Blackboard Learn Content Management User Manual for Release 9

Blackboard Learn Content Management User Manual for Release 9
Version 9.0
Content Management User Manual
©2009 Blackboard Inc. Proprietary and Confidential
Publication Date: May 2009
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Table of Contents
Introduction ....................................................................................... 17 About Blackboard Learn - Content Management ..................................................... 17 About Blackboard Learn - Course Delivery and Blackboard Learn - Community Engagement. 17 About Blackboard Inc. .................................................................................... 17 Using this manual ......................................................................................... 17 Organize and Manage Content ................................................................... 18 About organizing and managing content .............................................................. 18 In this section .............................................................................................. 18 Organize content in folders .................................................................... 19 About Organizing Content ............................................................................... 19 Private content space and Public content space ..................................................... 19 Creating a private folder ................................................................................. 19 Creating a Public folder .................................................................................. 19 Organize Folder Permissions .................................................................. 20 Organizing Folders ........................................................................................ 20 Sharing Folders ............................................................................................ 20 Sharing files ................................................................................................ 20 Overwrite Option on Folders ............................................................................ 20 Tools for Sharing and Finding Content ...................................................... 21 About Tools for sharing and finding content .......................................................... 21 Find Folder ................................................................................................. 21 Search ....................................................................................................... 21 Go To Location............................................................................................. 21 Bookmarks .................................................................................................. 21 Workflow Activities ....................................................................................... 21 Passes ....................................................................................................... 22 Portfolios ................................................................................................... 22 Recycle Bin ........................................................................................ 23 Find this page .............................................................................................. 23 Functions ................................................................................................... 23 Unique ID Tool .................................................................................... 25 Find the tool ............................................................................................... 25 How to execute the unique ID tool ..................................................................... 25 Execute the tool with a log file ......................................................................... 25 Organize the User Folder ....................................................................... 26 ©2009 Blackboard Inc. Proprietary and Confidential
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About the user folder ..................................................................................... 26 Storing content ............................................................................................ 26 Granting Permissions ..................................................................................... 26 View Content ........................................................................................ 27 In this section .............................................................................................. 27 Access the Content Collection ................................................................ 28 How to login to Blackboard Learn - Course Delivery ................................................ 28 How to find the Content Collection .................................................................... 28 Personal Settings ................................................................................. 29 How to Choose a Personalized Home Page ............................................................ 29 Content Areas ..................................................................................... 30 My Content ................................................................................................. 30 Course Content ............................................................................................ 30 Institution Content ........................................................................................ 30 e-Reserves ......................................................................................... 31 Librarians ................................................................................................... 31 Creating e-Reserve Course Folders ..................................................................... 31 Accessing e-Reserve folders ............................................................................. 31 Folders and Items ................................................................................ 32 Folders ...................................................................................................... 32 Items ........................................................................................................ 32 Navigation ......................................................................................... 33 Content Collection menu ................................................................................ 33 Content Frame ............................................................................................. 33 Action Bar .................................................................................................. 33 Location bar ................................................................................................ 33 Content List ................................................................................................ 34 Go to Location .................................................................................... 35 Find this page .............................................................................................. 35 Fields ........................................................................................................ 35 Bookmarks ......................................................................................... 36 Find this page .............................................................................................. 36 Functions ................................................................................................... 36 Invalid Bookmarks ......................................................................................... 37 Add Bookmarks ................................................................................... 38 How to add a bookmark .................................................................................. 38 ©2009 Blackboard Inc. Proprietary and Confidential
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Fields ........................................................................................................ 38 Web Folders ....................................................................................... 39 How to find the web address of a folder .............................................................. 39 How to setup a web folder in windows for the Netscape browser ................................ 39 How to setup a web folder in windows for the Internet Explorer browser ...................... 40 How to setup a web folder in Mac OS X................................................................ 40 Using Web Folders with the Content Collection ...................................................... 40 File Names .................................................................................................. 41 360° View .......................................................................................... 42 Find this page .............................................................................................. 42 Functions ................................................................................................... 42 Search Content ..................................................................................... 44 Contents .................................................................................................... 44 Search Overview ................................................................................. 45 About Search ............................................................................................... 45 ‘Smart’ Searches .......................................................................................... 45 ‘And’ Searches ............................................................................................. 45 Case Insensitivity .......................................................................................... 45 Search criteria ............................................................................................. 46 Wildcard, Proximity and Fuzzy searches .............................................................. 46 Boolean searches .......................................................................................... 46 Perform a Basic Search ......................................................................... 48 About Basic Search ........................................................................................ 48 Basic Search fields ........................................................................................ 48 Perform an Advanced Search .................................................................. 50 About Advanced Search .................................................................................. 50 Comment Search .......................................................................................... 50 Additional Search Options ............................................................................... 50 Metadata.................................................................................................... 51 Save this Search ........................................................................................... 51 Search Portfolios ................................................................................. 52 About Portfolio Search ................................................................................... 52 Portfolio Search Fields ................................................................................... 52 How to save this search .................................................................................. 53 Portfolio Search Results .................................................................................. 53 Using Search Results............................................................................. 54 ©2009 Blackboard Inc. Proprietary and Confidential
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About Search Results ..................................................................................... 54 Permission necessary to work with items ............................................................. 54 Metadata on Search Results ............................................................................. 54 Sorting Search Results .................................................................................... 54 Viewing Portfolios from Search Results ................................................................ 54 Search Results Functions ................................................................................. 54 Save Searches ..................................................................................... 56 About Saved Searches .................................................................................... 56 How to re-run a search ................................................................................... 56 How to edit the search ................................................................................... 56 How to share saved searches ............................................................................ 56 How to delete the search ................................................................................ 57 Discover Content ................................................................................. 58 Find this page .............................................................................................. 58 How to use Discover Content ............................................................................ 58 Quick Search from Tools Menu ................................................................ 59 About Quick Search ....................................................................................... 59 Create Content ..................................................................................... 60 In this section .............................................................................................. 60 Create a Folder ................................................................................... 61 How to create a folder ................................................................................... 61 Fields ........................................................................................................ 61 Locks ........................................................................................................ 62 Download Folders ......................................................................................... 62 Create an Item .................................................................................... 63 How to create an item ................................................................................... 63 Fields ........................................................................................................ 63 Create a Reusable Object ...................................................................... 64 Find this page .............................................................................................. 64 How to create a reusable object ....................................................................... 64 Create External Link ............................................................................ 66 How to create an external link.......................................................................... 66 Fields ........................................................................................................ 66 Editing Links using Web Folders......................................................................... 66 Copy a Content Item or Folder ................................................................ 67 How to copy a content item or folder ................................................................. 67 ©2009 Blackboard Inc. Proprietary and Confidential
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Fields ........................................................................................................ 67 Permissions ................................................................................................. 67 Move an Item or Folder ......................................................................... 68 How to move an item or folder ......................................................................... 68 Fields ........................................................................................................ 68 Permissions ................................................................................................. 68 Delete an Item or Folder ....................................................................... 69 How to delete items and folders........................................................................ 69 Email an Item ..................................................................................... 70 How to email an item..................................................................................... 70 Fields ........................................................................................................ 70 Download Package ............................................................................... 71 How to download an item or package ................................................................. 71 Editing the metadata ..................................................................................... 71 Upload Package ................................................................................... 72 How to upload a package ................................................................................ 72 Using Permissions .................................................................................. 73 In this section .............................................................................................. 73 Permissions Overview ........................................................................... 74 About Permissions ......................................................................................... 74 Grant permissions ......................................................................................... 74 Receive permissions ...................................................................................... 74 Smart permissions ......................................................................................... 74 Folders with Default Permissions ............................................................. 75 About Default Permissions ............................................................................... 75 Adding Permissions to an Item or Folder .................................................... 76 Adding Specific Users ..................................................................................... 76 Adding Specific User Roles ............................................................................... 76 Adding Specific Lists of Users ........................................................................... 76 Granting Everyone Permission........................................................................... 77 Granting permissions to folders v. items .............................................................. 77 Common Areas of Confusion ................................................................... 78 Viewing files and folders ................................................................................. 78 Performing actions on files or folders ................................................................. 79 Table of permissions required for specific actions ....................................... 80 About of permissions for specific actions ............................................................. 80 ©2009 Blackboard Inc. Proprietary and Confidential
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Manage Folders ..................................................................................... 82 In this section .............................................................................................. 82 Find Folder ........................................................................................ 83 How to find a folder ...................................................................................... 83 Functions ................................................................................................... 83 Permissions removed ..................................................................................... 84 Delete from Display .............................................................................. 85 How to remove folders ................................................................................... 85 Edit Folder Properties .......................................................................... 86 How to edit folder properties ........................................................................... 86 Fields ........................................................................................................ 86 Locking subfolders ........................................................................................ 88 Manage Permissions for a Folder ............................................................. 89 How to manage folder permissions ..................................................................... 89 Functions ................................................................................................... 89 Add A User to a Folder .......................................................................... 90 How to add a user to a folder ........................................................................... 90 Fields ........................................................................................................ 90 Add a Course User List or Organization User List to a Folder .......................... 91 How to add a Course User List .......................................................................... 91 Fields ........................................................................................................ 91 Add an Institution Role User List to a Folder ............................................... 92 How to add an Institution Role User List to a folder ................................................ 92 Fields ........................................................................................................ 92 Add Public Permissions to a Folder .......................................................... 93 How to add public permissions to a folder ............................................................ 93 Fields ........................................................................................................ 93 Add All System Accounts to a Folder ......................................................... 94 How to add all system accounts to a folder........................................................... 94 Fields ........................................................................................................ 94 Add Course and Organization Groups to a Folder ......................................... 95 How to add Course and Organization groups to a folder ............................................ 95 Fields ........................................................................................................ 95 Additional Notes ........................................................................................... 95 Edit Folder Permissions ......................................................................... 96 How to edit folder permissions ......................................................................... 96 ©2009 Blackboard Inc. Proprietary and Confidential
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Permissions types ......................................................................................... 96 Fields ........................................................................................................ 96 Permissions Warning ...................................................................................... 96 Folder Comments ................................................................................ 98 How to choose the comment options .................................................................. 98 Set Private / Shared Comments for a Folder ............................................... 99 How to choose the comment options .................................................................. 99 Add Comments to a Folder ................................................................... 100 How to add comments to a folder ..................................................................... 100 Functions .................................................................................................. 100 Notifications..................................................................................... 101 Find this page ............................................................................................. 101 Functions .................................................................................................. 101 How to subscribe to a folder ........................................................................... 101 Manage Items ...................................................................................... 102 In this section ............................................................................................. 102 Edit Item Properties ........................................................................... 105 How to edit item properties ............................................................................ 105 Fields ....................................................................................................... 105 Overwrite File .................................................................................. 106 How to overwrite a file.................................................................................. 106 Using Versioning and Overwrite File .................................................................. 106 Metadata ......................................................................................... 107 How to add metadata to an item ...................................................................... 107 Manage General Metadata .................................................................... 108 How to manage General Metadata for an item ...................................................... 108 Manage IMS Metadata .......................................................................... 109 How to manage IMS metadata .......................................................................... 109 Manage Full IMS Metadata .................................................................... 110 How to add IMS Metadata to a Blackboard Learn - Content Management Item ................ 110 Manage Dublin Core Metadata ............................................................... 113 Find this page ............................................................................................. 113 Manage Custom Metadata .................................................................... 114 How to manage custom metadata ..................................................................... 114 Fields ....................................................................................................... 114 Adding Dynamic Metadata .................................................................... 115 ©2009 Blackboard Inc. Proprietary and Confidential
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How to add dynamic metadata ........................................................................ 115 Metadata Attributes ........................................................................... 116 How to manage metadata attributes ................................................................. 116 Functions .................................................................................................. 116 Add Attribute ................................................................................... 117 How to add an attribute ................................................................................ 117 Batch Add Attribute Options ................................................................. 118 How to batch add attribute options ................................................................... 118 Metadata Template Creation ................................................................ 119 How to Add a Template ................................................................................. 119 How to Design a Template .............................................................................. 119 Add Instructions ................................................................................ 120 Find this page ............................................................................................. 120 How to add instructions ................................................................................. 120 Add Step Header ............................................................................... 121 Find this page ............................................................................................. 121 How to add a step header .............................................................................. 121 Add Field ......................................................................................... 122 Find this page ............................................................................................. 122 How to add a new field.................................................................................. 122 How to add an existing field............................................................................ 122 Format Field .................................................................................... 124 Find this page ............................................................................................. 124 How to format a new field .............................................................................. 124 How to format an existing field ........................................................................ 124 Editing Metadata Templates ................................................................. 125 How to edit metadata templates ...................................................................... 125 Edit Metadata Template Properties ........................................................ 126 How to edit metadata template properties .......................................................... 126 Edit Metadata Template Availability ....................................................... 127 How to edit metadata template availability ......................................................... 127 Edit Metadata Template Forms.............................................................. 128 How to edit metadata template forms ............................................................... 128 How metadata template elements arranged ........................................................ 128 Fields ....................................................................................................... 129 Delete an Attribute ............................................................................ 131 ©2009 Blackboard Inc. Proprietary and Confidential
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How to remove an attribute ............................................................................ 131 Edit Attribute ................................................................................... 132 How to edit attributes ................................................................................... 132 Search for Attributes .......................................................................... 133 How to search for attributes ........................................................................... 133 Fields ....................................................................................................... 133 Manage Versions ................................................................................ 134 How to manage versions for an item .................................................................. 134 Using Web Folders in Versioning with Workflows ................................................... 135 Manage Permissions for an Item ............................................................ 136 How to manage item permissions...................................................................... 136 Functions .................................................................................................. 136 Add a User or User List to an Item ......................................................... 137 How to add a user or user list to an item ............................................................ 137 Permissions in copied Courses.......................................................................... 137 Edit Item Permissions ......................................................................... 139 How to edit item permissions .......................................................................... 139 Permissions ................................................................................................ 139 Permissions Warning ..................................................................................... 139 Tracking .......................................................................................... 140 How to manage tracking for an item .................................................................. 140 Tracking multiple operations ........................................................................... 140 WebDAV clients ........................................................................................... 140 Item Comments ................................................................................. 141 How to work with item comments ..................................................................... 141 Add Catalog Entry .............................................................................. 142 How to add a catalog entry ............................................................................. 142 Passes ............................................................................................... 143 In this section ............................................................................................. 143 Manage Passes .................................................................................. 144 How to manage passes .................................................................................. 144 Add Pass .......................................................................................... 145 How to add a pass ........................................................................................ 145 Email Passes ..................................................................................... 146 How to email passes ..................................................................................... 146 Portfolios ........................................................................................... 147 ©2009 Blackboard Inc. Proprietary and Confidential
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In this section ............................................................................................. 147 About Portfolios ................................................................................ 148 Portfolio Types ........................................................................................... 148 My Portfolios .............................................................................................. 148 Create a Personal Portfolio .................................................................. 149 Step 1: Plan ............................................................................................... 149 Step 2: Create a new Personal Portfolio or use a template ....................................... 149 Step 3: Style the Appearance of the Portfolio ....................................................... 149 Step 4: Add Pages and Artifacts to the Portfolio .................................................... 150 Artifacts .......................................................................................... 151 How to create an artifact ............................................................................... 151 Manage Personal Portfolio.................................................................... 152 How to manage a personal portfolio .................................................................. 152 Comments ................................................................................................. 152 Portfolio to Go ............................................................................................ 152 Share a Personal Portfolio.................................................................... 153 Scenarios for sharing a Personal Portfolio............................................................ 153 Portfolio Search .......................................................................................... 153 How to share a personal portfolio with a Course or an Organization ............................ 153 How to share a personal portfolio with Institution Roles .......................................... 154 How to share a personal portfolio with all system accounts ...................................... 154 How to share a personal portfolio with system users .............................................. 155 How to share a personal portfolio with external users ............................................. 155 Review Portfolios .............................................................................. 157 How to review a portfolio............................................................................... 157 Organize Received Portfolios ........................................................................... 157 Basic Portfolios ................................................................................... 158 In this section ............................................................................................. 158 Create a Basic Portfolio ....................................................................... 159 How to create a basic portfolio ........................................................................ 159 Text Menu Style .......................................................................................... 160 Button Menu style ........................................................................................ 160 Copy Basic Portfolio ..................................................................................... 161 How to copy a Basic Portfolio .......................................................................... 161 Fields ....................................................................................................... 161 Basic Portfolio Copied receipt ......................................................................... 162 ©2009 Blackboard Inc. Proprietary and Confidential
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Basic Portfolio Contents ...................................................................... 163 Find this page ............................................................................................. 163 How to add content ...................................................................................... 163 How to add a link ........................................................................................ 163 How to add an item ...................................................................................... 164 Manage Basic Portfolio ........................................................................ 165 Comments ................................................................................................. 165 Link Checker .............................................................................................. 165 Link Checker Results ..................................................................................... 166 Download a Basic Portfolio ............................................................................. 166 Share a Portfolio ............................................................................... 167 Basic Portfolio Search ................................................................................... 167 Share with a Course or an Organization .............................................................. 167 Learning Objects Catalog ....................................................................... 168 In this section ............................................................................................. 168 Learning Objects ............................................................................... 169 Find this page ............................................................................................. 169 Functions .................................................................................................. 169 Search the catalog ....................................................................................... 170 Permissions ................................................................................................ 170 Manage Catalog Categories ................................................................... 171 How to manage catalog categories .................................................................... 171 Functions .................................................................................................. 171 Manage Catalog Entries ....................................................................... 172 How to manage catalog entries ........................................................................ 172 Functions .................................................................................................. 172 Group Collaboration ............................................................................. 174 Introduction ............................................................................................... 174 In this section ............................................................................................. 174 Create a Group Folder ........................................................................ 175 About group folders ...................................................................................... 175 How to create a group folder .......................................................................... 175 Share a Group Folder .......................................................................... 176 About shared group folders ............................................................................. 176 How to share a folder with a Course Group .......................................................... 176 How to share a folder with a user group ............................................................. 176 ©2009 Blackboard Inc. Proprietary and Confidential
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Locate a Group Folder ........................................................................ 177 Locate a group folder.................................................................................... 177 Collaborate on Documents ................................................................... 178 About group collaboration .............................................................................. 178 Versioning ................................................................................................. 178 Workflow .................................................................................................. 178 Locks ....................................................................................................... 178 Comments ................................................................................................. 179 Tracking.................................................................................................... 179 Collaboration ...................................................................................... 180 Introduction ............................................................................................... 180 In this section ............................................................................................. 180 Collaboration Overview ....................................................................... 182 Uses......................................................................................................... 182 See also .................................................................................................... 182 Collaboration Splash Page .................................................................... 183 Functions .................................................................................................. 183 Working with Models .......................................................................... 184 Functions .................................................................................................. 184 See also .................................................................................................... 184 Working with Models .......................................................................... 185 Functions .................................................................................................. 185 See also .................................................................................................... 185 Creating a Workflow Model .................................................................. 186 How to create a new workflow model ................................................................ 186 See also .................................................................................................... 186 Adding Milestones .............................................................................. 188 Find this page ............................................................................................. 188 How to add milestones .................................................................................. 188 See also .................................................................................................... 188 Adding Actions .................................................................................. 189 Find this page ............................................................................................. 189 How to add an action .................................................................................... 189 Adding Permissions ............................................................................ 191 Find this page ............................................................................................. 191 How to add permissions ................................................................................. 191 ©2009 Blackboard Inc. Proprietary and Confidential
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Extending Content Permissions for a Workflow Item ................................... 192 How to Extend the Permission for a Workflow Item ................................................ 192 See Also .................................................................................................... 192 Editing a Workflow Model .................................................................... 193 How to edit a workflow model ......................................................................... 193 Sharing Workflow Models ..................................................................... 194 Find this page ............................................................................................. 194 How to share a workflow model ....................................................................... 194 How to remove a shared workflow .................................................................... 194 See also .................................................................................................... 194 Copying Workflow Models .................................................................... 195 How to copy a workflow model ........................................................................ 195 Linking Items to a Workflow ................................................................. 196 Find this page ............................................................................................. 196 How to link items to a workflow ....................................................................... 196 Starting a Workflow............................................................................ 197 Find this page ............................................................................................. 197 See also .................................................................................................... 197 Creating an Instant Workflow................................................................ 198 Find this page ............................................................................................. 198 How to create a new workflow ........................................................................ 198 See also .................................................................................................... 198 Using a Shared Workflow Model ............................................................. 199 Find this page ............................................................................................. 199 How to start a new workflow based upon a shared workflow ..................................... 199 See also .................................................................................................... 199 Creating an Item-Based Workflow .......................................................... 200 Find this page ............................................................................................. 200 How to create an item-based workflow .............................................................. 200 See also .................................................................................................... 200 Editing an Active Workflow .................................................................. 201 How to edit an active workflow ....................................................................... 201 See also .................................................................................................... 201 About Workflows ............................................................................... 202 Find this page ............................................................................................. 202 Functions .................................................................................................. 202 ©2009 Blackboard Inc. Proprietary and Confidential
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Model Design .................................................................................... 204 Find this page ............................................................................................. 204 Functions .................................................................................................. 204 To Do List ........................................................................................ 205 Find this page ............................................................................................. 205 Functions .................................................................................................. 205 Update Action ................................................................................... 206 Find this page ............................................................................................. 206 Functions .................................................................................................. 206 Workflow Notifications ........................................................................ 207 Find this page ............................................................................................. 207 How to subscribe to a workflow ....................................................................... 207 How to opt-out of workflow notifications ............................................................ 207 Email .............................................................................................. 208 Find this page ............................................................................................. 208 How to send an email.................................................................................... 208 ©2009 Blackboard Inc. Proprietary and Confidential
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Introduction
Welcome to Blackboard Learn - Content Management! Blackboard Learn - Content Management is
a feature-rich, fully integrated system for storing, sharing, and publishing content. This manual is a
reference for all end-users of Blackboard Learn - Content Management including Students,
Instructors, librarians, and other members of an educational community.
