s l Tutorial 1
ACCESS YOUR EPORTFOLIO 1. LOGIN / CLOSE SESSION 2. SYNC YOUR ACCOUNT WITH GOOGlE & FACEBOOK EPORTFOLIO STRUCTURE 3. NAVEGATION MENU 4. PROFILE, MANAGER & RESOURCE LIBRARY 5. WORK FLOW 6. ACCESS THE EPORTFOLIOS OF OTHER USERS WITHIN YOUR COMMUNITY 7. THE ORGANIZATION S PROFILE PAGE CUSTOMIZE YOUR EPORTFOLIO: 8. YOUR PROFILE 9. CUSTOMIZE THE IMAGE ON YOUR MANAGER S HEADER 10. COORPORATIVE ELEMENTS: LOGO, COLOURS, INFO (for the administrator) UPLOAD AND MANAGE YOUR CONTENTS: THE RESOURCE LIBRARY 11. THE RESOURCE LIBRARY: ACCESS & UPLOAD OPTIONS 11a. Upload files from your devices 11b. Links: include web content via url. 11c. Embed: include web content via embed code. 11d. Upload files from your drive 11e. Upload files from Youtube & Vimeo 11f. Record videos & audios with the webcam and the microphone 11b. Links: include web contents via URL 12. SEND A RESOURCE TO YOUR EPORTFOLIO S MANAGER PAGE 13. ORDER, SEARCH & FILTER RESOURCES IN YOUR LIBRARY 14. CLASSIFY RESOURCES 15. DELETE RESOURCES 16. CREATE FOLDERS 17. ADD CONTENT TO FOLDERS 18. DELETE A FOLDER 19. BULK ACTIONS IN THE RESOURCE LIBRARY VIEW AND MANAGE THE RESOURCES IN THE MANAGER 20. CONTENTS VISUALIZATION AND INFORMATION 21. FILTER AND SEARCH CONTENTS 22. HIGHLIGHT A CONTENT IN THE PROFILE: TOP HIGHLIGHTS 23. HIGHLIGHT A CONTENT IN THE PROFILE : HIGHLIGHT IN AREA/COLLECTION 24. COLLECTIONS 24a. Create collections 24b. Add and delete contents from a collection 24c. View and manage collections 24d. Share collections PUBLISH & SHARE: MANAGER Y PROFILE 25. CONTENT PUBLISHING PERMITS 26. SCOPES OF PUBLISHING 27. SHARE RESOURCES 28. LIKES 2
ACCESS your EPORTFOLIO 3
1 Access your eportfolio Go to www.mydocumenta.com and access with your credentials (login and password). CLOSE SESSION When you ve finished working, especially if you re not working from your own personal computer, it s a good idea to close the session. 4
12 Sync your account with Google / FB In your account manager, sync the accounts you wish to connect with MyDocumenta. So, next time you enter, if you have an open session in either Google or Facebook, you won t have to enter your MyDocumenta login details. You will only have to click on either the Log In with Google or Log In with FB buttons. If you do not have any active sessions, you ll be able to access by clicking the Log in with Google or FB and entering your Google or FB username and password. 5
EPORTFOLIO STRUCTURE Profile Manager Resource library 6
13 Navigation Menus There are two menus on the top bar of the page: The menu on the right gives you access to the Account Manager, from where you can manage your account (password, language, etc.), the contact email for the Support Service, and the LogOut. The menu on the left gives you access to all the pages of your eportfolio, the Resource Library and Portabily. 7
14 Profile, Manager and Resource Library Your eportfolio consists of three pages: Profile: where you display those contents you wish to highlight. Manager: where you list and manage all contents. Resource Library: Where you load all content, in any format. This is also where you classify and manage content and you can organize it in folders. The Resource Library is shared between eportfolio and Portabily. 8
15 Work Flow 1) Resource Library Upload or include your files into the Resource Library. From here you decide which to send to your manager. 2) Manager In the Manager, you can decide which of your contents to display in your profile. 3) Profile Only those contents you wish to display will show up in your profile. 9
51 6 Access the eportfolios of other users within your community Community page: If you are either a teacher or student in an organization which uses MyDocumenta, you will be able to access and view the eportfolios of the teachers and other students in your organization from your own eportfolio. REMEMBER! accessing an eportfolio does not automatically allow you to view its contents. You will be able to view contents according to your role and to whether these have been published, or not, by their authors. 10
Teacher Community. Clicking on Community, located in the menu on the left hand side, a page will open from where you will be able to access the eportfolios of all teachers and students in your organization. Your students Eportfolio. If you just want to access your students eportfolios, use the button marked my student s eportfolios from the menu, or click on the icon which appears in your profile. The page that will open will only provide access to the eportfolios of those students assigned to you. 11
Student As a student, you can access the page which provides access to the eportfolios of all the teachers and students in your organization. You can either access through MY COMMUNITY, which is located in the menu on the left hand side, or click on the Icon which appears in your profile. REMEMBER! accessing an eportfolio does not automatically allow you to view its contents. You will only be able to view those contents which have been published by their authors (either in intranet or for the whole community). 12
51 7 The Organization s Profile Page THE ORGANIZATION S PROFILE In this page, managed solely by the organization s Administrator, general content generated by any of the students and / or teachers may be displayed. It is generally used as a place to display the best work, a project of particular relevance, common interest contents. You can either access through MY ORGANIZATION, which is located in the menu on the left hand side, or click on the organization s Icon which appears in your profile. 13
