1) Using the Learning Management System(LMS) to save a document as a reusable object in the Content Management System(CMS)

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Samantha Wade
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1 Topics: 1) Using the Learning Management System(LMS) to save a document as a reusable object in the Content Management System(CMS) 2) How to link a file already in your CMS to another WebCampus course 3) Changing Learning Management Items in Your My Content area of the Content Management System 4) Changing L MS items linked an Existing File in your CMS 5) How can work flows be used for collaboration 6) Developing a structure for your knowledge repository Page 1

2 Using the Learning Managing System (LMS) to load a document to the Content Management System: I What will be the primary use of this system: The WebCampus Content Management System is a powerful tool that can be used by faculty to create a knowledge repository of electronic resources. It is possible to link items in your repository to your blended and fully online WebCampus courses. It is also possible to maintain one document that can then be linked to multiple sections of the same class. Example: If a faculty member teaches 10 sections of the same class the faculty member will only need to upload the file once to their Content Collection. Faculty will then be able to link the file located in their Course Documents folder of the LMS portion of WebCampus to the various sections of their LMS course. The link that will be created is a permanent URL. The benefit to creating a permanent URL is that it will be more stable than a regular web link, and you will be able to avoid the possibility of having a broken link that will not properly display in your Web Campus courses. Should a faculty member ever need to modify the file in their repository, they will only need to make the modifications once. The changes made to the document will be reflected in all 10 sections of the course. How to Add a Syllabus for a Course utilizing the LMS It is possible to add a syllabus to one course and then link the syllabi to multiple sections. This can be done in a way similar to how you would normally add a document using the Virtual Text Box Editor. The benefit of adding the syllabus or document as a Reusable Object, is that it will be added to your knowledge repository. 1) After having logged in to the appropriate course begin by selecting the Course Documents link from the Navigation Panel of your WebCampus course. NEED PICTURE 2) You will then be taken to your Course Document menu. From the Course Document menu select the Edit View (See figure 1) option from the upper right hand corner of the screen. Page 2

3 Figure 1: Selecting Edit View option 3) The action bar will appear and it will be possible to choose the + Item (See figure 2) option, the first item that is listed in the action bar. Page 3

4 Figure 2: Selecting the +Item 4) You will then be taken to the Add Item menu, it, is here that you will start by giving the new item a name. After giving the item a title, you will then want to select the Attach File icon from the Visual Text Box Editor(VTBE). The attach file icon should be the last item listed on the lower left hand panel of the VTBE. If you do not see the Attach File (See figure 3) icon, you might need to select the expand arrow from the VTBE menu. Page 4

5 Figure 3: Selecting the Attach File icon 5) After having done so, you will be taken to the Insert Content Link menu. It is here that you will start by selecting the Browse (See figure 4) button to search your PC for the file you want to insert. Page 5

Figure 4: Selecting the Browse.. for file option 6) After clicking Browse, the Coose file menu will appear. You can now browse for the file that you want to add to your WebCampus course.

6 Figure 4: Selecting the Browse.. for file option 6) After clicking Browse, the Coose file menu will appear. You can now browse for the file that you want to add to your WebCampus course. After selecting the document you want to attach, select the Open button in the lower right hand corner of the Chose File menu. After doing so, select the second group of the Insert Content Link menu titled. Name of Link to File. Give the file the name that you want it to be listed as, then, select the submit button from the lower right hand corner. You will be taken to a new menu where you will confirm that you want to add the new item. Select the Submit button from the lower right hand corner. After doing so, you will be taken back to the Add Item menu. To add the new item to your Content Management System, select the Save As Reusable Object,(See figure 5) check box from the lower left hand corner of the VTBE. A new field will now appear in the Visual Text Box editor. This will allow you to browse for the appropriate location that you want to add the item to. To do so, select the Browse button. Page 6

Select the radio buton(see figure 6) for the folder you want to add the file to.

