Switch from Folder to List View

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1 Folders In addition to viewing assessments in a list, you have the option to organize and store assessments in folders. The Assessments Folder List contains three main folders: District folder store district assessments. Users in the district that have access to assessments can view district folder. This folder also contains a State Folder which contains State and Commercial Assessments. Contact your Account Manager if you would like to change the name of your State Folder. Shared folders store assessments shared with you by other users. Personal folders store assessments that you created. Assessments you are not permitted to view are indicated by an icon Folders you have permission to modify are followed by a tools icon. Click the icon to view a menu of the actions permitted with that folder (See Folder Settings). Users with appropriate permissions can create subfolders to personalize and further organize their assessments. Who can view folders at a site? Users are able to view all of the folders at the sites they are affiliated with. A folder created and shared with 5th grade teachers, will still be viewable by 3rd grade teachers in a site. Assessments contained in folders with permissions assigned will only be accessible to those who have permission to access the folder. Important Note: If you move an assessment to a shared folder, anyone with access to that folder automatically has permissions to the assessment. If you would like to restrict access, you must set user type or individual permissions by clicking the Sharing link or icon. You can only view an assessment in a single location. For instance, a shared assessment will not appear in both your Personal Folders and Shared Assessment Folder. Switch from Folder to List View You can view assessments in the classic DataDirector list view and toggle between list and folder view.select the Folder View or List View link at the top of the assessments search page to toggle between views. Folder Settings Click on the tools icon at the end of the folder title to view the actions you have permission to take with that folder. The tools icon only appears for folders you have permissions to modify.

2 The following actions are available in Assessments > Folder View. Create a Sub-Folder You can create sub-folders to better organize your assessments and answer sheets. Sub-folders can be created for any of your personal folders and other folders if you have been given permission to create sub-folders. Generally, only an administrator has rights to create sub-folders for shared or district folders. Personal sub-folders can only be viewed by the owner of the folder. Follow these steps to create a sub-folder. 1. Click the tools icon at the end of the folder list. 2. Click Create Sub Folder 3. Type the Name of the sub-folder 4. Click Create The new folder now appears in the list. Edit a Sub-Folder Name Follow these steps to edit a sub-folder name: 1. Click the tools icon at the end of the folder you want to edit. 2. Select Edit 3. Type the new Folder Name 4. Click Edit Move a Sub-Folder You can move a sub-folder that you created to another top-level folder. Moving the folder moves all the

3 assessments in the folder to the new location. Follow these steps to move a folder: 1. Click the tools icon at the end of the folder you want to move. 2. Select Move Only the destination folders you are permitted to move the folder to will be enabled. 3. Select your destination folder 4. Click OK The Folder now appears listed in the new location. Move an Assessment into a Folder Assessments moved into a folder inherit that folder's permissions. Folder permissions take precedence over assessment permissions. If you try to alter assessment permissions when it is in a folder, you will receive a message notifying you that the assessment cannot be shared individually and the Sharing icon will not appear in the Actions for that assessment in the assessment list. The assessment author always retains assessment permissions. Follow these steps to move an assessment into a personal or shared folder. 1. Search to locate the Assessment or click Personal Folders and locate the assessment in your folder 2. Check the box in the list next to the assessment(s) you want to move 3. Select Move to folder from the drop-down box located at the bottom of the results list

4 4. Select the folder destination folder you would like the assessment moved into 5. Click OK to confirm the move. Deleting a Sub Folder You can delete sub-folders you created. Only empty folders can be deleted. If a folder has assessments in it, the option to delete will not be present. If the folder appears empty, but Delete does not appear in the list of actions you can take with that folder, verify that the folder does not contain any hidden assessments.

5 Example: Un-hide Assessments Follow the steps to un-hide assessments: a. Select Filters>Show hidden assessments b. Click Search Hidden assessments will appear listed in the folder. c. Move or delete assessments in folder. Create a Sub-Folder You can create sub-folders to better organize your assessments and answer sheets. Sub-folders can be created for any of your personal folders and any folder you have been given permission to create sub-folders under (usually only an administrator has rights to create sub-folders for shared or district folders). Personal sub-folders can only be viewed by the owner of the folder. Follow these steps to create a sub-folder. 1. Click the tools icon at the end of the folder list.

6 2. Click Create Sub Folder 3. Type the Name of the sub-folder 4. Click Create The new folder now appears in the list. Select Default Assessment View You can toggle between the folder view and the list view by selecting the Switch to...view link the top of the Find Assessments page. The view selected is saved as your default view. Each time you access the Find Assessments page, assessments will be displayed in your chosen view. Note: If you r default view is List view, the link will read, "Switch to folder view". If your default view is Folder view, the link will read, "Switch to list view".

7 Folder Default Permissions Folders have permissions that are separate from the permissions assigned to the assessments within them. Folder permissions determine rights to and move assessments between folders. Assessment permissions are not tied to folder permissions. They have no affect on moving assessments. Assessment Permissions determine which users/user types have permission to perform actions on a particular assessment. Assessment folders have the following permissions by default: Shared Assessments Folder permissions for the assessments in the folder are based on the Assessment Permissions. District Folder permissions are based on the folder. This folder has been created with a set of default permissions. Account Manager, System Administrators, and District Administrators have default permissions to this folder. Personal Folders permissions for the assessments in the folder are based on the Assessment Permissions. Click the gear next to the district folder and select Share to view default permissions. The default folder permissions will be displayed. Click Show All at the bottom of the section to view all folder permissions. Important Note: The permission to edit folder permissions must be carefully managed. Users can removed default permissions for themselves and other users, but cannot add them back.

8 Account Managers, System Administrators, and District Administrator have the following default folder permissions: May Create Sub Folders May Edit Folder Permissions May Add Assessments to Global Folders May Remove Assessments from Global Folders Assessment: May View Assessments Assessment: May Edit Basic Information Assessment: May View Hidden Fields Assessments Permissions Assessment Permissions are the permissions users are used to providing when they create an assessment.if users create an assessment with the intention of having it placed in a District folder, share the assessment only with the District Admin and create a District Repository Folder. Note:The permission to Edit Basic Information must be carefully managed. When providing this permission, please note that users can edit the title, year, scope, etc. This is the same permissions as Edit Summary.

9 Account Managers, System Administrators, and District Administrator have the following default assessment permissions: Assessment: May Download Assessment Reports Assessment: May Download Question Booklets Assessment: May Download Answer Documents Assessment: May Download Other Material Assessment Data Management: May Duplicate Assessment Data Management: May Edit Scores/Student Responses Assessment Data Management: May Edit Columns/Questions/Items Assessment Data Management: May Upload