About Blackboard Learn - Content Management
The Blackboard Learn - Content Management allows users to manage learning content, digital
assets, and ePortfolios in an enterprise learning environment. It is fully integrated with Blackboard
Learn - Course Delivery and Blackboard Learn - Community Engagement—making use of a similar
interface as well as creating repositories for Blackboard Learn - Course Delivery Courses and
users.
About Blackboard Learn - Course Delivery and Blackboard Learn - Community
Engagement
Blackboard Learn - Course Delivery is a robust course management system (CMS) that is licensed
with several different options. Blackboard Learn - Course Delivery includes the course
management system and advanced integration and data management tools. Adding Blackboard
Learn - Community Engagement introduces a customizable portal designed to support several
different groups of users with specialized content.
About Blackboard Inc.
Blackboard Inc. develops, licenses, and supports enterprise software applications for the global
education market. Working in concert with client-institutions and technology partners, Blackboard is
committed to enabling client innovation and enriching the educational experience through
information technology and offers the industry’s leading e-Education platform. Blackboard Learn of
enterprise applications includes Blackboard Learn - Course Delivery ™, Blackboard Learn Community Engagement ™, and Blackboard Outcomes System ™, as well as the Blackboard
Learn - Content Management. Through the use of Building BlocksSM technology, Blackboard’s suite
of applications has been architect and designed to deliver a flexible, customizable, and seamlessly
integrated operating environment for e-Education.
Using this manual
This manual is best read as a reference, rather than as a book read cover to cover. If the manual is
viewed online, the embedded links enable the user to navigate quickly through topics. For readers
that prefer to print out and read a paper copy of the manual, refer to the table of contents to locate
topics that are referenced in the text. To make this manual easier to use a number of conventions
appear throughout. These conventions are detailed in the table below.
S ym b o l
De sc r ipt ion
Bold type
A button or field name.
[r]
Required field.
Courier Font
Text that users should type.
Steps
Tasks users should perform.
©2009 Blackboard Inc. Proprietary and Confidential
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Organize and Manage Content
About organizing and managing content
The Content Collection allows users to store, share, and publish content within personal user
folders, Course folders and Institution folders. This chapter explains how to organize and manage
content in ways that are beneficial to them and to other users in the system.
In this section
This section includes information on the following topics:
T op i c
De sc r ipt ion
Organize content in
folders
Describes how content is organized within folders.
Organize folder
permissions
Explains how folder permissions are managed.
Tools for sharing and
finding content
Describes tools available for searching and sharing content.
Recycle Bin
Describes the Recycle Bin that contains any items or folders that have
been deleted from the Blackboard Learn - Content Management.
Unique ID Tool
Describes the Unique ID Tool that reconciles the paths to files and
folders with unique IDs for those Blackboard Learn - Content
Management items.
Organize the user
folder
Explains how to organize content and permissions in the username
folder.
©2009 Blackboard Inc. Proprietary and Confidential
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Organize content in folders
About Organizing Content
Before adding any content to the Content Collection, users should plan out how they will manage
their content. This allows them to organize content in a way which best meets their individual
needs.
Files in the Content Collection are organized in a tree structure of nested folders up to, and
including, the content area level. This means that each folder may contain other subfolders and
files. The term “items” refers to files and folders.
A folder stores both files and other folders. Folders are automatically available to the user who
added a folder but must be shared if other users are to view the folder and its contents. It is
important to remember that all folders are contained within other folders up to the root (/) folder.
Root folders are folders in which all other folders are placed. Content areas, such as Users,
Courses, Institution, and Library, are simply folders stored under the root folder.
Note: The system does not allow subfolders with the same name in a single
parent folder. For example, two folders named Group Projects may not be created
in the top-level of the username folder. The system also does not allow files with
the same name to exist in a folder.
Private content space and Public content space
Creating separate folders for personal content (private space) and folders that are available to
other users (public space) is very helpful. This method allows the user to have certain folders
available only to them, where they can store personal content. For example, one personal folder
may contain papers and projects that are in progress, while another contains professional content
that is not ready to be shared, such as resumes and cover letters for jobs. Additional permissions
for these personal folders are not granted to anyone else.
When a document is ready to be shared, it may be copied or moved to a public folder. For
example, if an Instructor is working on a Course document he or she can create the draft in a
personal folder, and then move it to a shared folder when it is complete. The shared folder is
shared with all users enrolled in the class (public space that is set to be available to only Course
members), and allows for collaboration.
Creating a private folder
A private folder is created in the same way as other folders in the Content Collection, through the
Add Folder option. The permissions granted on the folder determine whether or not it is private. In
the username folder, a private folder is a subfolder that is not shared with any other users. A user
may create a subfolder in his or her username folder and not grant other users permissions to it.
Creating a Public folder
Similar to private folders, public folders are created in the same way as other folders, using the
Add Folder option. The permissions granted on a folder determine whether or not it becomes
available to multiple users and groups of users. Any user with Manage permissions may share the
item with a wider audience. In a username folder, a public folder may be created and shared with a
group of users collaborating on a project.
©2009 Blackboard Inc. Proprietary and Confidential
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Organize Folder Permissions
Organizing Folders
It is helpful if users organize folders in a way that allows them to manage permissions by folder,
rather than by file. For example, create a folder that contains all files used in a group project. This
way the entire folder may be shared with the group members, rather than trying to manage
permissions on separate items stored in different folders.
Only Read permission should be added to a top-level folder, for example the username folder.
Anytime a permission is added or changed on the top-level folder, check any subfolders or files
designated as Private and verify that additional permissions have not inadvertently been added that
would expose protected information.
Sharing Folders
When adding folders and files to the Content Collection, keep in mind which users and user lists
the content will be shared with. Try to create folders in which all items are to be shared with the
same users. When items shared with the same users are spread out among different folders, it
may become very difficult to manage. For example, if the user plans on creating documents that
will be applicable to all users at the Institution, they should create a folder that will be shared with
All System Users, then add the specific items to this folder.
Sharing files
Files are automatically available to the user that added the file but must be shared if other users
are to view the item.
Files inherit permissions from the folder they reside in. This means that if a file is added to a folder
that already has Read and Write permission for certain users or user lists, the those same users
will also have Read and Write permission on the newly added file.
Overwrite Option on Folders
When editing or adding permissions to a parent folder, the user has the option to force all files and
subfolders to inherit these permissions. For example, if the Read and Write permissions are added
to the folder, and an item within the folder has Read, Write, and Delete permissions, Delete
permissions would be removed from the file. All subfolders and files within the parent folder would
be granted Read and Write permissions.
If this option is not selected, the files and subfolders are automatically granted any additional
permission given to the parent folder, but existing permissions are not removed. For example, if
Read, Write and Manage permissions are added to the folder, and an item within the folder has
Read, Write, and Delete permissions, the permissions for the file would remain Read, Write and
Delete, and Manage would be added.
After editing permissions on a folder, the user may edit the permissions on an item, but these will
be overwritten the next time permissions on the parent folder are edited. This is one reason storing
items with the same purpose and audience in a single folder makes managing permissions much
easier.
©2009 Blackboard Inc. Proprietary and Confidential
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Tools for Sharing and Finding Content
About Tools for sharing and finding content
A number of tools are available to facilitate sharing content and searching for content that has been
shared. These options are dependent on the level of the folder shared, for example granting
permission on a top-level folder versus a subfolder. Remember that when a folder is shared,
permissions are granted to all content in the folder.
Find Folder
The Find Folder option allows users to search for top-level folders they have permissions to, for
example if another user has granted him or her Read permission on a username folder. When a
user is granted permissions to a top-level folder, the Find Folder option allows the user to locate
the folder and add it to his or her Content Collection Menu; making is easy to access the folder on
a regular basis.
Users may decide to share a top-level folder with another user, and then adjust the permissions on
the content within, limiting the content this user may access. For example, grant the user Read
permission on the username folder. Then open the folder and remove Read permission for the
content this user should not view. The user may still use the Find Folder option, but they will only
view specific content in the folder.
Search
Search allows users to locate all files and folders that have been shared with them. When a search
is performed only those items to which a user has permissions will be returned. If permissions are
granted on a nested folder (and not the top-level folder) the user may search for the folder and
bookmark it; the Find Folder option may not be used on nested folders.
Go To Location
Go to Location allows users to go directly to a specific folder that has been shared with them in the
Content Collection. This time-saver allows users to enter the path to open a folder and Bookmark
the location at the same time.
Bookmarks
Bookmarks enable quick access to frequently used content a without having to navigate through
several folders. Bookmarks can be organized into folders and subfolders as needed by the user.
This tool is helpful when permissions are granted on a nested folder, since the Find Folder tool may
not be used.
Workflow Activities
If a user is expected to take action or respond to an item, it is helpful to send a Workflow Activity
with the item. When a Workflow Activity is created users are selected to share the item with and
permissions are granted. An option may also be selected to send an email to these users stating
that this item has been shared with them and that a Workflow Activity is attached to it.
©2009 Blackboard Inc. Proprietary and Confidential
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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 system accounts. When a pass is created, the
user 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 user will no longer be able to access the file.
Portfolios
Portfolios allow users to collect and organize files into custom Web pages. These Portfolios can
then be presented to individuals and groups of users. It is important that users consider the
permissions granted to files that are linked to in a Portfolio. If another user has permissions (other
than Read) to a file that is linked to a Portfolio, the file may be edited or removed, resulting in
issues for the Portfolio users.
©2009 Blackboard Inc. Proprietary and Confidential
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Recycle Bin
The Recycle Bin is a Blackboard Learn - Content Management folder that contains any items or
folders that have been deleted from Blackboard Learn - Content Management. Any user can
restore items from the Recycle Bin to Blackboard Learn - Content Management.
Warning: If the Recycle Bin is disabled, any items or folder deleted
from Blackboard Learn - Content Management are permanently
deleted.
Find this page
The Recycle Bin is displayed under the Institution folder on the Institution Content directory tree.
Click Recycle Bin to display its contents.
Note: The Recycle bin does not appear until the first item is deleted.
Functions
The following functions are available on the Recycle Bin page.
F un ct io n
De sc r ipt ion
Action Bar
Empty Bin
Click to delete all the contents of the Recycle Bin. Click Yes on the
warning message to complete the deletion.
Build
Add any of the following items to the Recycle Bin:
•
Assignment
•
Course Content
•
Discussion Topic
•
External Link
•
Grade Center
•
Snippet
Download
Select Items or Packages to save them in a compressed ZIP file.
Copy
Copy items from the Recycle Bin. Select items and click Copy to display
the Copy Item or Copy Folder page.
Move
Move items from the Recycle Bin to another directory. Select items and
click Move to display the Move Item or Move folder page.
Restore
Restore items from the Recycle Bin to their previous locations in
Blackboard Learn - Content Management.
©2009 Blackboard Inc. Proprietary and Confidential
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F un ct io n
De sc r ipt ion
Delete
Select items or folders and click Delete to permanently delete them from
Blackboard Learn - Content Management.
Refresh
Click to display any items or folders added to the Recycle Bin since the
last browser session.
Item and Folder
Information
360° View
Click to access to a single holistic view of an item.
Restore Location
The item and its original path are displayed.
Edited
The date and time that the item or folder was last edited.
Size
The size of the item or folder in KB.
Permissions
The permissions for that item or folder are displayed.
Versions
The version status of the item or folder is displayed.
Comments
The comments for the item or folder are displayed.
Show All
Click this to display all the items contained in the Recycle Bin on one
page.
Edit Paging
Click this to control how many items are displayed on the Recycle Bin
page.
©2009 Blackboard Inc. Proprietary and Confidential
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Unique ID Tool
In previous versions of Blackboard Learn - Content Management, links to the Blackboard Learn Content Management files and folders (when viewed from Course Documents, for example) were
stored as absolute paths in the database. The problem was that every time a Blackboard Learn Content Management file or folder was moved, the link would break. These links are the links that
can be viewed elsewhere in the Learning System.
The Unique ID Tool solves this problem by reconciling the paths to files and folders (as seen in the
Learning System) with the unique IDs for those Blackboard Learn - Content Management items.
This unique ID never changes, even if the item is moved within the Blackboard Learn - Content
Management.
Find the tool
The tool can be found in the following directory: blackboard-installationdir\apps\bbcms\bin.
How to execute the unique ID tool
Follow these steps to run this tool from the command line:
1.