7 Figure 5: Saving an attached file as Reusable Object 7) The Select Folder menu will appear where you will be able to choose the location you want to add the new document to. Select the radio buton(see figure 6) for the folder you want to add the file to. After selecting the radio button go on to select the Submit button. After doing so, you will then want to go on to select the submit button from the lower right hand corner. Figure 6: Selecting a Location for our Reusable Object Page 7

8 8) A new page will be displayed informing you that you have effectively added a link to the new content within your WebCampus course. Select the Submit button to proceed ahead. Your document has now been added to both your WebCampus course, as well as the Content Management System. It is important that you remember which folder you have saved the document to in your Content Management System. You will later need to browse that folder to add the file to the other sections of your course. Page 8

II How to Link to a File Already in Your WebCampus CMS From Another WebCampus Course(LMS). It is possible to upload commonly used files to your CMS and then link those files to multiple sections.

The document link in the LMS will reflect the changes made to the original document residing in the CMS.? 1) Begin by logging in to the WebCampus course you want to link the file to.

9 II How to Link to a File Already in Your WebCampus CMS From Another WebCampus Course(LMS). It is possible to upload commonly used files to your CMS and then link those files to multiple sections. The file will reside in your LMS, and a permanent link will be created. Should the document ever need to be modified only the document residing in you CMS will need to be modified. The document link in the LMS will reflect the changes made to the original document residing in the CMS.? 1) Begin by logging in to the WebCampus course you want to link the file to. Select the Course Documents link from the course Navigation Panel. You will then be taken to the Add Item menu. To add an item to the Corse Documents menu select the Edit View (See figure 1) link from the upper right hand corner of the Course Documents menu. Figure 1: Choosing the Edit View option 2) After having done so, you will now see that the option to add items to the Course Documents menu is now available. Chose the Add Item (See figure 2) option from the upper left hand corner of the Course Documents menu. Page 9

10 Figure 2: Selecting the Add Item option 3) You will then be taken to the Add Item menu. To add a file that is already located in your CMS to your course, go to the second group of the Add Item menu and select the Browse.. (See figure3) button for the Link to Content Collection Item group. Figure 3: Browsing the CMS for content 4) After having selected the Browse button, you will then be taken to the Select File or Folder menu. It is here that you will want to select the radio button for the folder that contains the file you want to create a permanent URL for(see figure 4) next select the Submit button. Page 10

Figure 4:Selecting the file to link to III Changing Learning Management Items, an Existing File in Your My Content area of the Content Management System Changes can be made to learning objects housed

11 Figure 4:Selecting the file to link to III Changing Learning Management Items, an Existing File in Your My Content area of the Content Management System Changes can be made to learning objects housed in your Content Collection (LMS). If the document residing in the CMS is modified all links referencing the document will be updated to include the modifications made to the original document that resides in the CMS. To effectively do so the file must be saved with the same name as the file you will be revising. Begin by logging in to your WebCampus system. How to change files linked to your CMS: 1) Select the WebCampus Content Collection tab located in the upper right hand corner of your WebCampus page. From the WebCampus Content Collection page select the Web Folder (See figure 1) button from the Action Bar. Page 11

Figure 1: Selecting your Web Folder You will then be taken to your Web Folder. By working in your Web Folder it will be possible to modify your document using WebDav technology.

12 Figure 1: Selecting your Web Folder You will then be taken to your Web Folder. By working in your Web Folder it will be possible to modify your document using WebDav technology. WebDav technology is very similar to a network drive or folder. It will allow you to open the document found in your Content Collection and make modifications to the linked file. Once you have finished making the needed changes, it will then be possible to upload the modified document back to your WebCampus course. 2) After selecting the Web Folder link, you will be asked to enter in your user name and password. If you are working on your personal computer, you may want to select the Remember my password option. After entering in your User name and Password, go on to select the OK (See figure 2) button. Page 12

Figure 2: Entering in your User name: and Password 3) After doing so, you will then be taken to your WebDav folder, select the file you want to modify by double clicking it.