! Customize your eportfolio! Customize your eportfolio with your own images! Upload those photos which best represent you and write a few lines about yourself.. The organization s administrators may also define coorporate elements: school logo, official information and colours, which will appear in the eportfolios of all students and teachers in the organization. 14
51 8 Customize your eportfolio: your Profile Either open the menu on the right and click EDIT MY EPORTFOLIO, or, from your Profile page, click directly on the red pencil icon. Save and exit edit mode Only Teachers will be able to change this photo and the text underneath it. This button will take you to a page with access to the student s eportfolios. Upload Profile photo. Upload cover photo. Hey! It must be at least 1024 pixels wide! Edit and save to write a few lines about yourself. Edit and save to write or edit your name. 15
Images for the profile s and the manager s headers have set measurements as follows: Profile Header: 1024 x 322 pixels Manager Header: 1024 x 100 pixels If the photo you upload is taller, you will have the option of cropping it and showing the part of your choice. In order to do so: 1) Shift the light coloured band of the image until you find the desired framing. 2) Click on button Crop and save situated beneath the image. 16
51 9 Customize your eportfolio: Manager You can customize the Header image of the Manager page in the same way. Click on the red pencil icon Upload photo. Remember! The photo must be a minimum of 1024 pixels in width! 17
51 10 Corporative Elements: logo, colours, info (only administrators) The administrator may define some corporate elements which will be applied to the eportfolios of all students and teachers. To do that, login with Administrator credentials and edit the profile of the organization s eportfolio. Logo Band Colours Corporative Information Image and access text to community members eportfolios. 18
Upload and manage your resources RESOURCE LIBRARY You can upload all your files in any format, connect with Google Drive to incorporate other documents, a spreadsheet, a poem, a presentation, upload a project on video or search videos on Youtube and Vimeo, upload your recordings from ipad or any other mobile devices! 19
51 11 Resource Library: access and upload options You can upload all contents into the resource library, from where you will be able to send them to the Manager and Profile pages. To access, click on resource library" in the menu, and it will open in a new page. Hovering with cursor over this button will display all upload options. 20
51 11 A Upload files from your devices You can upload files stored in your computer, Tablet, in a USB, Mobile phone There are two ways of doing this. 1) Drag files from their location to the library. 2) Select the option Upload files" and you will be able to search your device for the files you wish to upload. Multiload You can select and upload any files you want, all at once, and in different formats: video, audio, images, Word, Ppt, PDF... Simultaneous upload If you have uploaded some files and wish to upload more, you don t have to wait for the first ones to finish uploading. You can continue to upload as many as you wish. 21
51 11 B Links: include web contents via URL You may include any web content which has a URL (web address)into the resource library. It can be a web page, a blog, a link to an online presentation... To do that, select "add an external link" and a new window will open. Enter the web address here and give the resource a name. You can also add a description, classify it by area, and add labels. Once you ve done that, press the SAVE button. 22
51 11 C Embed: it includes web content via embed code You may include any content which has an Embed code into the Resource Library: a widget, a calendar, an Excel sheet, or an online presentation, etc. Select add insert code" and a new window will open. Enter the Insert code (or Embed) and give the resource a name. You may also add a description, classify it by area, and add y tags. Once you ve done that, press the SAVE button. 23
51 11 D Upload files from your Drive Select the option Files from Google Drive," this will open your Drive window, from where you may choose and load whichever files you want. If you re not logged into google, the application will first ask you to login with your Google username. When uploading a file from the Drive, a copy is created in the eportfolio. This means that this file cannot be modified online. If you wish to create a link to a file which can be modified online, like for example, a text document, a spreadsheet, etc., you must include the document as an external link, or with embed code. 24
511 E Upload Youtube or Vimeo files By selecting either the YouTube or Vimeo options, a window will open which will allow you to upload videos from these two platforms into the resource library. Enter search words here, or enter the video s URL directly. Next, select the video or videos you are interested in and add them to the Resource Library by clicking this button. 25
511 F Record video and audio with the webcam You can record yourself in video and audio from the Resource Library using your device s webcam and microphone. You can record as many takes as you wish and play them back to see how they ve turned out. Later, all you have to do is select it and save it in your Resource Library. You can also just save your recording s audio. 26