Open the command line interface.
2.
Navigate to this folder: blackboard-installation-dir\apps\bbcms\bin.
3.
Type updatecspathtoxythosid and press Enter.
Note: This tool can be run more than once in case problems occur.
Execute the tool with a log file
A log file can be generated with this tool that shows broken links that could not be reconciled with a
Blackboard Learn - Content Management item.
Execute the following command to run the tool and generate the log file:
•
Type updatecspathtoxythosid > path/filename.txt and press Enter. Where path
is the folder where the log file is placed and filename.txt is the name of the log file.
©2009 Blackboard Inc. Proprietary and Confidential
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Organize the User Folder
About the user folder
A user folder is created the first time a user enters the Content Collection. The name of this folder
is the same as the username. This area may be organized according to the individual’s needs.
Note: The Administrator determines whether username folders are granted for all
users or only users with certain roles.
Storing content
Users should organize their user folder so that personal files and shared files are easy to access
and manage. The user folder is a good area to for storing documents that are in development and
private files. This area may also be used as a working space for group collaboration. The following
are some examples of folders which may be helpful to create:
•
Private Folder – a working area where projects that are in progress are stored. This
folder is not shared with any users.
•
Group folders - group collaboration folders, shared with other group members, where
projects may be worked on together.
•
Private Course material folders – if the user is an Instructor, a folder in this area may
be used to store private Course information, such as Student Grades.
Granting Permissions
Users should only grant Read permission on the top-level username folder. Granting additional
permissions to this folder makes it very difficult to manage and organize the contents. If other users
are granted Read permission to the top-level folder, don’t forget to remove permissions for any
subfolders or items that should remain private.
©2009 Blackboard Inc. Proprietary and Confidential
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View Content
This section reviews how to find files within the Content Collection.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Access the Content
Collection
Describes how to log in and open the Content Collection.
Personal Settings
Describes how to set a new entry point through the Personal Settings
page.
Content Areas
Reviews the different sections of content storage found in the left pane.
e-Reserves
Introduces e-Reserves and explains how they are managed by
librarians.
Folders and Items
Introduces the basic components of the Content Collection, folders and
items.
Navigation
Details the different objects used to move through the Content
Collection.
Go to Location
Details the Go to Location function that allows users to go directly to a
specific folder in the Content Collection
Bookmarks
Describes how users can save and organize Bookmarks.
Add Bookmarks
Provides instructions on how to set up a Bookmark to quickly access a
file without navigating through folders to find the file.
Web Folders
Explains Web Folders, and provides instructions for setting them up.
360 Degree View
Users have access to a single holistic view of a Blackboard Learn Content Management item by using the 360° View.
©2009 Blackboard Inc. Proprietary and Confidential
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Access the Content Collection
The Content Collection is fully integrated with the Blackboard Learn - Course Delivery. If you can
log in to Blackboard Learn - Course Delivery you can access the Content Collection.
How to login to Blackboard Learn - Course Delivery
Follow these steps to login to Blackboard Learn - Course Delivery:
1.
Enter the URL for Blackboard Learn - Course Delivery in a Web browser.
2.
Click Login.
3. Enter the Username and Password for an active account.
For more information on logging into Blackboard Learn - Course Delivery please see the
Blackboard Learn - Course Delivery Student Manual.
How to find the Content Collection
The Content Collection is a seamless part of Blackboard Learn - Course Delivery. After logging into
the Learning System, select the Content Collection tab to access the Content Collection.
Keep in mind that the System Administrator may restrict access to the Content Collection. The
System Administrator may also rename the Content Collection tab. If you have difficulty finding
the Content Collection after logging into Blackboard Learn - Course Delivery, please contact the
System Administrator at your Institution for assistance.
©2009 Blackboard Inc. Proprietary and Confidential
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Personal Settings
The Personal Settings page allows users to select an entry point into the Content Collection that
best meets their needs. If a user accesses the same Course in the Content Collection every time
they open the tab, simply set the Home Page to point to that Course folder in the Content
Collection for quick access.
How to Choose a Personalized Home Page
1.
Open the Content Collection tab.
2.
Click Tools > Personal Settings.
3.
Click Custom Location.
4.
Use the Browse function to search for and insert a location. Enter the location that should
appear when accessing the Content Collection tab.
5.
Click Submit.
©2009 Blackboard Inc. Proprietary and Confidential
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Content Areas
The Content Collection organizes files and folders into separate areas for users, Courses, and the
Institution itself. Each area is accessed through the Content Collection menu. Selecting an area
displays the hierarchy of folders and files available to the user in that area.
Areas act as the main file directories beneath the top-level folder. For example, the location bar for
the Course Content area is /courses. The folder for a Course within that area would read
/courses/course_name. For more information on folders and items, please see the next topic,
Folders and Items.
My Content
The My Content area is used to store folders and files (referred to as items) for each user. Opening
the My Content area will allow access to personal files the user has added to the Content
Collection.
Note: Users must use the Search feature to find and view content items or folders
that have been shared with them. The user may add Bookmarks to these locations
so they are easily found in the future.
Course Content
The Courses area is used to store folders and files for each Course. Opening the Course Content
area will show a folder for each Course that allows the user to see content. Instructors will see
folders for the Courses they are teaching when they access the Content Collection. Instructors
must grant permissions to Students before Course folders will be available to them.
Institution Content
The Institution area is used to store folders and files for educational and administrative services not
directly related to a Course. The Institution Content area view in the Content Collection menu also
includes a separate area dedicated to the Library. The school library may use this area to post eReserves, electronic manuscripts, and other resources. With the ability to share folders and files
across the Content Collection and seamless integration with Blackboard Learn - Course Delivery,
this is a powerful and intuitive way to share and distribute library materials.
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e-Reserves
e-Reserves allow librarians to make content available to users throughout the system. Content is
made available in the Library Content folder, or placed into a Course folder within e-Reserves. All
users who have at least Read permission to a Course folder (granted automatically by Course
enrollment), except Guests and Observers, may view the content in e-Reserves folders, but only
the librarian may add or edit e-Reserve content. Courses must be available for the content in eReserves to appear. Instructors may add content from e-Reserves to their Courses.
Librarians
The System Administrator must give a user the appropriate permission to become an e-Reserve
librarian. Librarians have access to all of the content in e-Reserves; they also have permissions to
read, write, remove and manage this content. Course Instructors may read e-Reserve content, but
they cannot edit it in any way or remove it.
Creating e-Reserve Course Folders
e-Reserves contain specific folders for Courses in the system. The System Administrator may
automatically generate the e-Reserves directory, which will include folders for each Course. If the
Administrator does not generate this directory, Course folders within e-Reserves are automatically
generated when the Instructor, Teaching Assistant or Course Builder selects the e-Reserves folder
in the file system. For example, if the Instructor for a history class would like to create an e-Reserve
folder, he or she would click the e-Reserve folder. A folder with the Course ID of the history class
will automatically appear in the e-Reserves area.
Accessing e-Reserve folders
The Find Folder option makes it very simple for e-Reserve librarians to access e-Reserve Course
folders. Using this tool, the librarian may select the e-Reserve Course folders to which they have
permission and display them in the Content Collection menu.
Note: Course folders automatically appear in the librarian’s e-Reserve area if the
librarian is enrolled in the Course.
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Folders and Items
The Content Collection stores content files as items. Items are organized into a tree structure of
nested folders and items up to, and including, the content area level. This means that each folder
can contain other folders and items.
Note: Users cannot create items and folders with the same names in a single area
of the Content Collection, for example, within My Content.
Folders
A folder stores both items and other folders. Folders must be made available to a user before that
user can view the contents of the folder. Folders are made available to users when a person with
ownership of the folder adds that user to the folder. For example, the Instructor of a Course can
make the folder for that Course available to Students in the Course. The Content Collection allows
adding users to folders in pre-defined groups such as Course users or users with a specific
Institution Role.
It is important to remember that all folders are contained within other folders up to the top-level (/)
folder. Even the content areas are simply folders stored under the top-level folder. Note that toplevel folder access is generally reserved for the Administrator.
Users added to a folder are assigned permissions to control their actions within the folder.
Permissions include: Read, Write, Delete, and Manage. Privileges are an easy way to show
content while protecting it from unauthorized changes.
The size of each folder can be restricted to prevent unmanaged growth. Size quotas are definite for
each folder, but flexible within the folder to allow some subfolders to grow larger than others.
Metadata and comments can be added to a folder to make it easy to find when searching and to
make it easy to identify the content in the folder by adding a description.
Items
An item is a file stored in the Content Collection. Items are automatically available to the user that
added the file but must be shared if other users are to view the item. The permissions, comments,
and metadata functions work the same for items as for folders. Items include several other
management features that are not used with folders.
Passes may be created for an item to allow anyone, even those without a user account, controlled
access to the item. When viewing content through a pass, the viewer cannot access other areas of
the Content Collection. Passes can assign Read permission only or Read/Write permission to allow
collaboration. Passes are a great way to share a file with someone who is not a Content Collection
user because a pass allows direct access to the file through a URL without logging in to the
system.
Items use versions to allow collaborative work without overwriting earlier drafts. Each draft is stored
as a separate version that can be checked out and checked in to manage changes. Only the user
that has a version checked out can make changes to the file.
Use of the item can be viewed through the tracking feature. Tracking displays every instance that
the file was changed or read and shows the user that took the action. Tracking is useful for
managing changes or for Instructors to verify that Students have read an item.
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Navigation
The Content Collection uses an interface similar to Blackboard Learn - Course Delivery. Users who
are comfortable navigating Blackboard Learn - Course Delivery will learn how to move around the
Content Collection quickly.
Content Collection menu
The Content Collection menu includes two navigation views: folder view and shortcut view. Users
can choose which view they prefer. The system 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). Users may drag the right-side of the frame to adjust the size of Content Collection menu.
Note: The System Administrator may override the user’s ability to switch
navigation views.
The shortcut view includes buttons to open each content area as well as Portfolios and tools. It
does not include direct access from the Content Collection menu to other tools or to folders nested
within each area.
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. Tools include workflows, Bookmarks,
search, and the online help system.
Content Frame
The Content Frame occupies most of the screen to display the current view. Users interact with
content from this view. The Content Frame also includes several navigation features. The size of
the Content Frame can be increased or decreased with respect to the Content Collection menu by
clicking and dragging the border that separates the two panels.
Action Bar
The Action Bar appears at the top of the Content Frame. It includes buttons to perform actions
specific to that page.
Location bar
The Location Bar shows the current folder that is open in the Content Frame. The location bar
appears beneath the Action Bar and includes links for all the folders in the path to the current folder
up to the top-level (/) folder.
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Content List
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. When displaying the contents of the
folder, users can sort the folders and items by clicking the column titles. The names in the list are
sorted by files and folders, with folders appearing first. The sort is also case sensitive, so all names
beginning with A-Z appear before those beginning with a-z. The disk space quota for the current
folder also appears right-justified just above the list of contents.
©2009 Blackboard Inc. Proprietary and Confidential
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Go to Location
The Go to Location page allows users to go directly to a specific folder in the Content Collection.
This time-saver allows users to enter the path to open a folder and Bookmark the location at the
same time.
Find this page
Select Go to Location under Tools on the Content Collection menu.
Fields
The Go to Location page includes the following fields.
F i e ld
De sc r ipt ion
Location
Enter the full path to the folder. Remember to begin with the top-level (/) folder. For
example, /courses/history/documents. This field is case sensitive.
Instead of typing the full path, it is sometimes easier to click Browse and use the
browser interface to find and select the folder. This is also helpful if you are unsure
of the full path!
Name
Enter a name for this Bookmark.
©2009 Blackboard Inc. Proprietary and Confidential
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Bookmarks
The Bookmark page displays all of the current user’s Bookmarks. Selecting a Bookmark
immediately opens a folder without having to take the steps to navigate to the exact path.
Bookmarks enable quick access to frequently used content without having to navigate through
several folders. From this page users can add and remove Bookmarks or simply click on a
Bookmark to go to the marked folder. Users may use Bookmarks to quickly find items and areas in
the Content Collection that have been shared with them by other users.
Bookmarks can be organized into folders and even folders within folders. The Content Collection
offers the flexibility to create sophisticated and deep Bookmark storage. Keep in mind that the
purpose of Bookmarks is to provide quick access to content, and the organization of Bookmarks
should not be more complicated than the organization of the content.
Note: If a file that has a Bookmark is overwritten, the file must be refreshed before
the new file appears when the Bookmark is selected.
Find this page
Select Bookmarks under Tools on the Content Collection menu.
Functions
The Bookmarks page includes the following functions.
To . . .
cl i ck . . .
add a Bookmark
Bookmark in the Action Bar. The Add Bookmark page appears.
delete a Bookmark
Delete after selecting the check boxes for the Bookmarks to be deleted.
If a Bookmark is mistakenly deleted, it must be recreated from the Add
Bookmark page.
follow a Bookmark
the Bookmark title. The folder the Bookmark is linked to opens.
add a Bookmark
folder
Bookmark Folder. The Add Bookmark Folder page appears. From this
page, enter a name for the folder and click Submit.
change a
Bookmark
Edit from the contextual menu. The Edit Bookmark page appears. The
user may change the link or name of the Bookmark from this page.
edit the item the
Bookmark is
pointing to
Edit from the contextual menu. The Edit item page appears. The user
may change the properties, metadata, permissions and other aspects of
the item. This link only appears if the user has Write or Manage
permissions to the item.
move the
Bookmark
select the Bookmark and click Move Bookmark. The Move Bookmarks
page appears. The user may change the destination folder for the
Bookmark.
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Invalid Bookmarks
When an item that has been added as a Bookmark is deleted from the Content Collection, the
Bookmark becomes invalid. Invalid Bookmarks are identified on the Bookmarks page and grayed
out, so they cannot be selected. The Delete option may be used to delete invalid Bookmarks from
the Bookmarks page.
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Add Bookmarks
A Bookmark is a link to an item or folder in the Content Collection. Bookmarks are convenient for
opening folders that are accessed frequently 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.
How to add a bookmark
1.
Select Bookmarks under Tools on the Content Collection menu.
2.
Click Create Bookmark from the Action Bar.
Fields
The Create Bookmark page includes the following fields.
F i e ld
De sc r ipt ion
Bookmark Information
Bookmark Name [r]
Enter a name for the Bookmark.
Bookmark Location [r]
Click Browse and use the interface to find and select the folder.
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Web Folders
WebDAV is an Internet standard used for sharing files via the Internet regardless of platform
(Windows, Macintosh, Linux, Sun Solaris, and so forth). When put into use with the Content
Collection, WebDAV (called Web Folders) is a means for each user to access content from the
Content Collection as if it were it any other network drive or folder.
Setting up Web folders to work with the Content Collection is not difficult because most operating
systems are now WebDAV compatible. All you need to connect is the Web address of the folder
and a valid Username or password.
How to find the web address of a folder
The URL for a folder in the Content Collection is needed to replicate the folder in the operating
system. Follow these steps to find the URL for a folder in the Content Collection:
1.
Navigate to the folder in the Content Collection.
2.
Click Open Web Folder in the Action Bar.
3.
A new window appears with an index of the folder contents. This page does not contain
any of the recognizable navigation elements, such as the shortcut view or the folder view,
of the Content Collection.
4.
Copy the URL that appears in the address field of the Web browser. This is the URL
needed to map to the folder.
Note: The Web Folder button will automatically open the mapped folder from the
operating system if it has already been mapped. This is a quick way to access
content for editing after locating it in the Content Collection.
Another way to find the URL of a folder in the Content Collection is simply to navigate to the Edit
Folder Properties page. The Address field on this page (Not the address displayed by the Web
browser!) contains the URL needed to map to the folder.
How to setup a web folder in windows for the Netscape browser
1.
Open Internet Explorer. Do not select Folder in the Action Bar.
2.
Open My Network Places in the left frame.
3.
Double-click Add Network Place.
4.
Enter the URL into the text field or copy and paste it.
5.
Click Next. You are prompted to enter a name for the Network Place.
6.
Enter a name for the Network Place and select Finish. The Web folder opens. It is now
listed in My Network Places.
Note: After opening My Network Places, uncheck the Folders button in the
Action Bar. The Add Network Place option appears in the left side frame.
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How to setup a web folder in windows for the Internet Explorer browser
Internet Explorer users can create a Web folder by simply selecting Web Folder on the Action Bar
inside the Content Collection. Please be aware that some versions of Internet Explorer do not allow
Web folders with a path longer than 100 characters.
How to setup a web folder in Mac OS X
After finding the URL for a folder, follow these steps to mount the folder in Mac OS X:
1.
From Finder select the Go menu and then Connect to Server.
2.
Enter the URL in the Address field. If you plan on mounting this folder often, click Add to
Favorites so you can mount it again quickly.
3.
Click OK. You are prompted for your Username and Password. Enter your Blackboard
Learn - Course Delivery Username and Password.
4.
The folder is mounted and appears on your desktop and in Finder under Network.
Note: SSL WebDAV is not supported in Macintosh OS X version 10.3.1 and
earlier. Users can use Goliath for Macintosh to support SSL with WebDAV.
