The Content Collection

Transcription

1 The Content Collection Overview The Content Collection is a place in Blackboard (CourseWeb) where you can store files independent of specific courses. The Content Collection is integrated with Blackboard (CourseWeb), so you can build links from content areas in your courses to items in the Content Collection. Links may be created from your course to individual items or folders in the Content Collection. If you provide a link to a folder in the Content Collection and make that link available to your students, they will have access rights to anything that you place in that folder. Under this scenario, you do not have to create new links in your course(s) when you add new content to the folder. Within your course, you can create one link to a Content Collection folder containing ten items, instead of creating ten separate links to ten individual items. This document covers basic procedures for organizing, managing, and sharing materials in the Content Collection. Accessing the Content Collection from CourseWeb When you log into CourseWeb, a series of navigation tabs appears in the top banner area of the web page. One of these tabs is labeled Content Collection. 1. Click on the Content Collection tab to open your personal Content Collection. Alternatively, you can access the Content Collection using the Content Collection link found in the Control Panel. NOTE: Edit Mode must be ON. September etc@cidde.pitt.edu 1

2 Navigating the Content Collection Because the items in your Content Collection do not have to be linked to a course, they persist from term to term. Think of your Content Collection as an Internet Thumb Drive. It is a storage area that you can access wherever you have an Internet connection and a browser. Content Collection navigation is best achieved using the Content Collection menu located on the left-side of the Content Collection home page. All stored content can be found under My Content. Organizing Content in the Content Collection Files in the Content Collection are organized in a tree structure of nested folders. Each folder may contain other folders or files. Items in each folder may be either files or folders. Because the underlying file collection is UNIX, files and folders must follow UNIX file naming conventions. Avoid the use of special characters, particularly \, /, etc. in naming your files and folders in the Content Collection. Item names must be unique; you cannot have two items in the same folder with the same name. Access rights are hierarchical, which means that the access permissions controlling access to an item are inherited from the folder containing the item unless they are explicitly overridden. Using inheritance to control file access is highly recommended. September etc@cidde.pitt.edu 2

3 Viewing Content in the Content Collection The Content Collection menu includes two navigation views: Folder View and Shortcut View. Users can choose which view they prefer. The Collection will save this preference and return the user to this view each time they enter the Content Collection (unless they change their preference by switching views). To change the view of your Content Collection, click on the Shortcut View and Folder View icons located at the top of the Content Collection menu. Folder View Shortcut View The Folder View shows much more detail, including the folders within each content area and provides the option to expand or close each folder to view the subfolders. In addition to the content areas, the Folder View also shows tools in a tree structure. The Shortcut View includes buttons to open each content area. It does not include direct access from the Content Collection menu to other tools or to folders nested within each area. NOTE: Users may drag the right-side of the Content Collection frame to adjust the size of the Content Collection menu. September etc@cidde.pitt.edu 3

4 The Content Frame The Content Frame occupies most of the Content Collection page. The size of the Content Frame can be increased or decreased by clicking and dragging the border that separates the frame and the content menu. The Action Bar appears at the top of the Content Frame. It includes buttons to perform actions specific to that page. The disk space quota for the current folder is found to the right, above the list of content. The Content List displays the folders and items contained in the current folder. It can also display pages that control the item and folder management functions. The names in the list are sorted by files and folders, with folders appearing first. The sort is case sensitive, so all names beginning with A-Z appear before those beginning with a-z. Best Practices Before adding any content to the Content Collection, you should plan how you will manage your content. Suggestions: Teaching Assistants should have full (Read, Write, Remove, and Manage) permissions to folders containing course materials in the Faculty member s Content Collection in order to link to that material from a course. Teaching Assistants should not create links in courses to course material stored in their own Content Collection. Manage permissions to folders at the top level instead of creating various permissions within the folder. For example, create top level folders called Public, Private, and Courses. Another option might be to create a folder called Course XYZ which would contain all of the materials used for teaching the course. Grant permission at the top folder level to all users in your Blackboard Course XYZ and keep all related materials in this folder (or folders within this top level folder). September etc@cidde.pitt.edu 4