51 12 Send a resource to your eportfolio s manager page The resource library is like a storage room where you store all your resources. While resources are in the library, no one can see them. If you would like a resource to appear in your eportfolio, you will first have to send it to your Manager page, and then, if you wish, display it on your profile. Sending a resource from the library to the manager is very simple, you just have to click on the button which appears on the eportfolio column. When the button appears red it means that the resource is visible in the Manager. Removing a resource from the manager. Likewise, if you no longer want a resource to be visible in the Manager, you will have to return to the resource library, and again click on the button, which will change back to grey. 27
51 13 Order, search and filter resources in your library Order. By default, resources are ordered chronologically, but they can also be ordered alphabetically, by either their type or the date they were created by clicking on these headings: Search and filter resources. Clicking on the magnifying glass will open: The search box, to look for resources using key words. The filter menu, which will allow you to view only a certain type of resource: images, YouTube videos, links, etc. Search box: enter search terms here Filter menu 28
51 14 Classify Resources For each resource in your library you may: Add / change name Add / change description Classify into a certain category (social sciences, technology, etc.). Add tags To do this, edit the resource by clicking on the pencil and this will open a new window, where you can do all these things. When you're finished, click the "SAVE" button Subject areas Name Description Tags 29
51 15 Delete resources Select one or several resources in the library. Once selected, the recycle bin icon will appear. Click to delete selected resources. Remember that if you wish to delete a folder, the folder has to be empty. 30
51 16 Create folders In the resource library, you can create folders to organize your materials and contents better. To create a new folder click the ADD FOLDER button. A window like this will open, in which you ll have to: Enter a name. Choose the level in which to include the folder. You can create folders inside other folders. All the folders you have already created will appear in this dropdown, and you will be able to decide whether you will place the new folder directly in the Resource Library or inside an existing folder. 31
51 17 Add contents to folders To include content into a folder, just drag it into the folder of your choice. 32
51 18 Delete a folder You will be able to delete a folder only when it s empty. If you try to delete a folder which contains any elements, the following message will appear : Should you wish to delete a folder which includes contents, you have two options: Delete contents Move them to a different folder 33
51 19 Bulk actions in the Resource Library You can carry out bulk actions in the Resource Library, that is, on several resources at once: Assign Category Send to eportfolio Delete To use them, you must first select the resources you want. Once selected, these three options will appear here. Category 34
View and manage your resources MANAGER In the Manager page, you can view all your contents and, if you re a teacher, also those of your students. You can filter them by year, class group, author, area and subject, collections, etc. You can also create collections with your favourite contents and choose which contents to display in your profile. 35
51 20 The resource card Each resource you send to the eportfolio is pre-viewed in a card like the one below. To open and view the resource, click on the image. Next to the resource s image, we ll find general information: Name and type of resource Author s name Date of creation(when it was uploaded to library) Date when last modified Link to the web domain of the organization s eportfolio Category /area assigned to the resource Resource s privacy level (private, intranet, public). In the lower bar we find the following buttons: More info Share Likes Messages related to this content Highlight in profile (Top Highlight) Highlight in profile (By Area/Collection) Add Resource to collection (new or existing) 36
51 21 Filter and search contents In the manager page, you can view all your contents and, if you re a teacher, also those of your students. You have a search box and filters which will be useful for viewing only specific contents: by student, by year, by subject... 37
1) Year. Is the main filter and conditions the others, to the effect that all the other filters will be applied according to this selection. 2) Contents This second block of filters allows you to view: Your contents Public content(in intranet or viewable by all) of other people in your organization. All public content in the MyDocumenta community. For example the public content of another school, university, etc. And, if you re a teacher, it also allows you to view all of your students private and / or public contents. 38
3) Collections This second block of filters allows you to view contents from: Your collections Your shared collections(created by you and shared with others). Collections shared with you(created by others and to which you have been invited). 4) All / Displayed/ Areas / Likes These filters are applied over the group of projects chosen in the block "CONTENTS". For example, if I want to see only my Biology contents, I will choose My projects from the menu "CONTENTS" and here, in the menu Areas, I will choose Biology. The filter LIKES shows all my contents which have received at least one like. 39
51 22 Highlight a content in the profile: TOP HIGHLIGHT Any content which we view in the Manager, can be displayed as a highlight to be viewed in the Profile. It can be displayed right at the Top and / or in the section corresponding to the assigned area. TOP HIGHLIGHT Click on this button to this resource s card The Resource s display in Profile would be as follows: The content will appear right at the top, under the bar TOP HIGHLIGHT.