Using Web Folders with the Content Collection
Web Folders mount a folder and all its subfolders and files to the operating system. Files may then
be opened and accessed with any appropriate application for viewing and editing.
For example, add a Microsoft Word file to the Content Collection in your user folder. Click on the
file from within the Content Collection. The file opens in the Web browser, it can be read and
written, but it cannot be saved back to the Content Collection. Now mount your user folder using
the instructions above. When you open the folder through your operating system you will see the
same file. When you open the file, the file opens in Microsoft Word. You can use all of Word’s
features to edit the file and you can save it back to the mounted folder. When you view the content
again through the Content Collection, your changes have been made. You may also drag folders
from the local system (for example, the Desktop) and place them in a Web Folder.
Users may add items from the Web Folder to areas in the Content Collection using the Web Folder
feature. When the Web Folder is opened, users should not attempt to navigate to other areas in the
directory using the Up button in the Web folder window.
Because the Content Collection is designed to be used by the entire community at a school or
other Institution, there are tools for not only displaying content to other users, but tools for
collaborating with other users on projects. The Versioning feature allows users working with the
same file to lock the file while making changes to prevent another user from writing over their
changes. At the same time, versioning keeps track of every saved instance of the file to make it
easy to revert to a previous draft. For more information please see the topic Versions and Manage
Versions.
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File Names
The characters a-z, 0-9, period ‘.’ and underscore ‘_’ are acceptable in file names. All standard ISO
8859 characters (not foreign characters or symbols) are also supported. All spaces will be
converted to underscores ‘_’ in the name of the uploaded file. Special characters are not supported
in file names. There is a 255 character limit for all file and folder names. The total path to a file or
folder must not exceed 400 characters.
©2009 Blackboard Inc. Proprietary and Confidential
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360° View
Users have access to a single holistic view of a Blackboard Learn - Content Management item by
using the 360° View. Information available using this view includes the following:
•
the properties of the item located on various pages in the interface,
•
the information on the links that exist to this item, and
• the metadata information associated with the item.
The 360° View is visible from the Content Collection, the Search Results and when linking to an
item.
Find this page
Click the 360° View icon on the row of the appropriate Blackboard Learn - Content Management
item to bring up the 360° View page for that item.
Functions
The 360° View page contains the following information.
File Data
De sc r ipt ion
About this File
Properties
Basic properties of the file are displayed here, including: Name,
Location Path, Location URL, Permanent URL, File Type, File Size,
Owner, Created By, Created On, Last Modified By, Last Modified On,
and Lock Status.
Comments
Any comments that have been made about the file are displayed
here.
Versions
Version information is displayed here including: Version Number,
Created, Created By, Size, and Lock Status.
Learning Objects
Catalog Entries
Any entries in the Learning Objects Catalog related to the file are
displayed here. Information includes: Name, Category, Authors,
Catalog Type, and Status.
File Activity
Permissions
All permissions assigned to the file are displayed here.
Passes
Any passes that are associated with this file are displayed here.
Links
Links
This includes a list of the Courses, Organizations and any Instructors
associated with the item.
Tracking Data
Tracking Data
Any tracking data associated with this file is displayed here.
Metadata
Dublin Core Metadata
Dublin Core Metadata information is displayed here. See Manage
Dublin Core Metadata for more information.
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File Data
De sc r ipt ion
Full IMS Metadata
Full IMS Metadata information is displayed here. See Manage Full
IMS Metadata for more information.
General Metadata
General Metadata information is displayed here. See Manage
General Metadata for more information.
IMS Metadata
IMS Metadata information is displayed here. See Manage IMS
Metadata for more information.
User-Defined
Metadata (Manage
Custom Metadata)
Metadata information that has been defined by users is displayed
here.
©2009 Blackboard Inc. Proprietary and Confidential
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Search Content
This section reviews how to find files within the Content Collection.
Contents
This section includes the following topics.
T op i c
De sc r ipt ion
Search Overview
An overview of the Search feature.
Perform a Basic Search
Explains how to perform a Basic Search.
Perform an Advanced Search
Explains how to perform an Advanced Search.
Search Portfolios
Explains how to search Portfolios.
Using Search Results
Describes how to use the results of a search.
Save Searches
Describes how to save searches and manage them.
Discover Content
Users can search for and insert Reusable Objects into their
Courses.
Quick Search from the Tools
Menu
Explains the Quick Search tool.
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Search Overview
About Search
The Search Content tool provides users with ways to access, group, and save the vast amount of
content available to them in the Content Collection. It provides an alternative way to access
information that is presented in the user’s folder tree or shortcut view, as well as information that is
shared to a user but not accessible from the Content Collection menu.
Search is a powerful tool to use in two circumstances:
•
Accessing files or folders not displayed in the folder tree. If Read permission has been
granted to a user on a file or folder that is not displayed in a user’s folder tree or
shortcut view, search criteria, such as the name of the file or folder or the username of
a person who created the file, may be used to find the item.
•
Discovery of information. Use search to find information stored in the Content
Collection related to a particular topic, written by a specific user, or including particular
metadata.
The Search page is quickly accessible from the Tools panel on the Content Collection menu. It is
most useful when at least part of the item name is known. Users also have the option of conducting
either a Basic Search or an Advanced Search. Searches can be saved and used over and over
again from the Saved Searches page. Users may also search Portfolios and Portfolio items.
Note: Content Collection items attached to Portfolios are searched during a Basic
or Advanced Search. Whole Portfolios and Portfolio items (such as Welcome
pages, Item pages, and Template pages) cannot be located using Basic and
Advanced Search. Use the Portfolio Search to locate these items.
‘Smart’ Searches
All searches are based on the permission a user has on a file or folder. If Read permission does
not exist on an item, it will not be displayed in the Search results, even if it matches the search
criteria. If additional permission exists on a file or folder, the permission will apply to that file or
folder if it is opened from the search results.
‘And’ Searches
Entering criteria in multiple search fields on the Search page creates what is known as an ‘AND’
search. An item must meet all the criteria entered on the page to be returned in the search results.
Each criteria entered narrows the search.
Only one field on the page must have criteria entered in it to execute a search. It is not possible to
return all files and folders by entering no criteria.
Case Insensitivity
All searches are case-insensitive. Regardless of whether lower-case or capital letters are typed,
the search will ignore this and return the same results.
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Search criteria
The following information is helpful when conducting searches in the Content Collection:
•
Users must enter at least one term on a Search page; they cannot return all files on the
system by entering nothing.
•
If multiple words are entered in a search, the query will return only those files that
include all of the specified words.
•
Wildcard searches may be used when searching file contents. For example, if “search*”
is entered, items with “search” and “searches” in the content will be returned. Partial
word searches may not be used in this instance.
•
Partial word searches may be used when searching file names. For example, if
“searches” is entered, items with “search” in the file name will be returned. Wildcard
searches may not be used in this instance.
•
Users may enter a file extension in the File or Folder Name field to return all files for
one type of extension. For example, “.xls” may be entered to return all Excel files.
•
Use the buttons on the Search page and Search Results page, such as Submit and
Back, rather than using the options in the Browser Action Bar or ENTER on the
keyboard. Using options other than those provided on the pages of the Content
Collection may result in error messages.
Wildcard, Proximity and Fuzzy searches
The following information is helpful when conducting wildcard, proximity and fuzzy searches in the
Content Collection. These types of searches may only be used when searching file contents, not
file names.
•
A single character wild card search may be performed by using the “*” symbol in the
middle or at the end of the search terms. This is used to find a term where one
character is debatable, for example, “te*t”.
•
A multiple character wild card search may be performed by using the “*” symbol in the
middle or at the end of the search terms. This is used to find a term where multiple
characters are debatable, for example, “test*”.
•
A “*” symbol cannot be used as the first character in a search; this will return all items in
the Content Collection.
•
Fuzzy searches may be done using the tilde, “~”, symbol. For example, to search for a
term similar in spelling to “roam”, enter “roam~” in the search field.
•
Users may search for words within a certain proximity to one another using the tilde,
“~”, symbol. For example to search for "test" and "history" within 10 words of each other
in a document use the search: "test history"~10.
Boolean searches
The following Boolean operators may be used to search in the Content Collection: AND, OR, NOT,
“-“, “+”. Boolean operators must be entered in ALL CAPS. Parentheses may be used to group
clauses and form sub queries in searches.
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OR operator - This operator links two terms and finds a matching document if either of the terms
exists in the document. The symbol “ll” may be used in place of the word OR. For example, to
search for documents that contain either "test history" or just "test" use one of the following queries:
"test history" test , "test history" OR test
AND operator – The AND operator matches documents where both terms exist anywhere in the
text of a single document. The symbol “&&” can be used in place of the word AND. For example, to
search for documents that contain "test history" and "history test" use the query: "test history" AND
"history test"
NOT operator – The NOT operator excludes documents that contain a specific term. The symbol
“!” can be used in place of the word NOT. For example to search for documents that contain
“history test” but not “calculus test” use the following query: “history test” NOT “calculus test”
+ operator – This operator requires that the term after the “+” symbol exist somewhere in the text
of a single document. For example, to search for a document that contains “test” and may contain
“history” use the following query: +test history
- operator – This operator will exclude documents that contain a specific term. For example, to
search for documents that contain “history test” but not “history assignment” use the following
query: history test – assignment
Grouping – Parentheses may be used to group clauses to form subqueries within a Search. For
example, to search for either “history” or “revolution” and “test” use the following query: (history or
revolution) AND test
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Perform a Basic Search
About Basic Search
Basic Search allows users to quickly search for Content Collection items using a limited number of
search criteria. The filename and all metadata associated with the file are automatically included in
the search.
Basic Search fields
Basic Search includes two search fields:
F i e ld
De sc r ipt ion
Search Criteria
Metadata, File Name, or
Folder Name
Search File Contents
•
Select Contains to search for all items that contain the
criteria entered. Select Equals to search for all items
that exactly match what you have entered.
•
Enter text to search for in the Content Collection. This
field searches the names of metadata, files, and folders
loaded in the Content Collection.
•
The file types searched are: .doc, .xls, .ppt, .pdf
(excluding encrypted pdf files), .html, .htm, .rtf, .txt.
•
The asterisk (*) symbol may be used to return all files
and folders that a user has permission to Read (up to a
number set by the System Administrator); this is known
as a wildcard search.
•
Partial word searches are allowed (typing part of a word
as opposed to the whole word, for example, ‘enviro’
instead of ‘environment’).
•
A single character wild card search may be performed
by using the “*” symbol in the middle or at the end of the
search terms. This is used to find a term where one
character is debatable, for example, “te*t”.
•
A multiple character wild card search may be performed
by using the “*” symbol in the middle or at the end of the
search terms. This is used to find a term where multiple
characters are debatable, for example, “test*”.
•
Fuzzy searches may be done using the tilde, “~”,
symbol. For example, to search for a term similar in
spelling to “roam”, enter “roam~” in the search field.
•
Users may search for words within a certain proximity to
one another using the tilde, “~”, symbol. For example to
search for "test" and "history" within 10 words of each
other in a document use the search: "test history"~10.
Click this checkbox to search through the contents of the files
themselves.
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F i e ld
De sc r ipt ion
Search Recycle Bins
Choose whether or not to search the Recycle Bins by using the
Yes or No radio buttons.
This option only appears if the Recycle Bin is enabled.
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Perform an Advanced Search
About Advanced Search
Advanced Search contains the same two fields as a Basic Search, plus:
•
Comment Search
•
Additional Search Options and Metadata searches for more granular results
•
A Save this Search function that allows a user to save search criteria and re-run the
search with one click (from the Saved Searches page)
Comment Search
Click the Search File Comments checkbox. If a file has comments on it that meet the search
criteria entered in the Search File Content field, the file is produced in the results. To see
comments on a file, comments must be Shared (not Private), or Manage permission must exist for
the user on the file.
Additional Search Options
Additional search options allow for narrowing search results to more specific criteria. Like all other
searches, each field criteria entered narrows the search.
F i e ld
De sc r ipt ion
Search
From
Enter the path to the folder or click Browse to select the folder that should be
searched.
The search includes any subfolders, so if no folders in the path are known,
searching by the top-level (/) folder still returns the item, although the search
takes much longer.
All the files and folders in that location (to which the user has at least Read
permission to) display
The path is case-sensitive, meaning that the file or folder names must look
exactly as they do in the Content Collection.
Size
Enter a document size and choose Less Than or More Than
All the files and folders that meet the size criteria (to which user has at least
Read permission to) display
Keep in mind that there are approximately 1,000 bytes in a Kilobyte and
approximately 1,000 kilobytes in a Megabyte
Username
Select either Created By or Last Modified By and enter a username or click
Browse to open the User Search and select users
All the files and folders that meet the username criteria (to which the user has at
least Read permission to) display
Dates
Select either Created or Last Modified , On, Before, or After and a date
All the files and folders that meet the date criteria (to which the user has at least
Read permission to) display
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Metadata
Metadata search fields allow a user to search for Metadata that has been previously entered on a
file. There are four categories of Metadata that a System Administrator can make available:
General Metadata, IMS Metadata, Dublin Core Metadata and Full IMS Metadata. Only those
templates that have been made available are displayed. Metadata may be added to a file when it is
created or edited.
Each metadata template that is displayed can be revealed by clicking the associated plus icon.
Refer to the following topics for a complete list of metadata fields:
•
Dublin Core Metadata,
•
Full IMS Metadata,
•
General Metadata, and
• IMS Metadata.
Like all other searches, each Metadata field criteria that is entered narrows the search. Only files
that contain all the search criteria entered will be returned.
Tip: Institutions can use metadata in a coordinated way to make finding content
easier. For example, if librarians consistently use metadata to enter subject or
username information, then Students can use the Search tool to find topical
information, all documents by a certain author, or any other criteria that is entered.
Save this Search
Save search criteria by entering a Search Name in the Save Search as field, then click Submit.
The search is automatically saved and accessible from the Saved Searches page.
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Search Portfolios
About Portfolio Search
The Portfolio Search page is accessible from the Basic Search page. If a Portfolio has been shared
to a user or user group, Portfolio Search can be used to find it.
It may be used to search for entire Portfolios or for non-Content Collection items included in
Portfolios, such as Welcome pages and Item pages. Template Item pages in a Portfolio are not
searched.
The Portfolio Search is not used to search for Content Collection items that are linked to in a
Portfolio; use either the Basic Search or the Advanced Search for this purpose.
Portfolio Search appears to all users if Portfolio functionality is available to any users on the
Content Collection, otherwise it is hidden.
Note: This feature is only available if the System Administrator enables Portfolios.
Portfolio Search Fields
Like all other searches, each Portfolio search field further narrows the search. Only files that
contain all the search criteria entered will be returned.
F i e ld
De sc r ipt ion
Search Criteria
Portfolio
Usernames
Enter one or more usernames, or use Browse to search for users.
Portfolios created by that user(s) that have been shared to you are
displayed.
Name/
Description
Enter Portfolio Names or Descriptions.
Partial names and descriptions are allowed.
If more than one word is entered, all words must appear in the Portfolio
Name or Description (does not have to appear in both) in that particular
order.
Portfolios matching the search criteria that have been shared to you are
displayed.
Learning
Objectives
Enter Learning Objectives.
Partial names and descriptions are allowed.
If more than one word is entered, all words must appear in the Learning
Objectives in that particular order.
Save Search as
Enter one or more usernames, or use Browse to search for users.
Portfolios created by that user(s) that have been shared to you are
displayed.
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How to save this search
Save Portfolio search criteria by entering a search name in the Save this Search as field, then
click Submit. The search is automatically saved and is accessible from the Saved Searches page.
Portfolio Search Results
The results of the Portfolio Search appear on the Search Results page. Only Portfolios to which the
user has permissions appears. Click the title of the Portfolio to open the Portfolio.
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Using Search Results
About Search Results
Users may work with items from the Search Results page in the same manner as if they were
accessed from the folder tree or shortcut view. Users can manage the search results, email items
to other users, and Bookmark items for later use.
Permission necessary to work with items
Actions that may be performed on items that appear in Search Results depend on the permission
the user has for the item.
When search results are returned, any permission granted to a file or folder still applies.
•
If a user has Read permission on the item, it can be opened, downloaded or emailed.
•
If a user has Write permission on an item, it can be edited. Write permission on a folder
allows the user to add files or folders.
•
If a user has Delete permission, it can be deleted.
•
If a user has Manage permission, item properties such as metadata and comments
may be edited and permission granted.
Metadata on Search Results
If a General Metadata Name and Description have been added to a file, this Metadata will display
in the search results under the file name.
Sorting Search Results
If there is a downward pointing triangle at the top of a column in search results (such as over the
file name), clicking the arrow will sort the results. Clicking the arrow again will reverse the sort.
Viewing Portfolios from Search Results
From Portfolio Search results, click on the name of the Portfolio to open it.
Search Results Functions
The following functions are available from the Search Results page.
To . . .
cl i c k . . .
copy an item
the checkbox next to the item to copy and select Copy. The
Copy an Item page appears.
move an item
the checkbox next to the item to move and select Move. The
Move an Item page appears.
remove an item from the
search results
the checkbox next to the items to delete and select Delete.