5 Managing Access Rights (Permissions) to the Content Collection User access to a folder is controlled through the Manage Permissions page. You can access this page by clicking on the Edit Permissions icon in the Permissions column next to a content item. Users can be added individually, with separate permissions assigned to each user, or users can be added in groups. Users, or groups of users, can have none, one, or many of the following permissions: Read Write Remove Manage Ability to view content items within the folder unless explicitly prevented from doing so by the permissions of a particular item. Ability to make changes to content items within the folder unless explicitly prevented from doing so by the permissions of a particular item. Ability to remove items from the folder unless explicitly prevented from doing so by the permissions of a particular item. Ability to control the properties and settings of items within the folder unless explicitly prevented from doing so by the permissions of a particular item. If a group or user does not appear on the list, they do not have permission to access the folder or its contents. When permissions are granted on a folder, they apply to all subfolders and items within the folder. For example, if Read permission is granted for a user on a folder, the user will also have Read permission to all subfolders and items within the folder. Read permission may then be removed from specific subfolders and items. (See the Best Practices section above for suggestions on managing permissions.) Modifying Access Permissions for a Content Collection Item or Folder Modifying item permissions changes the permissions for a user or group of users. Follow these steps to modify permissions for a folder or item: 1. Navigate to the folder that contains the item to be modified. 2. Click the Edit Permissions icon in the same row as the item to be modified OR click the chevron icon directly to the right of the folder to be modified and select Permissions from the drop-down menu. The Modify Folder page appears. September etc@cidde.pitt.edu 5

6 3. Click the chevron icon next to the item to be modified and select Edit from the dropdown menu. 4. Make changes by selecting and deselecting checkboxes in the Set Permissions section. 5. Click on the Submit button to save your changes. Granting Access Rights to Specific Users 1. Navigate to the folder that contains the item to be modified. 2. Click the Edit Permissions icon in the same row as the item to be modified OR click the chevron icon directly to the right of the folder to be modified and select Permissions from the drop-down menu. The Modify Folder page appears. 3. Click the Select Specific Users button from the Action Bar. 4. In Section 1: Select Users, enter the desired username(s) in the Username field. You may enter two or more usernames by placing a comma between each username. 5. Make changes by selecting and deselecting checkboxes in the Set Permissions section. 6. Click on the Submit button to save your changes. NOTE: The Permissions icon will change from to. September etc@cidde.pitt.edu 6

7 Removing a User s Access Rights from an Item 1. Navigate to the folder that contains the item to be modified. 2. Click the Permissions icon. 3. Click in the checkbox to the left of the user and select Delete OR click the chevron icon next to the name of the user and select Delete from the drop-down menu. 4. Then click OK to permanently remove these users. Private Content and Public Content Folders Creating separate folders for personal content and folders that are available to other users (for example, your students) is a recommended practice. For example, you might have folders containing classroom presentation materials, homework solutions, and other private information that only you may access, and another set of folders containing information that you wish to share with your students, such as, course syllabi, grading rubrics, relevant university policies on academic integrity and grading policies, etc. Placing an item in a shared folder makes it accessible to everyone holding access rights to the folder, since access rights are inherited. September etc@cidde.pitt.edu 7

8 How to Create a Folder 1. In the Content Collection window, click Create Folder on the Action Bar, 2. Give your folder a name and then click Submit. How to Upload an Item Items are files stored in the Content Collection. Follow these steps to add an item: 1. Navigate to the folder that will contain the new item. 2. Click Upload on the Action Bar and select Upload Files from the drop-down menu. 3. Use the Browse button to locate the file, or you can now drag and drop an entire folder of content into the Content Collection, or upload single and multiple files, as illustrated on the next page of this tutorial. September etc@cidde.pitt.edu 8