51 23 Highlight a content in the profile: HIGHLIGHT IN AREA When we incorporate resources to the library, we can classify them by areas. These areas are those which, when we display some resources as AREA HIGHLIGHTS, will appear as bars, or bands in the profile. AREA HIGHLIGHTS Click on this button to this resource s card The Resource s display in Profile would be as follows: The resource appears under a bar with the name of the area into which we have classified the resource. For example BIOLOGY HIGHLIGHTS.
51 24 Collections Collections group different resources, both yours and other people s, for organized viewing in the eportfolio. Collections are created, viewed, and managed from the Manager page of your eportfolio. PROPERTIES OF THE COLLECTIONS The collections can be either: Individual. Shared, to which several people can add and delete contents. Shared collections are very useful for creating, viewing, and displaying work carried out in collaboration with others. The collections can also be: Private Public in Intranet Public for everybody. And, finally, collections can be displayed as HIGHLIGHTS in Profile. 42
51 24 A Create collection To create a collection, you have to click on the Add button in the lower right hand corner of each content s card. A window showing the existing collections will open, should you wish to add content to any of those, as well as the button New collection. Click on New collection, which will open a new window like this one. Write a title and click on the SAVE button. The new collection will appear under the collections menu. 43
51 24 B Add and remove contents from a collection To either add or remove content from a collection, click on the ADD button in the lower right hand corner of each content s card. A window will open showing all the existing collections, and, marked in red, those containing the contents in question. Check or uncheck the corresponding button of the collections that interest you to add or remove to their contents. 44
51 24 C List and manage collections All your collections appear in the Collections menu located in your eportfolio s Manager page. MY COLLECTION: those which you don t share with anyone MY SHARED COLLECTIONS: those created by you and shared with others SHARED WITH ME: those which others have shared with you. To edit a collection click on the pencil icon. In the edit window you will be able to: Modify its name Display as a highlight in Profile Modify its publishing scope (Private, Intranet, Public). Share the collection with other users Delete the collection Abandon collection 45
51 24 D Share collections 1) In the menu COLLECTIONS click on the Pencil which appears next to the collection s name. 2) The edit window will open. By Clicking on the SHARE button, you will be able to share the collection with other users. 3) Search for users you wish to add by email, name or username. Once you have found the person you searched for, select that person and click the Add button. Likewise, if you wish to remove a person from a collection, edit that collection and deselect the user you wish to remove. Remember to click Save when finished. 46
Publish and share: MANAGER & PROFILE By default, all resources included in your eportfolio remain private. Nobody, except for the author, and if the author is a student, the teachers, will be able to view them. Teaches can decide whether to publish their resources and those of their students to be visible either in intranet or by everyone who access them on the internet. 47
51 25 Content publishing permits Publishing permits Depending on your role, you will either have permission, or not, to publish contents. Administrator: may publish/unpublish all resources of all teachers and students at the school. Teacher: may publish/unpublish own resources and those of his/her students. Student If working within a Secure Educational Environment (primary and secondary school, and in general those under 18) may not publish/unpublish any resource. If working within a General Environment (for example University) may publish and unpublish all own resources. 48
51 26 Scopes of publishing In each of the resource cards, both within the manager and the profile, and as long as you have publishing permission, you will have access to a drop-down where you can choose the publishing scope for that resource: Private. By default, all resources included in the eportfolio remain private. Nobody, except the author, and his/her teachers if the author is a student, may view them. In intranet. May be viewed only by the members of that school when logging in with their password. Public for everyone. May be viewed on internet by anyone who can access the portfolio. The visibility of the resources is combined with the visibility of the eportfolio. To find out more look under its related topic: ACCOUNT MANAGEMENT/USERS EPORTFOLIO PRIVACY 49
51 27 Share resources You can share the resource on social media, send it by email, obtain a url or embed code for the resource etc. Click on the button to share and you will like the different options. 50
51 28 Likes If you are logged in, you will be able to click Like on other people s contents. Remember, you can only click once on Like for contents. To Unlike, click on heart icon again. There is also a LIKES filter, which shows all your contents which have received at least one like. 51
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