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To . . .
cl i c k . . .
save the search
Save Search. The Save Search page appears; enter a name
for the search on this page.
add a Workflow to an item.
select the item and click Start Workflow.
email an item
select the item and click Email Items.
download and item
select the item and click Download Items.
Bookmark an item
select the item and click Bookmark Items.
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Save Searches
About Saved Searches
The Saved Searches page stores searches so they can be used again. Searches may be saved
when creating the search on the Advanced Search page or the Portfolio Search page, or they may
be saved from the Search Results page.
Saved Searches can be shared with other Blackboard Learn - Content Management users. The
Saved Search page lists all searches initiated on any search page for which a search name was
entered in the Save this Search as field and the search was submitted. The filename and all
metadata associated with the file are automatically included in the search.
Tip: It is beneficial to save a search that will be run regularly.
How to re-run a search
Click the name of a saved search to see the search results. This search runs anew every time the
name is selected. The search results will change if a new file or folder has been added that meets
the criteria, if a file or folder has been removed, or if permission to the file has been changed.
Tip: If it is important to have continued access to a particular file or folder that
appears in the search results, then Bookmark the file or folder directly from the
Search Results page. It can then be accessed from Bookmarks.
How to edit the search
Click Edit next to a search to change the criteria for the search. The Search page where the search
was initiated will open populated with the existing search criteria. If the saved search was a Basic
Search, the criteria will display on the Advanced Search page and can be edited from there. Edit
any criteria and click Submit.
How to share saved searches
Searches that have been saved can be shared with other Blackboard Learn - Content Management
users. Follow these steps to share saved searches:
1.
Click the Saved Searches link. The Saved Searches page appears.
2.
Click the entry in the Search URL column of the appropriate search.
3.
Copy that entry.
4.
Open a new browser window.
5.
Paste the copied entry into the address field and press Enter. The Search Content page
appears.
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How to delete the search
Select Delete from the contextual menu for the saved search.
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Discover Content
The Discover Content function is available throughout a Course. Users can search for and insert
Reusable Objects into their Courses.
Grade Center and Discussion Board work slightly different than Blackboard Learn - Content
Management items.
Find this page
Click Content from within a Course and then click the Edit Mode button. Click the Discover
Content button to display the Learning Objects window.
How to use Discover Content
1.
Choose a Reusable Object from the drop-down list.
2.
Click Go. A window appears with all of the appropriate Reusable Objects that are available
to the Course.
3.
Select an item from the list by clicking its associated radio button.
4.
Click Submit. The Add (Reusable Object) page appears.
5.
Enter a name for the reusable object in the Name field.
6.
Enter appropriate information in the remaining fields.
7.
Click Submit when finished. The Course Documents page is displayed with the reusable
object added to the list.
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Quick Search from Tools Menu
About Quick Search
The Quick Search field is located in the Tools area of the Content Collection Menu. Quick Search
searches file and folder names for the word, words or partial words entered. This field can be used
in the same way as the Search File or Folder Names field on the Basic or Advanced Search
pages.
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Create Content
This section covers how to create folders and items and move them around the Content Collection.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Create a Folder
Provides instructions for creating a folder to store content.
Create an Item
Explains how to upload an item into a folder.
Create a
Reusable Object
Blackboard Learn - Content Management Users can author content by
using any Text Editor from within Blackboard Learn - Course Delivery.
Create External
Link
Explains how to create links to outside Web sites and add them to the
Content Collection.
Copy a Content
Item or a Folder
Reviews the copy feature for replicating an item or a folder in another part
of the Content Collection.
Move an Item or
a Folder
Reviews the move feature for deleting an item or a folder and recreating it
in another part of the Content Collection.
Delete an Item or
a Folder
Details how to delete items and folders.
Email an Item
Explains how to email an item to another user.
Download
Package
Explains how Blackboard Learn - Content Management users can
download items, including any associated metadata.
Upload Package
Explains how Blackboard Learn - Content Management users can upload
a previously downloaded package of Blackboard Learn - Content
Management items and their associated metadata
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Create a Folder
Folders are storage bins for other folders and items. Folders can be created within any folder. To
create a folder a user must have Read and Write privileges in the folder that will hold the new
folder. For example, if only the Instructor of a Course has Read and Write privileges to the main
folder, such as /courses/History, only the Instructor can create a folder there, for example,
/courses/History/documents.
For more details on folders please see Folders and Items.
How to create a folder
1.
Navigate to the folder that contains the new folder.
2.
Click Create Folder on the Action Bar. If the Create Folder button does not appear (or is
grayed out) if the user does not have permission to add a folder in the current location.
Fields
The Add Folder page includes the following fields.
F i e ld
De sc r ipt ion
Folder Information
Folder Name [r]
Enter the name of the folder.
Quota Options (only appears if the user has Manage permissions)
Available Quota
Display only field that shows how much space is available for the
folder.
Quota in Megabytes
(M)
Enter a space quota for the folder in megabytes (MB). The space
quota cannot be larger than the quota for the folder in which the new
folder resides. For example, the quota for
/courses/history/documents cannot be larger than the quota for
/courses/history.
Inherited Quota
Display only field that shows the quota for the folder in which the
new folder resides. For example, when creating the folder
/courses/history/documents this field shows the quota for
/courses/history.
Lock Options
Select a lock for the folder from the following options:
Comment Options
•
No Lock
•
Lock This Folder
•
Lock this Folder and everything it contains
Select from the following options:
•
All Comments on this folder are private.
•
Share Comments on this folder.
•
Share Comments on this folder and everything it contains.
•
All Comments on this folder and everything it contains are
private.
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F i e ld
De sc r ipt ion
Version Options
Select from the following options:
Tracking Options
Metadata Options
•
No Versions
•
Enable Versioning for files within this folder.
•
Enable Versioning for files within this folder and all of its
subfolders.
Select from the following options:
•
No Tracking.
•
Enable Tracking on the files within this folder.
•
Enable Tracking on the files within this folder and all of its
subfolders.
Select from the following options:
•
Metadata applies to this folder only.
•
Apply metadata to this folder and the files it contains.
•
Apply metadata to this folder, its subfolders and all files they
contain.
Locks
A lock secures the folder itself (name and settings) from changes. If Lock This Folder is selected,
the items within the folder may be edited, but they may not be deleted or moved. The option Lock
this Folder and everything it contains protects both the folder itself and the materials it contains.
If this option is selected, all subfolders and items within the folder will be locked. These folders and
items may not be edited, moved, or deleted. If a folder is locked, the user will also be unable to edit
items within it through the Web Folder, for example, copying an item directly into the Web Folder.
Download Folders
Users may download folders using the Download Items option in the drop-down list on the Action
Bar. If the folder is downloaded to a .zip file, it appears if it includes items. If the folder is empty, the
.zip file will not include the folder.
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Create an Item
Items are files stored in the Content Collection. Items can be created within any folder provided that
the user creating the folder has Manage privileges in the folder that will hold the new item. For
example, if only the Instructor of a Course has manage privileges to that Courses folder, for
example, /courses/history, only the Instructor can create an item there, for example,
/courses/history/history item.
For more details on items please see Folders and Items.
How to create an item
1.
Navigate to the folder that contains the new item.
2.
Click Item on the Action Bar. If the Item button does not appear you do not have
permission to add an item in the current location.
Fields
The following fields appear on the Add Item page.
F i e ld
De sc r ipt ion
File Information
File [r]
Enter the path to the file that is uploaded to the Content Collection or
click Browse to locate and select the file. The file name displays in
the Content Collection.
Overwrite if a file
with the same name
exists
Check this box if the item should replace an item that already exists in
the folder.
Options
Locked
Select Yes to lock the item or No to keep the item unlocked. A lock
prevents changes to the item. If a file is checked out, it is
automatically locked.
Comment Options
Comments
Select Private to prevent other users from posting comments about
the item. Select Shared and those users with at least read permission
can post comments.
Version Options
Versions
Enable or Disable versions.
Tracking Options
Tracking
Enable or Disable Tracking
Metadata
Metadata
Template(s)
The metadata templates that are available are displayed here. Click
the plus sign to expand the metadata fields. Enter the appropriate
data in each field. Required fields must be completed before the page
is submitted.
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Create a Reusable Object
Blackboard Learn - Content Management Users can author content by using any Text Editor from
within Blackboard Learn - Course Delivery. This content can be used anywhere in the system and
uses the same settings as other Blackboard Learn - Content Management items. Users can
designate any item created with the Text Editor anywhere in Blackboard Learn as a Reusable
Object and select a storage location for it. Reusable Objects may be copied and reused just as
other Blackboard Learn - Content Management Items.
Reusable Objects are embedded within Blackboard Learn - Content Management when they are
created. For example: if a Snippet is created with HTML and images, the HTML code and the
images are displayed on the resulting page not as a link to another item within Blackboard Learn Content Management.
Reusable Objects come in the following types:
•
Snippet
•
Assignment
•
Course Content
•
Discussion Topic
• Portfolio Content
Each of these types is created by following the same procedure.
Find this page
Use the Build drop-down list on the Action Bar to choose the type of Reusable Object to be
created and click Go. The Add Reusable Object page appears.
Note: The Reusable Object is created in the folder the user is viewing when Go is
clicked.
How to create a reusable object
1.
Enter a name for the Reusable Object in the Name field.
2.
Click the Overwrite if a file with the same name exists checkbox to overwrite an already
existing file.
3.
Use the Text Editor to create the Reusable Objects. See the Blackboard Learn User Manual
for more information on using the Text Editor.
4.
Click the Save Text as Reusable Object checkbox.
5.
Click any of the following checkboxes to enable the appropriate option:
•
Lock File
•
Share Comments
•
Enable Versioning
•
Enable Tracking
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6.
Click Submit when finished.
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Create External Link
Links to outside Web sites may be added to the Content Collection as External Links. These links
are added from the Add External Link page. Once created, the Web site URL for the External Link
can be edited.
How to create an external link
Follow these steps to open the Add Item page.
1.
Navigate to the folder that contains the new item.
2.
Select External Link from the Build drop-down list on the Action Bar. The Add External
Link page appears.
Fields
The following fields appear on the Add Item page.
F i e ld
De sc r ipt ion
External Link Information
Link
Name[r]
Enter a name for the link. Do not enter the ‘%’ and the ‘?’ characters in this field.
To overwrite a file with the same name, click the Overwrite if a file with the
same name exists checkbox.
URL [r]
Enter the full Web address to the link. When adding a URL, do so as
http://www.blackboard.com, not www.blackboard.com or blackboard.com
Lock Options
Locked
Click Yes to restrict access to the file.
Comment Options
Comments
Click Shared to make the External Link available to users, Private to restrict
access.
Editing Links using Web Folders
Follow these steps to edit an External Link:
1.
Select Edit from the contextual menu for the External Link.
2.
Enter the new URL in the URL field.
3.
Make any other necessary changes to the fields.
4.
Click Submit.
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Copy a Content Item or Folder
Copying an item or a folder 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.
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, making it easy to share content
between folders. This is especially useful when teaching different sections of the same Course.
Each section can have their own folder for different sets of users but start the Course with the
same content.
How to copy a content item or folder
1.
Navigate to the folder that holds the item or folder to be copied.
2.
Check the item or folder (or multiple items and folders) to be copied.
3.
Click Copy in the Action Bar.
Fields
The Copy Item and Copy Folder pages contain the following fields.
F i e ld
De sc r ipt ion
Content Information
Information on the item or folder to be copied is displayed here for confirmation. The name of
the item or folder, the size of the item or folder, and details on the last change made to the file
are displayed.
Destination
Destination
[r]
Enter the path to the destination folder to store the copy of the item or folder
including the name of the item or folder or click Browse to locate and select
the destination folder.
Select the check box to replace any folders or items in the destination that
share the same name as any folders or items that are moved into the
destination.
Permissions
To copy an item, the user must have Read permissions on the item being copied, and Write
permissions in the location it is being copied.
To copy a folder, the user must have Read permissions to the folder being copied and all items
within the folder, and Write permissions to the destination folder.
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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.
How to move an item or folder
1.
Navigate to the folder that holds the item or folder to be moved.
2.
Check the item or folder (or multiple items and folders) to be moved.
3.
Click Move in the Action Bar.
Fields
The Move Item and Move Folder pages contain the following fields.
F i e ld
De sc r ipt ion
Content Information
Information on the item or folder to be moved is displayed here for confirmation. The name of
the item or folder, the size of the item or folder, and details on the last change made to the file
are displayed.
Destination
Destination
[r]
Enter the path to the destination folder to store the item or folder or click
Browse to locate and select a folder. Select the check box to replace any
folders or items in the destination that share the same name as any folders or
items that are moved into the destination.
Permissions
To move an item, the user must have Read and Delete permissions on the item being moved, and
Write permissions in the location it is being copied.
To move a folder, the user must have Read permissions to the folder being moved, as well as,
Delete permissions on the folder and all items within the folder. The user must also have Write
permissions to the destination folder.
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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.
Recycled items or folders are moved to the Recycle Bin.
How to delete items and folders
1.
Navigate to the folder that holds the items or folders to be deleted.
2.
Check the item or folder (or multiple items and folders) to be deleted.
3.
Click Recycle in the Action Bar. The items or folders are moved to the Recycle Bin.
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Email an Item
Users may send items to others through the Email Items page. The Email Items page sends an
Email message to selected outside users with the URL pass for accessing the content item.
How to email an item
1.
Navigate to the folder that holds the item or folder to be moved.
2.
Click the checkbox the item to be emailed.
3.
Click Email Items from the Action Bar.
Fields
The Email Items page includes the following fields.
F i e ld
De sc r ipt ion
Message Details
Bcc
Enter the email addresses of all the people who will receive the item. Separate
email addresses that appear in the same field with commas. The Cc: field is useful
for alerting someone who is not the main recipient. The Bcc: field prevents other
recipients from seeing the email addresses in this field.
From
Displays the name of the person sending the email.
Subject
The default subject is “Your Name has sent you items to view.” This may be edited.
Message
A default message appears in this field. Edit the message as you like but be
careful not to delete or change the URL. If you edit or delete the URL, users are
not able to access the item!
To [r]
Cc
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Download Package
Blackboard Learn - Content Management users can download items, including any associated
metadata. The result is a .Zip file package that contains the full path structure of the files and
folders as well as a single .XML file that defines the metadata for all files and folders in the
package.
How to download an item or package
Follow these steps to download an item or a series of items:
1.
Navigate to the folder in Blackboard Learn - Content Management where the items are
located.
2.
Select the files and folders to download.
3.
Select Packages from the Download drop-down list. An Opening *.zip dialog box appears.
4.
Select Save File and click OK.
Note: A single .XML file accompanies the downloaded files and folders called
metadata.xml. This .XML file contains the metadata for all of the items
downloaded.
Editing the metadata
Once the item (or items) has been downloaded, the accompanying metadata.xml file can be edited
outside of Blackboard. There are several things to keep in mind when editing this file:
•
If a metadata field is added to the .XML file and there is no associated metadata
attribute on a metadata form, the new field is saved but is not visible anywhere within
Blackboard.
• The system will not upload the file if the .XML file is not properly formatted.
For more information, see Metadata.
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Upload Package
Blackboard Learn - Content Management users can upload a previously downloaded package of
Blackboard Learn - Content Management items and their associated metadata. The result is that
the files and folders overwrite the existing files or folders (either adding a new version or
overwriting without new version) and the metadata.XML file in the package overwrites the metadata
for each item specified.
Note: The package must be one that has been previously downloaded from the
Blackboard Learn - Content Management and it must be in the form of .ZIP file.
How to upload a package
1.
Click Upload Package from the Action Bar.
2.
Select the .ZIP file to upload by clicking Browse next to the File field.
3.
Click the checkbox next to Overwrite if a file with the same name exists if the files or
folders in this package overwrite existing files and folders.
4.
Click Submit.
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Using Permissions
Once content is added to the Content Collection, permissions must be granted to make the content
accessible to users and groups of users. Managing permissions on files and folders may be
complicated since permissions behave both alone on single items and in combination with other
permissions on folders. Users and user lists may be given different types of permissions to
individual files and folders, ranging from read only access, to editing, managing and removing
content.
This section describes permissions and how they are used in the Content Collection.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Permissions Overview
Gives an overview of permissions.
Folders with Default Permissions
Explains how default permissions work with folders.
Adding Permissions for an Item or
Folder
Explains how to add permissions for a user or user
group to an item or folder.
Common areas of Confusion
Explains some areas where permissions may be
confusing.
Table of Permissions Required for
Specific Actions
A table of which permissions are required for certain
actions
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Permissions Overview
About Permissions
Permissions enable users to read and perform actions on items and folders added to the Content
Collection. Users must be granted permissions to access content directly from the Content
Collection and also through links in Courses and Portfolios. The following permissions are available
within the Content Collection:
•
Read: Users have the ability to view items or folders.
•
Write: Users have the ability to make changes to items and folders.
•
Delete: Users have the ability to remove items from the folder or the folder itself.
•
Manage: Users have ability to control the properties and settings of items and folders.
Grant permissions
Any user with Read and Manage permission on an item or folder may grant permissions to other
users and user lists. If permissions are changed on a folder, the user must have Read and Manage
permissions on the folder, but only Manage permission on items within the folder is necessary.