9 To drag and drop an entire folder of content, the source window (for example, My Documents) must be minimized so it is accessible from the Content Collection Upload screen. 4. To upload the folder, click on the desired folder and drag it into the upload area, as shown below. 5. Once the files have been moved into the upload area, finish by clicking on Submit. How to Link from a Course Content Area to a Content Collection Item To create a link from a course to an item in your Content Collection follow these steps: NOTE: A link can be to an individual item or to a folder, in which case students will have access to all items in the folder. 1. In your course, go to the Content Area in which you wish to add an item. 2. Click on the Build Content button. 3. Click on Item. 4. In Section 2: Attachments, click on the Browse Course Files to link to an item in your Content Collection. 5. Finish by clicking on Submit. NOTE: When you select the Browse Course Files button and select a file from your Content Collection, you create a link to the Content Collection area of Blackboard. The files to which you are linked reside in the Content Collection area, separate from your course. When you select the Browse My Computer button and select a file from your local computer, you embed the file within the course. Items that are embedded are located physically within the course structure. September etc@cidde.pitt.edu 9

10 How to Overwrite a File After a file has been created, the user may need to overwrite it with another version of the file that has been modified. This may be done on the Overwrite File page. Overwriting a file changes the content of the file within the Content Collection, but it does not change the name of the file. Users must have read, write, and remove permissions to a file to overwrite it. NOTE: Users should not overwrite a file with a different file type, for example, a.doc file should not be overwritten with a.jpg file. Follow these steps to overwrite an existing file: 1. Navigate to the folder that contains the item to be modified. 2. Click the chevron icon to the right of the item to be modified. 3. Click Overwrite File. 4. Use the browse button to locate the file. 5. Finish by clicking Submit. How to Copy a Content Item or Folder Copying an item or a folder in the Content Collection creates an exact replica of that item or folder in a different location or in the same location. The name of the item or folder remains the same if it is copied to a different location. If the copy is placed in the same folder as the original item or folder, the copy is named Copy of, followed by the file or folder name. Copying a folder automatically copies the contents of the folder. If the name of the copied item matches the name of an item in the destination folder, the Content Collection will prompt the user to confirm an overwrite. The same logic applies to folders. If a copied folder is given a name that matches a folder in the destination location, the Content Collection will prompt the user to accept an overwrite of the existing folder with the copy. It is possible to select multiple items and folders for copying. Follow these steps to open the Copy Item page or the Copy Folder page: 1. Navigate to the folder that holds the item or folder to be copied. 2. Check the item(s) or folder(s) to be copied. September etc@cidde.pitt.edu 10

11 3. Click Copy in the Action Bar. 4. Click the Browse button to select a destination location in your Content Collection. Hint: Click on a link in the breadcrumb trail or your username to move up a folder level. 5. Navigate to the desired destination folder and use the radio button to select it. 6. Click on Submit to confirm the selection. 7. Click on Submit again to copy the item or folder. September etc@cidde.pitt.edu 11

12 How to Move an Item or Folder Moving folders and items removes the folders and items from the current location and stores them in a different location. It is possible to select multiple items and folders for moving, making it easy to transport large batches of content to new locations. Follow these steps to open the Move Item page or the Move Folder page. 1. Navigate to the folder that holds the item or folder to be moved. 2. Check the item(s) or folder(s) to be moved. 3. Click Move in the Action Bar. 4. Click the Browse button to select a destination location in your Content Collection. Hint: Click on a link in the breadcrumb trail or your username to move up a folder level. 5. Navigate to the desired destination folder and use the radio button to select it. 6. Click on Submit to confirm the selection. 7. Click on Submit again to move the item or folder. How to Delete an Item or Folder Removing an item or a folder removes the item or folder from the Content Collection. It is possible to select multiple items and folders for removal, making it easy to delete large batches of content. Follow these steps to remove items and folders: 1. Navigate to the folder that holds the items or folders to be removed. 2. Check the item(s) or folder(s) to be removed. September etc@cidde.pitt.edu 12

