload 25-30 files at a time
Process each batch completely
Reduces risk of timeouts or errors

✅ Use consistent naming

Number files sequentially
Use prefixes for categories
Makes batch editing easier

✅ Plan organization carefully

Set up folders first
Have access control planned
Document your structure

For Video Libraries

✅ Consider file sizes

Large video files take longer
Upload during off-peak hours
Test one large file first

✅ Use transcoding services

Convert videos to optimal formats first
Consistent quality across all videos
Faster upload and streaming

✅ Create playlists with tags

Tag videos in sequence
Use tags like "Module-1", "Module-2"
Partners can follow learning paths

Need Help?

If you encounter issues during bulk upload:

Check this guide for solutions to common problems
Try a smaller batch if experiencing errors
Test with a few files before uploading your entire library
Contact support with:

Number of files being uploaded
File types and sizes
Error messages you're seeing
Browser and operating system

Remember: Files automatically cleanup if you navigate away, so you can always start over safely!