Receive permissions
Users and groups of users, such as Course User Lists, may be granted one or more permissions.
For example, Read permission for an item may be granted to an entire Course list. The owner may
grant additional permissions to single users within the Course list, for instance, one user may be
granted Write permission. Privileges may be edited for subfolders and items within a folder. Thus,
Instructors and Students can work with items in the same folder and the Instructor can prevent
certain items from being edited by a Student.
Smart permissions
Tools in the Content Collection are ‘smart’. When a user searches for files or folders, or attempts to
manipulate files or folders (for example, using copy, move or remove), he or she will only be able to
view and alter content based on the existing permissions. For example, if a user searches for an
item to which he or she does not have Read permission, the item will not appear in the Search
Results.
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Folders with Default Permissions
About Default Permissions
Some users have default permissions to specific folders. In this case, various permissions are
automatically granted to specific folders.
User folders – These folders appear under My Content in the Content Collection menu. A user has
Read, Write, Manage, and Delete permissions to his or her user folder. The Administrator
determines the availability of these folders on a system-wide basis. If the Blackboard Learn Community Engagement is installed, the Administrator may make folders available to users with
specific Institution Roles.
Course folders – These folders appear under the Courses area on the Content Collection menu
and are used to store content for specific Courses. Instructors, Teaching Assistants and Course
Builders have Read, Write, Manage, and Delete permissions to the folders for their Courses. The
Course folder is automatically created on the system the first time one of these users accesses the
Content Collection. Other Course users (such as Students) who are enrolled in a Course do not
see this folder because it is intended to be a workspace for Course developers. Students must be
given Read permissions to a Course folder for it to be accessible to them. Organization User
Folders function in the same way as Course folders.
Note: This feature is only available if the System Administrator enables Portfolios.
Institution and Library Content folders - All users with system accounts have Read permission
to these folders.
Course folders within eReserves – All users enrolled in a Course (All Course Users) have Read
permissions to the specific Course folder in eReserves.
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Adding Permissions to an Item or Folder
Permissions are added and removed on the Manage Permissions page for an item or folder.
Permissions can be added according to the following methods:
•
By adding specific users
•
By adding specific user roles
•
By adding specific lists of users (Course, Course Group, Organization, Organization
Group, Outcomes)
Adding Specific Users
1.
Open the Content Collection folder where the item is located (for example, /users).
2.
Select Permissions from the contextual menu for the appropriate item. The Manage
Permissions page appears.
3.
Click Select Specific Users. The Add User page appears.
4.
Select Usernames and Permissions:
5.
F i e ld
De sc r ipt ion
Usernames
Enter the usernames for one or more users or select Browse to locate
users in the system.
Permissions
Check each box for the permissions that will be applied to the user or
users.
Click Submit.
Adding Specific User Roles
1.
Open the Content Collection folder where the item is located (for example, /users).
2.
Select Permissions from the contextual menu for the appropriate item. The Manage
Permissions page appears.
3.
Select Institution Roles from the Select Roles drop-down list.
4.
Select Roles and Permissions:
5.
F i e ld
De sc r ipt ion
Institution
Roles
Enter the usernames for one or more users or select Browse to
locate users in the system.
Permissions
Check each box for the permissions that will be applied to the user
or users.
Click Submit.
Adding Specific Lists of Users
1.
Open the Content Collection folder where the item is located (for example, /users).
2.
Select Permissions from the contextual menu for the appropriate folder. The Edit
Permissions page appears.
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3.
Select a user list from the Select Specific Users by Place drop-down list on the Action
Bar. The Add User List page appears.
4.
Complete and submit the Add User List page.
Note: If permissions are added for a user or user list but no check boxes
for specific permissions (Read, Write, Manage, and Delete) are selected,
the user or user list is still added to the Manage Permissions page. This is
true for all users and user lists with the exception of Public and All System
Accounts. In these cases the user list is not added to the Manage
Permissions page if no permissions are selected.
5.
Click Submit.
Granting Everyone Permission
There are two ways of granting permission to all users:
1.
Click Permit Anyone from the Action Bar.
2.
Select All Roles from the Select Roles drop-down list.
Granting permissions to folders v. items
Permissions granted to a folder may or may not affect items and subfolders within the folder. An
additional option, Overwrite, appears on the Permission pages for folders, allowing the user to
choose how the contents of a folder are affected when Permissions are edited.
If the Overwrite option is selected, the current permissions for all items and subfolders in the folder
are removed. The permissions selected in the Permissions field are granted to these items and
subfolders. After editing permissions on a folder, the user may change the permissions on an item
within the folder. These permissions will be overwritten if Overwrite is selected for the parent folder
again.
If this option is not selected, the permissions selected in the Permissions field are granted to all
items and sub folders, but existing permissions are not removed. For example, if an item already
has Read permission, and only Write permission is selected on the Add Users page, the item will
be granted Read and Write permission.
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Common Areas of Confusion
There are some common scenarios where users may be confused about permissions.
Viewing files and folders
Usually when an item or folder is not displayed to a user it is because the user does not have Read
permission. However, there are a few common instances where a user cannot see a file or folder
because of other system rules:
Situatio n
Re as on
A user is enrolled in a class, but
the Course folder does not
appear under Courses or eReserves.
Course folders are not created in the Content Collection
until the Instructor, Teacher’s Assistant, or Course Builder
has accessed the Content Collection.
Once this happens, the Course folder appears to enrolled
users under e-Reserves. Read permission must be granted
to the user before the Course folder appears under
Courses.
A user is enrolled in an
Organization, but the
Organization User Folder does
not appear under e-Reserves.
Organizations do not have folders under e-Reserves; only
Course folders appear under e-Reserves.
A user can view all of the
content of his or her Portfolio;
but a user with whom this
Portfolio is shared cannot view
all of the files linked to in the
Portfolio.
The Portfolio User List no longer has Read permission to all
items linked to in the Portfolio.
When the Portfolio was originally created and shared, the
users with whom it was shared were added to the Portfolio
User List and granted Read access to all items linked to in
the Portfolio. Since then, Read access has been removed
from one or more of these items; when the user accesses
the items through the Portfolio he or she is unable to view
them. A user with Read and Manage permission to the file
must add Read permission for the Portfolio User List to each
item where this permission has been removed.
A user can view a folder, but
not all of its contents
The user has Read access to the folder, but not to its
contents.
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Performing actions on files or folders
Usually when a user cannot perform an action on a file or folder it is because he or she does not
have the correct permissions. However, there are a few common instances where this may be
confusing:
Situatio n
Re as on
A user has Manage permission on an item,
but is unable to copy it to a different folder.
The user does not have Write permission on
the destination folder.
A user may view a file or folder but is unable
to link to it from a Portfolio.
The user only has Read access to the file or
folder; Manage access is required to link the
file or folder to a Portfolio.
Note: The user does not need Manage
permissions to items added from the
/institution folder because All System
Accounts have Read permissions to
/institution. The system assumes that if All
System Accounts have Read access, anyone
may link to it.
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Table of permissions required for specific actions
About of permissions for specific actions
The following table explains which permissions are required for specific actions. In the case of
folders, the user generally needs the permission on the folder and all its contents, subfolders and
their contents.
Note: Read permission on subfolders is not always necessary, as long as the user
has Read permission on the folder he or she is working with, and has other
necessary permissions to the folder and its content. For example, if a user has
Read and Delete permission on a parent folder and only Delete permission on the
subfolder, the parent folder (including the subfolder) may be removed. In this case,
the user may not remove only the subfolder because the user cannot Read it.
Ac t ion
R e qu i re d P e r m iss i on s
Add a file or folder
Read and Write permission on the current
folder
Add, Edit or Delete permissions
Read and Manage permissions on an item
View permissions
Read and Manage permissions on an item
Download a file or folder
Read permission on file or folder and all items
and folders within the folder to be
downloaded.
Email a file or folder
Read permission on the item or folder
View properties for a file or folder
Read permission on the item
Copy a file or folder
Read permission on the item (and all its
subfolders and files in the case of folders) and
Write permission on the destination folder
Edit properties for a file or folder
Read and Write permissions on the item
Move a file or folder
Read and Delete permissions on the item to
be moved, Write on the destination folder
Delete a file or folder
Read and Delete permissions on the item
Lock and unlock a file or folder
User must have Read and Write on
permissions the item. Only the lock owner (the
user who set the lock) may unlock an item.
Add a comment to or view a comment on a
file or folder
Read permission on the item or folder if
Comments are shared. Read and Manage
permissions on the item or folder if Comments
are private
Bookmark a file or folder
Read permission on the item
Tracking – enable/disable
Read and Manage permissions on the item
Versions- checkout a file
Read and Write permissions on the item
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Ac t ion
R e qu i re d P e r m iss i on s
Versions- check in a file
A version is locked when the file is checked
out; only the lock owner (person who checked
out the file) may check it in. User must have
Read and Write permissions on the item.
Version – remove a file
Read, Write, and Delete permissions on item
Version – rollback a file
Only the lock owner (person who checked out
the file) may rollback a version. User must
have Read and Write permissions on the item.
Workflow – add a file
Read and Manage permissions on the item
Workflow – add a comment
User must be the Workflow Activity owner or
recipient
Workflow – edit a file
User must be the Workflow Activity owner
Workflow – remove a comment from a sent or
received Workflow Activity
User must be the Workflow Activity owner or
the user who submitted the comment
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Manage Folders
This section details how to apply settings to a folder and share the folder with other users.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Find Folder
Explains how to find and add folders to which
a user has Read permission.
Delete from Display
Explains how to remove folders added
through the Find Folder option.
Edit Folder Properties
Describes the control settings available for a
folder.
Manage Permissions for a Folder
Details the administration of permissions for a
folder.
Add a User to a Folder
Provides instructions for granting users
access to a folder.
Add a Course or Organization User List to a
Folder
Provides instructions for granting user lists
from a Course or Organization access to a
folder.
Add an Institution Role User List to a Folder
Provides instructions for granting users with
specific Institution Roles access to a folder.
Add Public to a Folder
Provides instructions for granting public users
access to a folder.
Add All System Accounts to a Folder
Provides instructions for granting all users
with system accounts access to a folder.
Add Course or Organization Groups to a
folder
Provides instructions for granting all users in a
Course or Organization Group access to a
folder.
Edit Folder Permissions
Provides instructions for changing the
permissions assigned to a user or a group of
users.
Comments
Provides links to areas for managing
Comments.
Set Private / Shared Comments
Describes now to make comments on the
folder private or shared.
Add Comments to a Folder
Describes how to add and manage folder
comments.
Notifications
Explains how users can subscribe to a
directory to receive notification that items
were added, or that certain items were edited
(such as permission or metadata changes).
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Find Folder
When users open the Content Collection their user folder and the folders for Courses and
Organizations in which they are enrolled are automatically displayed. The Find Folder page allows
users to search for and display child folders to which they have at least Read permission within the
top-level folders. For example, if an Instructor gives a user permission to a Course folder in which
the user is not enrolled, the user may use this tool to display the Course folder in their Content
Collection menu. This tool may not be used to display a subfolder within the Course folder.
This option is available in the following top-level folders:
•
Users
•
Courses
•
Organizations
• e-Reserves
This tool is especially useful for e-Reserve librarians, who may have permission to a number of
Course folders in e-Reserves. This tool allows the librarian to display these folders under the eReserves folder in the Content Collection menu without enrolling in the Courses.
Note: See the Manage Permissions for a Folder topic for details about adding,
editing, and removing permissions for folders.
How to find a folder
1.
Select a top-level folder, such as Users or Courses.
2.
Click Find Folder in the Action Bar.
Functions
Enter the search criteria in the field that appears on the Find Folder page. For example, if Find
Folder is selected in the user's folder, enter the usernames for the user folders to add. Browse
may be used to search for any valid user, Course or Organization User Folder. If the appropriate
permissions have not been granted, the user will be unable to add the folder.
The user must have at least Read permission on the user, Course, or Organization User Folder to
add the folder to their folder tree. For example, if the user ‘JSmith’ has Read permission on an item
in the user folder for ‘LJones’, a search on LJones conducted by JSmith will not be successful.
LJones must grant JSmith permissions on the top-level of the LJones folder. In this case, the
search would be successful.
Upon submit, the folder is added if the appropriate permission has been granted. To view the
changes in the Content Collection menu, click Refresh on the bottom of the menu.
Note: If the user is not enrolled in any Courses or Organizations, the Find Folder
option is not available in Courses or Organizations on the Content Collection
menu.
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Permissions removed
If a user’s permissions for a folder are removed, the folder will be removed from the Content
Collection menu. For example, if LJones removes the permissions for JSmith from his user folder,
the LJones folder will automatically disappear from the Content Collection menu for JSmith.
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Delete from Display
Folders that are added through Find Folder may be removed from the display. Removing a folder
from the display removes a folder from the Content Frame; the folder is not removed from the
Content Collection. This option is only used to remove folders that have been added using the Find
Folder option.
How to remove folders
1.
Navigate to the top-level folder (such as Courses) where the folders to be removed are
stored.
2.
Check folder (or multiple folders) to be removed and click Delete from Display.
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Edit Folder Properties
After a folder has been created, its settings can be changed from the Properties page. For
example, if a folder is initially created with a lock on it, the lock can be removed from this page. The
Properties page is also the place to look for detailed information about the folder, such as who
created the folder and when the folder was created and last edited.
How to edit folder properties
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Edit from the contextual menu for the folder to be edited.
Fields
The Properties page contains the following fields.
F i e ld
De sc r ipt ion
Folder Information
Folder Name
View or change the name of the folder.
Location
URL
The URL of the folder. This URL can only be accessed by users with an active
user account and privileges to view the folder.
Permanent
URL
The web link for this file that includes the unique, immutable identifier for it but
not its location path.
These persistent identifiers mean that links to Blackboard Learn - Content
Management items no longer break.
Owner
Displays the Username of the person responsible for the maintaining the folder
and its contents.
Created By
Displays the Username of the person who created the folder.
Created On
Displays the date and time the folder was created.
Last Edited
By
Displays the Username of the person who last made changes to the folder.
Last Edited
Displays the latest date and time that changes were made to the folder.
Quota Information
Size
Displays the size of the folder in megabytes.
Quota in
Megabytes
Enter a space quota for the folder in megabytes (MB). The space quota cannot
be larger than the quota for the folder in which the new folder will reside. For
example, the quota for /courses/history/documents cannot be larger than the
quota for /courses/history.
Available
Quota
Display only field that shows the amount of available space for the folder in
which the new folder will reside. For example, when creating the folder
/courses/history/documents this field will show the space available for
/courses/history.
The quota for a folder cannot exceed the available space in the folder that will
hold it.
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F i e ld
De sc r ipt ion
Lock Options
Lock
Select a lock for the folder from the following options:
•
No Lock
•
Lock This Folder
• Lock this Folder and everything it contains
A lock secures the folder itself (name and settings) from changes. Locking the
folder and all its contents protects both the folder itself and the materials it
contains.
If a folder is locked, the user will be unable to edit items through the Web
Folder, for example, copying an item directly into the Web Folder.
Comment Options
Comments
Select an option for handling comments:
•
All comments on this folder are private
•
Share comments on this folder
•
Share comments on this folder and everything it contains
•
All comments on this folder and everything it contains are private
Version Options
Versions
Select an option for handling versioning:
•
No Versions
•
Enable versioning on the files within this folder
•
Enable versioning on the files within this folder and all of its subfolders
Tracking Options
Tracking
Select a tracking option for this folder:
•
No tracking
•
Enable tracking on the files within this folder
•
Enable tracking on the files within this folder and all of its subfolders
Metadata Options
Metadata
Select an option for handling metadata for this folder:
•
Metadata applies to this folder only
•
Apply metadata to this folder and the files it contains
• Apply metadata to this folder, its subfolders and all files they contain
Metadata includes information about the files in this folder. Adding metadata to
the files within this folder and all its subfolders will overwrite any existing
metadata.
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Locking subfolders
Folders may contain a number of items and subfolders. Unlocking a subfolder may change the lock
type of the parent folder. If a user changes a subfolder lock to No Lock from Lock this folder and
everything it, the parent folder will automatically also be set to No Lock, even if the option Lock
this folder and everything it had been previously selected. Similarly, subfolders should not be
locked if a parent folder is already locked. This action will break the lock on the parent folder, and
set it to No Lock, leaving the subfolder locked and the parent folder unlocked.
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Manage Permissions for a Folder
User access to a folder is controlled through the Manage Permissions page. Users can be added
individually with separate permissions assigned to each user or users can be added in groups,
such as all the users enrolled in a particular Course or all the users with a certain Institution Role.
These groupings are derived automatically from Blackboard Learn - Course Delivery.
How to manage folder permissions
Follow these steps to open the Manage Permissions page for a folder.
1.
Navigate to the folder that contains the folder to be edited.
2. Select Permissions from the contextual menu for the folder.
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. Thus, Instructors and Students can work with items in the same
folder and the Instructor can protect certain items from being edited by a Student.
Functions
The Manage Permissions page for a folder includes the following functions.
To . . .
cl i ck . . .
add a user
Select Specific Users in the Action Bar.
add a list of users
a User List from the Select Specific Users by Place drop-down list.