13 Figure 2: Entering in your User name: and Password 3) After doing so, you will then be taken to your WebDav folder, select the file you want to modify by double clicking it. You will then be taken to the application that was used to create the document. Make the needed changes to the document, then select the save option from the aplicaitons menu. Your document will now be saved with the revisions. The changes will be reflected in the courses that the document has been linked to. If the changes are not reflected in your WebCampus course, you may need to quit and relaunch your web browser, or clear your webbrowser s chache. Page 13

14 IV Departments: Work Flows Can be Created From the WebCampus Content Management System menu. How can work flows be used for collaboration? Information can be shared with faculty staff and students that have a WebCampus account. The benefit of sharing a document located in the Learning Repository is that you can efficiently view tasks to be completed. It is possible from the CMS to view the status of an item, as well as the progress that needs to be completed for an item. It will also be possible to share documents with other institutions that might not have a WebCampus account at Fairleigh Dickinson University. Documents are then easily editable and, changes made to the documents can be viewed as they are completed. It allows for the option of receiving notifications as the task nears completion How it is done: To create a Work Flow start by logging in to WebCampus. 1) After having logged in to WebCampus, you will then want to select the Content Collection tab from your Content Collection menu. 2) Select the Make a Request (See figure 1) link located in the Collaboration group of the navigation bar. Figure 1: Making a Request in the CMS Page 14

3) After doing this, you will be taken to the Make a Request:My Models menu. The first step to creating a work flow will be to select create +Model (See figure 2) button from the Navigation panel.

15 3) After doing this, you will be taken to the Make a Request:My Models menu. The first step to creating a work flow will be to select create +Model (See figure 2) button from the Navigation panel. Figure 2: Creating a Model 4) You will then be taken to the Add Workflow Model menu where you will begin by giving the new item a Name. Include any necessary items regarding the work flow item to the Instructions field. 5) After you have finished entering in the instructions for the Work Flow item, go on to select the Submit button from the lower right hand corner. 6) You will then be taken to the Model Design menu. All work flows used in the CMS must have at least one milestone and one action that must be performed. Select the Add Milestone (See figure 3)button from the navigation bar. Page 15

Figure 3: Selecting the Add Milestone Option 7) You will then be taken to the Add Milestone Menu, where you can begin creating milestones for the Work Flow item.

16 Figure 3: Selecting the Add Milestone Option 7) You will then be taken to the Add Milestone Menu, where you can begin creating milestones for the Work Flow item. Start by giving the milestone a description. 8) After having finished, select the Submit and Add Action button at the bottom of the screen. As a rule all work flow items must have at least one benchmark and one action item. 9) After selecting the Submit and Add Action button you will be taken to the Add Action menu(see figure 4). Start by selecting the Name field, and give the Action a name. Go on to enter in a Description for the action you want to be performed on the document. If this is a time sensitive action, select the Specify Date button from the Deadline group. Page 16

17 Figure 4: Add Action Menu 10) Assign the work flow action item to an individual. Note: the assignee must have an active WebCampus account. To assign the workflow item to an individual, select the Assign to field from the Assignees group(see figure 5). Enter in the WebCampus user id for the people you want to assign the task to. It will also possible to assign a work flow item to an entire class. To assign the work order to an individual select the Browse button from the Course field. Page 17

18 Figure 5: Choosing an assignee for a task 11) If you want to link the task to a document in your CMS select the Browse (See figure 6) button from the Content (See figure 6) group. Page 18

Figure 6: Linking a document in your CMS to a task 12) From the Select File of Folder window of the CMS select the radio button for the document to be associated with the task(see

19 Figure 6: Linking a document in your CMS to a task 12) From the Select File of Folder window of the CMS select the radio button for the document to be associated with the task(see figure 7). After you have navigated to the folder that contains your file, select the radio button for the file, then select the Submit button in the lower right hand corner. Page 19

Figure 7: Selecting the file to be attached 13) You will then be taken back to the Model Design menu After you have finished go on to select the Submit button from the lower right hand

20 Figure 7: Selecting the file to be attached 13) You will then be taken back to the Model Design menu After you have finished go on to select the Submit button from the lower right hand corner of the screen. You will then be taken to the Check Progress: Work Flow menu. A new menu will be displayed stating that you have effectively created the new work flow item. Page 20

V Developing a Structure for your Knowledge Repository: An overview of the CMS structure: There are two areas n your CMS that you can add content to.

