ELVINA · CAPABILITIES
Clean up a product folder without losing live work
A folder inventory, ownership and references from current courses.
- Goal
- Sample
- Offer
- Account
- Payment
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Nothing reaches your team until you approve it.
- One plan and one sample free
- You approve everything
- Folders in the Web workspace: available now
- Courses that reference each file: available now
- Audit log on the Enterprise plan: available now
Updated
Retire clutter without losing active material
Cleaning up a product folder means sorting an inherited pile of training files into duplicate exports, abandoned drafts and items live courses still rely on, before anything is removed. Content librarians and training admins with years of seasonal material use it ahead of a busy period. Elvina proposes the groups and shows how often each item is referenced; anything an assigned course uses stays, and what you retire goes to the trash, where it can be restored. Courses, lessons and the Web workspace that holds them are available now.
Example scenario with sample data.
What happens on the free demo
- Book 30 minutes. Pick a time with Elvina's team. The demo is free and runs on Zoom.
- Show the team your goal. Bring one role or one procedure. The team shows how Elvina would handle it, using sample materials.
- Agree on the next step. You leave with a plan for the first step and its price. Nothing reaches your team until you approve it.
Who this is for, and when
A content librarian at a mid-size accounting firm inherits a training folder with over three hundred items: exports from three seasons, half-finished drafts and files nobody remembers. She wants it tidy before the next tax season, but the risk of deleting something a live course still uses keeps her from touching it.
How it works in Elvina
Before deleting anything, review the folder and separate duplicate exports, obsolete drafts and files still used by published lessons.
- Open the folder in the Web workspace and list everything in it.
- You inventory the folder and group items into duplicate exports, obsolete drafts and files referenced by published lessons.
- Review each target with its dependency list, and choose archive over delete wherever possible.
- Confirm as the folder owner; archived items go to the trash, where they can be recovered.
A worked example
A fictional firm, Pinecrest Tax Advisors, has a folder named Tax Season Training 2025 holding 312 items. The librarian runs the proposal and reviews the three groups before acting, paying attention to anything linked from an assigned course.
- The proposal grouped 96 duplicate exports, 41 obsolete drafts and 175 files still in use.
- Four files that looked stale were flagged because an assigned course referenced them, so they stayed.
- The librarian archived 137 items; nothing was permanently deleted.
What to check before relying on it
Preview exact targets and dependencies. Archive where possible; never equate an unused-looking filename with safe deletion.
- Every proposed target shows its reference count.
- Files referenced by published lessons are excluded from removal.
- Archived items are recoverable from the trash.
- The folder owner confirmed the action.
- The audit log records what moved and who approved it.
Where a person stays in charge
Elvina proposes; it does not delete on its own. A filename that looks unused is not proof of safety, and Elvina cannot see references from systems outside the workspace. Learner records are untouched by folder cleanup. Confirm your retention policy before emptying the trash.
Who this is not for, and when another tool fits
This is not the right fit if
- You want old files deleted for good in one click.
- Your training files live in systems outside the workspace that Elvina cannot see.
- You have not decided how long retired material must be kept.
Another kind of tool may fit better
- Your current authoring tool, if one designer already builds every course by hand and the team is happy with it.
- A shared drive, when people only need to find a file rather than learn a task.
Questions people ask
CHECK IT YOURSELF
Two things you can check on this site
- See a sample on the demo. Book a demo with my team
- Every lesson, plan and quiz stays a draft until you approve it. Check the approval step in the chat
Checked .
YOUR TEAM, READY
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A free 30-minute demo on Zoom. The people behind Elvina show you how she'd handle your goal and agree on the next step with you. See pricing