From this page a list of users can be added and permissions set.
add specific user
roles
Institution Roles from the Select Roles drop-down list. From this page a
list of user roles can be added and permissions set.
grant permissions
to all users
Permit Anyone from the Action Bar or select All Roles from the Select
Roles drop-down list.
delete a user or a
list of users
the check box next to the user or user list then click Delete in the Action
Bar. All of the selected users and lists will have their permissions removed.
Once permissions are removed, the users can no longer access the folder.
edit the
permissions for a
group
Edit from the contextual menu for the appropriate user or group. The Edit
Folder Permissions page appears.
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Add A User to a Folder
Adding users to a folder allows the user to access the folder according to the permissions set.
How to add a user to a folder
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the folder. The Manage Permissions
page appears.
3.
Click Select Specific Users from the Action Bar to add selected users.
Fields
The Add User page includes the following fields:
F i e ld
De sc r ipt ion
Select Users[r]
Individual users can be added by entering each user’s Username or using
the search function to find each user to include. Multiple usernames,
separated by commas, may be entered.
Set Permissions
Check each box for the permissions that will be applied to the user or
users. For a full description of each permission, please see Manage
Permissions for a Folder.
Advanced Folder
Options
If Overwrite is selected, the current permissions for all folders and
subfolders are removed. The permissions selected in the Permissions
field are granted to these items and subfolders.
If this option is not selected, the permissions selected in the Permissions
field are granted to items and subfolders, but existing permissions are not
removed.
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Add a Course User List or Organization User List to a Folder
Adding users from a Course to a folder allows the users to access the folder according to the
permissions set.
How to add a Course User List
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the folder. The Manage Permissions
page appears.
3.
Select Course from the Select Specific Users By Place drop-down list in the Action Bar.
Fields
The Add Course User List page includes the following fields:
F i e ld
De sc r ipt ion
Choose Courses
Courses [r]
Check each box for the Course User Lists to include.
Additional
Courses
Individual Courses can be added by entering each Course ID or using the
search function to find each user to include. Multiple Courses, separated by
commas, may be entered.
Select Roles
Roles [r]
Check each box for the user roles that will be granted permissions.
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or users.
See Folder for a description of each permission.
Advanced Folder Options
If Overwrite is selected, the current permissions for all folders and subfolders are removed. The
permissions selected in the Permissions field are granted to these items and subfolders.
If this option is not selected, the permissions selected in the Permissions field are granted to
items and subfolders, but existing permissions are not removed.
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Add an Institution Role User List to a Folder
Adding Institution Roles to a folder allows users with specific roles to access the folder according to
the permissions set.
How to add an Institution Role User List to a folder
Follow these steps to open the Add Institution Role User List page.
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the appropriate folder. The Manage
Permissions page appears.
3.
Select Institution Roles from the Select Roles drop-down list.
Fields
The Add Institution Role User List page includes the following fields:
F i e ld
De sc r ipt ion
Select Roles
Institution
Roles [r]
This folder is available to users with roles that appear in the Selected Roles
box. Select which roles will have access the folder in the Available Roles
box and use the arrows to move these roles to the Selected Roles box.
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or users.
For a full description of each permission, see Manage Permissions for a
Folder.
Advanced Folder Options
If Overwrite is selected, the current permissions for all folders and subfolders are removed. The
permissions selected in the Permissions field are granted to these items and subfolders.
If this option is not selected, the permissions selected in the Permissions field are granted to
items and subfolders, but existing permissions are not removed.
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Add Public Permissions to a Folder
Adding public permissions to a folder allows users with accounts on the system, as well as people
in the general public, to access the folder according to the permissions set.
How to add public permissions to a folder
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the appropriate folder. The Manage
Permissions page appears.
3.
Select Permit Anyone from the Action Bar.
Fields
The Add Public page includes the following fields:
F i e ld
De sc r ipt ion
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or
users. For a full description of each permission, please see Manage
Permissions for a Folder.
Advanced Folder
Options
If Overwrite is selected, the current permissions for all folders and
subfolders are removed. The permissions selected in the Permissions
field are granted to these items and subfolders.
If this option is not selected, the permissions selected in the Permissions
field are granted to items and subfolders, but existing permissions are not
removed.
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Add All System Accounts to a Folder
Adding all system account permissions to a folder allows all users with accounts on the system to
access the folder according to the permissions set.
How to add all system accounts to a folder
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the appropriate folder. The Manage
Permissions page appears.
3.
Select All Roles from the Select Roles drop-down list in the Action Bar.
Fields
The Add All System Accounts page includes the following fields:
F i e ld
De sc r ipt ion
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or
users. For a full description of each permission, please see Manage
Permissions for a Folder.
Advanced Folder
Options
If Overwrite is selected, the current permissions for all folders and
subfolders are removed. The permissions selected in the Permissions
field are granted to these items and subfolders.
If this option is not selected, the permissions selected in the Permissions
field are granted to items and subfolders, but existing permissions are not
removed.
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Add Course and Organization Groups to a Folder
Adding Group permissions to a folder allows users in a Course Group to access the folder
according to the permissions granted. Groups are set up by Instructors within Blackboard Learn Course Delivery Courses and Organizations. For example, if a user is a member of a Study Group
in a Course, this option allows him or her to grant all members of the Study Group permission to
Content Collection folders and files.
How to add Course and Organization groups to a folder
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the appropriate folder. The Manage
Permissions page appears.
3.
Select Group or Organization Group from the Select Specific Users by Place dropdown list.
Fields
The Add Groups page includes the following fields:
F i e ld
De sc r ipt ion
Choose Course/
Organization Groups
A list of all Groups for Courses the user is enrolled in appears. Select
the check box for each group that is granted permissions to view this
folder.
Permissions
Select the check box for the permissions that will be applied to the
user or users. For a full description of each permission, please see
Manage Permissions for a Folder.
Advanced Folder
Options
If Overwrite is selected, the current permissions for all folders and
subfolders are removed. The permissions selected in the
Permissions field are granted to these items and subfolders.
If this option is not selected, the permissions selected in the
Permissions field are granted to items and subfolders, but existing
permissions are not removed.
Additional Notes
Changes in Courses and Groups may affect the use of this option.
•
If a Group is deleted from a Course, the Group will no longer appear on this page and
the permissions will be removed.
•
If a Course is made unavailable, the Groups related to this Course will still appear on
this page and permissions will remain.
•
If a Course is disabled, the Groups will no longer appear on this page and permissions
will be removed.
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Edit Folder Permissions
Editing folder permissions changes the permissions for a user or group of users. For detailed
information on permissions please see Manage Permissions for a Folder.
How to edit folder permissions
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Permissions from the contextual menu for the folder.
3.
Select Edit from the contextual menu for the User or User list to edit.
Permissions types
Users or groups of users can have none, one, or many of the following permissions. If a group or
user does not appear on the list they do not have permission to access the folder or its contents.
•
Read: Ability to view content items within the folder unless explicitly prevented from
doing so by the permissions of a particular item.
•
Write: Ability to make changes to content items within the folder unless explicitly
prevented from doing so by the permissions of a particular item.
•
Delete: Ability to remove items from the folder unless explicitly prevented from doing so
by the permissions of a particular item.
•
Manage: 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.
Fields
The following fields appear on the Edit Permissions page.
F i e ld
De sc r ipt ion
Edit Permissions
Displays the user or group that will be edited.
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or users. For
a full description of each permission, please see Manage Permissions for an
Item.
Advanced Folder Options
Click Overwrite to replace the current permissions for the item for the ones selected on this
page.
Permissions Warning
Editing permissions may impact users who access a folder through a Course or Portfolio. For
example, if a folder is linked to in a Portfolio and Read permission is removed for the Portfolio User
List, a broken link appears when users attempt to access the folder through the Portfolio.
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When a user edits the permissions on a folder that is shared with a Portfolio or Course, a warning
appears indicating that this action will break existing links to the folder. The user can cancel the
action or choose to continue.
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Folder Comments
Comments allow users to store opinions or instructions regarding the contents of the folder.
How to choose the comment options
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Edit from the contextual menu for the appropriate folder. The Edit Folder page
appears.
3.
Select one of the following options and click Submit:
•
All comments on this folder are private
•
Share comments on this folder
•
Share comments on this folder and everything it contains
•
All comments on this folder and everything it contains are private
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Set Private / Shared Comments for a Folder
Comments are useful for storing opinions or instructions from users regarding the contents of a
folder. The Set Private/Shared Comments page for a folder sets whether or not users can add
comments to a folder.
How to choose the comment options
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Edit from the contextual menu for the appropriate folder. The Edit Folder page
appears.
3.
Select one of the following options and click Submit:
•
All comments on this folder are private
•
Share comments on this folder
•
Share comments on this folder and everything it contains
•
All comments on this folder and everything it contains are private
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Add Comments to a Folder
Comments store text from users. Comments are useful for storing opinions or instructions
regarding the contents of a folder. The setting for controlling whether or not users can add
comments to a folder appears on the Set Private/Shared Comments page.
How to add comments to a folder
1.
Navigate to the folder that contains the folder to be edited.
2.
Select Comments from the contextual menu for the folder. The Comments page appears.
Functions
The following functions are available on the Comments page.
To . . .
cl i ck . . .
post a comment
Create Comment from the Action Bar. A text box appears. Enter a
comment and click Submit.
delete a
comment
the check box in the same row as the comments to be deleted and select
Delete.
sort comments
the carat above a column to sort comments by that column.
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Notifications
Users can subscribe to a directory to receive notification that items were added, or that certain
items were edited (such as permission or metadata changes). Users must have Manage
permissions on the item to subscribe.
Find this page
Select Notifications in the contextual menu for the appropriate item.
Functions
The Notifications page contains the following functions:
F un ct io n
De sc r ipt ion
Location
Displays the path for the folder.
Create Notifications
Click this to add a notification to this folder.
Remove
Click this to remove any selected notifications.
Subscriber
Displays the name of user who has subscribed to this folder.
Frequency
Displays the frequency of this notification.
Notification Type
Displays the notification type.
Expiration Date
Displays the expiration date for this notification.
How to subscribe to a folder
1.
Navigate to the Notifications page for the appropriate folder.
2.
Click Create Notifications.
3.
Select the type of notification to receive: Folder Modification, Contents Accessed,
and/or Comment Modification. Users can select any or all of these types.
4.
Select the notification frequency by clicking either the Immediately or Daily radio button.
Immediately means an email is sent every time something changes within the folder. Daily
means a daily digest is sent containing of all of the changes on a folder for a specific
notification type.
5.
Choose the expiration date for this notification by clicking the Date Specified radio button
and using the month, day, and year fields. Click the No Date radio button to specify no
expiration date.
6.
Click Submit when finished.
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Manage Items
This section details how to apply settings to an item and share the item with other users.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Edit Item Properties
Describes the control settings available for an
item.
Overwrite File
Explains how to overwrite the item with
another file.
Metadata
Provides links to add different types of
metadata to an item.
General Metadata
Explains how to link defining attributes, such
as name and description, to an item.
IMS Metadata
Explains how to enter attributes that
correspond to the IMS Metadata standards.
Full IMS Metadata
Describes how to take advantage of the Full
IMS Metadata fields.
Dublin Core Metadata
Explains how to enter attributes that
correspond to the Dublin Core Metadata
standards.
Custom Metadata
Explains how to create attributes that are
specific to the Institution.
Adding Dynamic Metadata
Describes how Instructors can add metadata
to a Blackboard Learn - Content Management
item while adding the item to a Course.
Metadata Attributes
Describes how existing attributes may be
added to metadata templates and how to
create new attributes.
Add Attribute
Explains how Librarians can create custom
metadata attributes by using the Add New
Field page.
Batch Add Attribute Options
Describes how Librarians and Administrators
can create a list offline of options for metadata
values in a structured metadata field and then
batch upload the list.
Metadata Template Creation
Explains how users can create custom
metadata templates that can be applied to
any folder and its contents.
Add Instructions
Describes how users can add instructions that
appear at the top of the page of a Metadata
Template.
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T op i c
De sc r ipt ion
Add Step Header
Explains how users can add a graphical break
in a metadata template, which can be used to
logically group data entry fields.
Add Field
Describes how to add individual data fields
where users can interact with the metadata
template.
Format Field
Explains how to format data fields on the
metadata template.
Editing Metadata Templates
Details how users can create, remove, and
Personalize the fields that are used on
metadata templates.
Edit Metadata Template Properties
Explains how metadata template properties
allow users to access templates, assist in
batch operations, and provide description
data to the Template Builder.
Edit Metadata Template Availability
Describes how Librarians and other users can
control the usage of metadata templates by
making them available to a select group of
Blackboard Learn - Content Management
users.
Edit Metadata Template Forms
Explains how individual attributes can be
added, edited, or removed from the metadata
template
Delete an Attribute
Describes how custom metadata attributes
can be removed from the system
Edit Attribute
Explains how Librarians can edit attributes to
suit their needs and the needs of the
Institution.
Search for Attributes
Describes how the Search function allows
users to search for attributes based on
several different parameters, including
attribute value, availability, and specific text.
Manage Versions
Provides instructions for creating and
managing versions.
Manage Permissions for an Item
Details the administration of permissions for
an item.
Add a User or User List to an Item
Provides instructions for granting users
access to an item.
Edit Item Permissions
Provides instructions for changing the
permissions assigned to a user or a group of
users.
Tracking
Explains the tracking feature and how to use it
to view other users’ interactions with the item.
Comments
Describes how to add and manage comments
for an item.
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T op i c
De sc r ipt ion
Add Catalog Entry
Explains how to submit an entry to the
Learning Objects Catalog.
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Edit Item Properties
After an item has been created, its settings can be changed from the Edit Item Properties page. For
example, if an item is initially created with a lock on it, the lock can be removed from this page. The
Edit Properties page is also the place to look for detailed information about the item, such as who
created the item and when the item was created and last edited.
How to edit item properties
1.
Navigate to the folder that contains the item to be edited.
2.
Select Edit from the contextual menu for the item to be edited.
Fields
The Properties page includes the following fields.
F i e ld
De sc r ipt ion
File Information
File Name [r]
View or change the name of the file. Changing the name
of a file will break any links to the file, including passes.
Location URL
The web link for this file that includes its full location
path.
Permanent URL
The web link for this file that includes the unique,
immutable identifier for it but not its location path.
These persistent identifiers mean that links to
Blackboard Learn - Content Management items no
longer break.
File Type
Displays the type of file.
File Size
Displays the size of the file, in KB.
Owner
Displays the Username of the person responsible for the
maintaining the item.
Created By
Displays the Username of the person who created the
item.
Created On
Displays the day, date, and time the item was created.
Last Edited By
Displays the Username of the person who last made
changes to the item.
Last Edited
Displays the latest day, date, and time that changes
were made to the item.
Options
Lock File
Enable or disable file locking.
Share Comments
Enable or disable comment sharing.
Enable Versioning
Enable or disable versions.
Enable Tracking
Enable or disable tracking.
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Overwrite File
After an item has been created, the user may decide to overwrite it with another file. This may be
done on the Overwrite File page. Overwriting a file 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.
How to overwrite a file
1.
Navigate to the folder that contains the item to be edited.
2.
Select Overwrite File from the contextual menu for the item.
3.
Enter the path to the file that will be uploaded to the Content Collection or click Browse to
locate and select the file.
4.
Click Submit.
Note: If a file that has a Bookmark is overwritten, the file must be refreshed before
the new file appears when the Bookmark is selected.
Using Versioning and Overwrite File
If Versioning is enabled on a file, and Overwrite File is selected (or the Overwrite checkbox on the
Add Item page is selected), a new version is created and the old version is stored in Version
history.
If Versioning is disabled, Overwrite File will overwrite the file and no history of past versions will be
stored.
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Metadata
Metadata is descriptive information about an item. Different types of metadata may be entered for
an individual item. The Metadata page offers users a menu of the available types of metadata.
Blackboard Learn - Content Management includes four Metadata Templates: Dublin Core, Full
IMS, General, and IMS. These templates can be made available to all users and edited but not
deleted from the system. In addition, Standards, Objectives and Goals that are created in the
Outcomes system may also be treated as metadata and used to align Blackboard Learn - Content
Management items.
Note: Folders and Items can be imported and exported with their associated
metadata.
How to add metadata to an item
1.
Navigate to the folder that contains the item to be edited.
2.
Select any of the following options from the contextual menu:
M e t a dat a .
De sc r ipt ion
Dublin Core Metadata
The Manage Dublin Core metadata page appears. From this page
IMS metadata based on Dublin Core Metadata Element Set,
version 1.1 may be added.
Full IMS metadata
The Manage Full IMS metadata page appears. From this page
IMS metadata based on IMS Learning Objects Metadata, version
1.2.1 may be added, including all fields available on the IMS
Learning Resource Meta-Data Information Model.
General Metadata
The Metadata page appears. From this page metadata, such as
keywords, may be added
IMS metadata
The Manage IMS metadata page appears. From this page IMS
metadata based on IMS Learning Objects Metadata, version 1.2.1
may be added.
Custom Metadata
The Custom Metadata page appears.