21 V Developing a Structure for your Knowledge Repository: An overview of the CMS structure: There are two areas n your CMS that you can add content to. These areas include the My Content section and the Course Content section located in the left hand corner of the Navigation Panel. The My Content section is where documents can be stored and shared with faculty. The My Course section is an area where course documents can be added, and then linked to the LMS. How to Add Folder s: 1) To begin creating folders in your My Content section begin by selecting the fifth tab Course Content (See figure 1). Figure 1: Selecting the Course Content tab You will then be taken to your Content Collection menu where it will be possible to upload files, create folders, and organize folders. Begin by developing a structure for your Content Module. Page 21

2) Select the My Content users folder from the left hand Navigation Panel. After doing so select the +Folder (See figure 2) button from the navigation bar.

22 2) Select the My Content users folder from the left hand Navigation Panel. After doing so select the +Folder (See figure 2) button from the navigation bar. Figure 2: Selecting the Add folder button 3) From the Add Folder menu start by entering a name for the new folder in the Folder Name: (See figure 3)field. In order for a folder to be created the folder must have a name associated with it. Page 22

Figure 3: Entering in a Folder name 4) If you want the documents contained in the folder to be private select the appropriate option from the Lock Options group(see figure 4).

23 Figure 3: Entering in a Folder name 4) If you want the documents contained in the folder to be private select the appropriate option from the Lock Options group(see figure 4). If you want the files located in the folder to be working documents, modifiable by others choose either of the two options Lock this folder or Lock this folder and everything it contains under the versioning group of the New Folder menu. Figure 4: Selecting the appropriate Lock Type for a folder Note to user: As a rule documents inherit the same traits as the folders they reside in. If a folder has read/write permission a document placed in that folder will have the same permission as the folder it resides in. Page 23

5) Select the appropriate level of versioning for the new folder if versioning is enabled a new document will be created each time a shared document or object is modified.

Figure 5: Applying the appropriate level of versioning for a folder 6) Set the appropriate level of Tracking Options (Figure 6) for the folder that will be created.

24 5) Select the appropriate level of versioning for the new folder if versioning is enabled a new document will be created each time a shared document or object is modified. By enabling versioning it will be easier to track the changes that have been made to a document. It will also be easier to revert back to a previous version of the document. Figure 5: Applying the appropriate level of versioning for a folder 6) Set the appropriate level of Tracking Options (Figure 6) for the folder that will be created. By enabling tracking it will be possible to track information for items that reside in the folder, such as how often the items are viewed that reside in the folder. Figure 6: Enabling Tracking for a document 7) You will now see the new folder that you have created listed on the left hand corner of the CMS Navigation Panel. It is here that you will be able add files to share with faculty and students. Page 24

25 As a note: You can nest folders in other folders by organizing folders within folders it will be possible to develop a greater structure for your files. To view a detailed list of all folders located within a folder select the + icon listed next to a folder to expand a folder and all of its contents. Page 25

26 VI Making Documents Searchable: After you have chosen to share reusable objects, you may want to associate certain Metadata tags with a file. By Assigning Meta Data tags to a document other faculty members will be able to perform searches by subject. Documents can then be listed by the Meta Data tags that are associated with the file. To associate Metadata with an existing file located in your LMS: 1) Start by selecting the Content Collection (See figure 1) tab in the CMS to access your Content Collection. Figure 1: Selecting the Content Collection menu 2) From the Content Collection menu navigate to the folder that contains the file you want to associate Metadata with. Select the radio button for the item, then select the Modify (See figure 2) button to the right of the item. Page 26

27 Figure 2: Modifying files to associate metadata with the file From the modify menu select the Meta data link you will then be taken to the Metadata menu. It is here that we will be able to Page 27

Center for Teaching and Learning Instructional Development Support Center (IDSC)

TCL Center for Teaching and Learning Instructional Development Support Center (IDSC) Introduction to Blackboard 9.1: Content System Nimitz 107 (410) 293 2508 Objectives Blackboard is a powerful on line