13 3. Click Delete in the Action Bar. 4. Click OK in response to the warning that This action is permanent and cannot be undone if you are sure you want to delete the item(s) or folder(s). How to Download a Package Content Collection users can download one or more items from their Content Collection to their local computer or flash drive. The result is a.zip file package that contains the full path structure of the files and folders. Follow these steps to download an item or a series of items. 1. Navigate to the folder in the Content Collection where the items that you wish to download are located. 2. Select the files and folders to download by placing a checkmark(s) next to the item(s). 3. Click Download Package in the Action Bar. 4. When the File Download dialog box appears, select Save and click OK. September etc@cidde.pitt.edu 13

14 Creating a Private folder A private folder may be specifically for the Instructor, or it may also be accessible by users with other course roles. For example, a private folder may be created with permissions granted to the Instructor, Teaching Assistant, and Course Builder. This folder would not be available to any students enrolled in the course. 1. Click on the Create Folder button on the Content Collection Action Bar. 2. Type in a folder name, such as Private Folder and click Create and Customize. 3. In Section 4: Comment Options, select All Comments on this folder and everything it contains are private. Creating a Public folder Public folders are created in the same way as other folders, using the Create Folder option. The permissions granted on a folder determine whether or not it is accessible by users and groups of users. Any user with Manage Permissions may share the item with a wider audience. September etc@cidde.pitt.edu 14

15 Tools for Sharing and Finding Content Search The Search tool allows you to locate all files and folders that have been shared with you. Only those items for which you have access permissions will be returned. If permissions are granted on a nested folder (and not the top-level folder), you may search for the folder and bookmark it. The Find Folder option cannot be used on nested folders. Go To Location You may go directly to a specific folder that has been shared with you in the Content Collection using the Go to Location tool. This time-saver allows you to enter the path to open a folder and Bookmark the location at the same time. Workflow Activities Send a Workflow Activity with an item if a user is expected to take action or respond to an item. When a Workflow Activity is created, users are selected to share the item and permissions are granted. An option may be selected to send an to these users to let them know that this item has been shared with them and that a Workflow Activity is attached to it. Passes Passes may be used to share a file with a user for a specific amount of time. This is especially useful for sharing files with users who do not have Collection accounts. When a pass is created, the item s owner (you) decides whether to grant Read or Read and Write permission to the file with the pass. When the time allotted for the pass is over, the access rights cease, and the pass recipient is no longer able to access the file. Bookmarks (Accessing Shared Content from Another User) Use the Bookmark tool to locate and access content belonging to other users if they have granted you access rights. A Bookmark is a link to an item or folder in the Content Collection. Bookmarks are convenient for opening frequently accessed folders or for remembering the location of an important but seldom used or hard-to-find folder. Bookmarks are added from the Create Bookmark page. After a Bookmark is added, it appears under the Bookmarks node of the Tools tree. September etc@cidde.pitt.edu 15

16 Creating a Bookmark Follow these steps to locate material and set a Bookmark: 1. Click on Tools on the Jump To menu located on the left-side of the Content Collection screen. 2. Select Bookmarks from the drop-down menu. 3. Click the Create Bookmark button. 4. Enter a name for the Bookmark in the Bookmark Name field. 5. Click the Browse button next to the Bookmark Location field. 6. Navigate to the folder or item to which the Bookmark will point and select it. 7. Click Submit to confirm the selection. 8. Click Submit again to create the Bookmark. September etc@cidde.pitt.edu 16

17 Locating Content Using a Bookmark 1. To locate bookmarked content, click on Tools on the Jump To menu located on the left-side of the Content Collection screen. 2. Click on Bookmarks from the drop-down menu. 3. Select the desired bookmark on the right. September etc@cidde.pitt.edu 17