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Manage General Metadata
Metadata is descriptive information about an item. Metadata can be used in searches within the
Content Collection or to ensure that an item is interoperable with other systems. The Manage
General Metadata page allows users to enter general information about the item.
How to manage General Metadata for an item
1.
Navigate to the folder that contains the item to be edited.
2.
Select General Metadata from the contextual menu.
3.
Enter information in the following fields and then click Submit.
F i e ld
De sc r ipt ion
General Metadata
Name
Enter a name for the item. This name will not change the file
name of the item.
Description
Enter a description for the item.
Keywords
List keywords associated with the item separated by commas.
Learning Objectives
List Learning Objectives associated with the item separated by
commas.
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Manage IMS Metadata
The Manage IMS Metadata page allows users to enter attributes that correspond to the IMS
Metadata standard. Additional information about the standard can be found at
http://www.imsglobal.org.
How to manage IMS metadata
1.
Navigate to the folder that contains the item to be edited.
2.
Select IMS Metadata from the contextual menu.
3.
Enter information in the following fields and then click Submit.
F i e ld
De sc r ipt ion
IMS Metadata
Identifier
A unique label for the item.
Catalog Type
A library catalog type in which this item is catalogued.
Catalog Entry
The catalog number for this specific item.
Language
The language the language of the item.
Resource Type
The type of resource, such as Exercise, Simulation,
Questionnaire, Diagram, Figure, Graph, Index, Slide, Table,
Narrative Text, Exam, Experiment, Problem Statement, Self
Assessment
Educational Context
The typical learning environment where use of the learning object
is intended to take place. For example, Primary Education,
Secondary Education, Higher Education, University First Cycle,
University Second Cycle, University Postgraduate, Technical
School First Cycle, Technical School Second Cycle, Professional
Formation, Continuous Formation, Vocational Training
Age Range
The age range for the intended users.
Difficulty
Indicate the level of difficulty of this item.
Free Resource
Click the checkbox if this item is free, leave blank if it is not.
Restricted Use
Click the checkbox this item is restricted, leave blank if it is not.
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Manage Full IMS Metadata
The Manage Full IMS Metadata page allows users to take advantage of all the fields available on
the IMS Learning Resource Meta-Data Information Model. Additional information about the
standard can be found at http://www.imsglobal.org.
How to add IMS Metadata to a Blackboard Learn - Content Management Item
Follow these steps to open the Manage Full IMS Metadata page for an item.
1.
Navigate to the folder that contains the item to be edited.
2.
Select Full IMS Metadata from the contextual menu for the item.
3.
Enter information in the following fields and click Submit.
F i e ld
De sc r ipt ion
General Metadata
General Identifier
A unique label for the item.
General Title
The title for the item.
General Catalog
A library catalog type in which this item is catalogued.
General Entry
The catalog number for this specific item.
General Language
The language of the item.
General Description
A general description for the item.
General Keyword
The description of the item relative to its stated purpose.
General Coverage
The historical context of the item.
General Structure
The structure of the item.
General Aggregation
Level
The functional size of the resource. Select 1–4 from the dropdown list.
Lifecycle
Lifecycle Version
The edition of the item.
Lifecycle Status
The editorial condition of the item.
Lifecycle Role
The kind of contribution.
Lifecycle Entity
The individual entity or entities involved with the item. Examples
include author, publisher, or university department.
Lifecycle Date
Date of contribution in the lifecycle.
Metadata
Metadata Identifier
A unique label for the meta-data.
Metadata Catalog
The source of a following string value.
Metadata Entry
A feature of the description rather than the resource.
Metadata Role
The kind of contribution.
Metadata Entity
The entity or entities involved, most relevant first.
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F i e ld
De sc r ipt ion
Metadata Date
Date of contribution.
Metadata Scheme
The structure of the metadata, including version.
Metadata Language
The language of the item.
Technical
Technical Format
The technical data of the item. Examples include PDF, database
file, or Word document.
Technical Size
The size of the item in bytes. Only the digits 0–9 should be used;
the unit is bytes, not MBytes, GB, etc.
Technical Location
The location of the item in Blackboard Learn - Content
Management.
Technical Type
The type of requirement.
Technical Name
The name of the required item.
Technical Minimum
Version
The lowest version of the required item.
Technical Maximum
Version
The highest version of the required item.
Technical Installation
Remarks
Description on how to install the item.
Technical Other Platform
Requirements
Any special need to access the item. An example is the Adobe
Reader which is needed to access a PDF file.
Technical Duration
The time a continuous item takes when played at intended speed,
in seconds.
Educational
Educational Interactivity
Type
The type of interactivity supported by the item.
Educational Learning
Resource Type
The specific kind of resource, most dominant kind first.
Educational Interactivity
Level
The level of interactivity between an end user and the learning
object.
Educational Semantic
Density
The subjective measure of the learning object's usefulness as
compared to its size or duration.
Educational Intended
User Role
The type of user of the item. Examples include Instructor, Student,
and librarian.
Educational Context
The typical learning environment where use of the learning object
is intended to take place. For example, Primary Education,
Secondary Education, Higher Education, University First Cycle,
University Second Cycle, University Postgraduate, Technical
School First Cycle, Technical School Second Cycle, Professional
Formation, Continuous Formation, Vocational Training
Educational Typical Age
Range
The age range for the intended users.
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F i e ld
De sc r ipt ion
Educational Difficulty
Indicate the level of difficulty of this item.
Educational Typical
Learning Time
Approximate or typical time it takes to work with the resource.
Educational Description
The comments on how the learning object is to be used.
Educational Language
The natural language of the user.
Rights
Rights Cost
Whether or not use of the item requires payment.
Rights Copyright and
Other Restrictions
Whether or not copyright or other restrictions apply.
Rights Description
Comments on the conditions of use of the resource.
Relation
Relation Kind
The nature of the relationship between the item being described
and the one identified by Resource (7.2).
Relation Identifier
The unique identifier of the other item.
Relation Description
The features of the item in relation to other items in Blackboard
Learn - Content Management.
Relation Catalog
The source of the following string value.
Relation Entry
The actual value.
Annotation
Annotation Person
The user who comments upon an item.
Annotation Date
The date comments were made to an item.
Annotation Description
Comments on the educational uses of the item.
Classification
Classification Purpose
Description of a characteristic of the item by classification entries.
Classification Source
The specific classification.
Classification Taxon
The classification entry for the item; an ordered list of taxons
create a taxon path.
Classification ID
The Taxon's identifier in taxonomic system.
Classification Entry
The Taxon's name or label (other than identifier).
Classification Description
A textual description of learning object relative to its stated
purpose.
Classification Keyword
The keyword description of learning objective relative to its stated
purpose.
Resource Type
The type of resource, such as Exercise, Simulation,
Questionnaire, Diagram, Figure, Graph, Index, Slide, Table,
Narrative Text, Exam, Experiment, Problem Statement, Self
Assessment
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Manage Dublin Core Metadata
The Manage Undefined Metadata: Dublin Core Metadata page allows users to enter attributes that
correspond to the Dublin Core Metadata standard. Additional information about the standard can
be found at http://www.dublincore.org.
Find this page
Follow these steps to open the Manage Dublin Core Metadata page for an item.
1.
Navigate to the folder that contains the item to be edited.
2.
Select Dublin Core Metadata from the contextual menu.
3.
Enter information in the following fields then click Submit.
F i e ld
De sc r ipt ion
Dublin Core Metadata
Title
Enter a name for the item. This name will not change the file name of
the item.
Creator
Enter the person or organization that made the item.
Subject
Enter the subject of the item.
Description
Enter a description of the item.
Publisher
Enter the name of the person or organization that published the item.
Contributor
Enter the names of people who contributed to the item’s content.
Date
Enter the date the item was created.
Type
Enter the category or genre for this item.
Format
Enter the media type or size and duration of the item. This may be used
to identify the software or hardware needed to use the resource.
Identifier
Enter a unique reference for this item, for example a number it is
associated with in an identification system.
Source
Enter the name of the resource from which this item comes.
Language
Enter the language of the item.
Relation
Enter a reference to a source that is related to this item.
Coverage
Enter the location and date range of this item.
Rights
Enter Intellectual Property Rights and Copyright information.
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Manage Custom Metadata
The Manage Custom Metadata page allows users to enter custom attributes for an item.
How to manage custom metadata
1.
Navigate to the folder that contains the item to be edited.
2.
Select Custom Metadata from the contextual menu for the item.
3.
Enter information in the fields and click Submit when finished.
Fields
System Administrators may define specific metadata fields for an Institution.
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Adding Dynamic Metadata
Instructors can add metadata to a Blackboard Learn - Content Management item while adding the
item to a Course. The Instructor can overwrite that metadata or maintain a connection to the
Content Collection so that metadata is upgraded in the Course when it is updated in the Content
Collection.
How to add dynamic metadata
1.
Select the item from the Blackboard Learn - Content Management list.
2.
Click Submit and Add Metadata.
3.
Choose the metadata to add:
Metadata
De sc r ipt ion
Checkbox
Click the appropriate checkbox to select all of the available attributes for that
metadata type.
Metadata
Picker
Click the plus sign to expand and select the appropriate metadata attributes.
Click the minus sign icon to collapse the list.
4.
Choose among the following options:
O pt io n De sc r ipt ion
Values
Click the Keep these values synchronized checkbox to maintain a dynamic link
between Blackboard Learn - Content Management and the Course for the item.
NOTE: If this option is not selected, then the metadata is only copied to the Course.
Any changes made to the item's metadata in Blackboard Learn - Content
Management are not reflected in the Course and vice versa.
Format
Choose between a tabular or condensed format for the metadata. The Sample
Format field displays how each option appears.
5.
Click Submit when finished.
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Metadata Attributes
Librarians can customize the types of fields that are presented for users to enter metadata. Existing
attributes may be added to metadata templates or the Librarian may create new attributes. New
attributes are added to the Manage Attributes page and may be re-used on other Metadata
Templates.
Note: Standards, Objectives, and Goals must be designated as public in the
Outcomes System before they can be aligned with Blackboard Learn - Content
Management items. See Blackboard Learn - Content Management User's Guide
for more information on Standards, Objectives, and Goals. The attribute is named
Standard, Objectives and Goals.
How to manage metadata attributes
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Attributes page appears.
Functions
The Manage Attributes page includes the following functions:
T o…
C l ic k…
Add a new
attribute
An attribute type from the Add Attribute drop-down list.
Edit an existing
attribute
Edit from the contextual menu for the appropriate attribute.
Search for an
attribute
Use the Display fields to search for an attribute:
Display more
attributes
Delete an
attribute
•
Whether or not an attribute is Available.
•
Whether or not an attribute contains a particular Value Type.
•
The External status.
•
By Name, ID, or Description that Contains/Starts with/Equals to
search text.
Click Edit Paging and enter the number of items per page.
Here are some guidelines for Paging Options:
•
The default is 25 items displayed per page.
•
Clicking Show All displays of all items and makes the other controls
disappear.
•
Only numerals are allowed in the Items per page field.
•
If the number entered in the Items per page field is greater than the
total number of items then all items are displayed.
•
If the number entered in the Items per page field is less than one then
no items are displayed.
Select Delete from the contextual menu.
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Add Attribute
Librarians can create custom metadata attributes by using the Add New Field page.
How to add an attribute
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Attributes page appears.
3.
Select a type of attribute from the Add Attribute drop-down list.
4.
Enter information in the following fields and click Submit.
F i e ld
Required De sc r ipt ion
Attribute Information
Value Type
Read
only
This field is filled with the type of attribute selected on the
Manage Attributes page.
Attribute Name
Yes
The name of the attribute; identify the intended use of this field.
Description
No
The description is displayed in the instructions for the attribute.
No
Librarians can mark attributes as external, meaning that the
values are derived from an external source.
No
Librarians can make attributes available or unavailable in the
system.
Attribute Usage
External
Availability
System
Availability
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Batch Add Attribute Options
Librarians and Administrators can create a list offline of options for metadata values in a structured
metadata field and then batch upload the list. This allows them to utilize lengthy lists they already
have such as a list of subject matters or geographic locations.
How to batch add attribute options
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Attributes page appears.
3.
Select one of the following options from the Add Attribute drop-down list: Short String
(100 characters) or Medium String (255 characters).
4.
Enter a name for this list of attributes in the Attribute Name field.
5.
Enter a description for this list of attributes in the Description field.
6.
Check the External checkbox if these attributes should be displayed as Read-Only.
7.
Determine whether or not these attributes are going to be available to other users in the
system by choosing the Yes or No System Availability radio button.
8.
Click Submit.
9.
Locate the new attribute on the Attributes page.
10.
Select Options from the contextual menu for the attribute.
11.
Click Batch Add Options.
12.
Click Browse next to the File Location field to locate the file to upload.
13.
Choose the Delimeter Type by clicking one of the following radio buttons: Comma, Tab, or
Colon.
14.
Click Submit. The Add Options: page appears.
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Metadata Template Creation
Librarians can create custom metadata templates that can be applied to any folder and its
contents. Once a template is made available to the folder they are then available to all the content
items within that folder. These templates can contain any number of pre-existing metadata attribute
fields, as well as new attributes and fields.
Note: For more information about attributes, see Metadata Attributes.
How to Add a Template
1.
Click the Metadata Templates link from the Tools menu.
2.
Click Create Template.
3.
Enter text that appears at the top of the template in the Page header field. This is a
required field.
4.
Enter the name of the template in the Form Name field. This is a required field.
5.
Enter a description of the template in the Description field.
6.
Click Submit. The Form Design page appears.
How to Design a Template
Once the template has been added, the next step is designing how the template appears. Page
instructions, headers and individual fields are added to complete the template.
The Form Design page includes the following design functions:
F un ct io n
De sc r ipt ion
Add
Choose a design element from the Add drop-down list:
•
Instructions. These instructions appear at the top of the page
when creating a Metadata Template.
•
Step Header. A graphical break in a template, which is used for
logical grouping of data entry fields.
•
Field. An individual data field.
Delete
Select design elements and click Delete to delete them from the template.
Preview
Click to preview the template in progress. The metadata template is
displayed in a new window.
Page
Instructions
Click Edit to change the page instructions.
Step header:
Details
Click Edit to change the Step Header text.
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Add Instructions
These instructions appear at the top of the page of a Metadata Template. They can explain the
purpose of the template as a whole. Use step instructions or field-level help text for instructions that
only apply to portions of the page. Leave the field blank to have no instructions on the template.
Find this page
Select Instructions from the Add drop-down list on the Form Design page. The Add Instructions
page appears.
How to add instructions
Follow these steps to add instructions to the metadata template:
1.
Enter the instructions in the Instructions Text Editor.
2.
Click Submit. The Form Design page appears with the instructions displayed.
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Add Step Header
A step header is a graphical break in a metadata template, which is used for logical grouping of
data entry fields. This is useful for applying one set of instructions to several fields at once.
Find this page
Select Step Header from the Add drop-down list on the Form Design page. The Add Step Header
page appears.
How to add a step header
Follow these steps to add a step header to the metadata template:
1.
Enter the header text in the Step Header field. This field has a limit of 80 characters.
2.
Click Submit. The Form Design page appears with the Step Header displayed.
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Add Field
The individual data fields are where users interact with the metadata template. New fields can be
created from this page or copied from existing fields. There are a wide variety of data fields and
they can be read-only or interactive.
Find this page
Select Field from the Add drop-down list on the Form Design page. The Add Field page appears.
How to add a new field
Follow these steps to add a new field to the metadata template:
1.
Choose Create new field.
2.
Choose the Field Type.
3.
Enter the name of the field in the Attribute Name field.
4.
Enter a description of the new field in the Description field.
5.
Check the External checkbox to designate the field as Read-Only.
6.
Click Next. The Format Field page appears.
7.
Click Submit when finished. The Edit Template page appears.
How to add an existing field
Follow these steps to add an existing field to the metadata template:
1.
Choose Copy existing field.
2.
Click Browse next to the Select attribute field. A list of attributes appears in a new window.
3.
Select one attribute from the list. Use the following functions aid the selection process by
limiting the attributes to display:
F un ct io n
De sc r ipt ion
Display
Value Type
Select an attribute type to view from the drop-down list.
External
Select a Read-Only status:
All. View all attributes.
Yes. View Read-Only attributes.
No. View Read/Write attributes.
And
Select another criteria to view:
Name. Search in the Name field.
Description. Search in the Description field.
Contains/Starts
with/Equal to
Choose Contains, Starts with, or Equal to, enter the text to view in
the text box and click Go.
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F un ct io n
De sc r ipt ion
Page Navigation
Number links
Click a number link to display a page of specific attributes.
Next/Previous
Click the Next or Previous link to page through the list of attributes.
4.
Click Submit. The Add Field page is displayed with the chosen attribute in the Select
attribute field.
5.
Click Next. The Format Field page is displayed.
6.
Click OK when finished. The Edit Template page appears.
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Format Field
New and existing fields are formatted on this page.
Find this page
Follow the steps to create a new or existing field on the Add Field page.
How to format a new field
Follow these steps to format a new field:
1.
Enter the instructions for this step in the Field Label field.
2.
Enter any special formatting needs in the Help text field.
3.
Click Submit. The Form Design page appears with the field information displayed.
How to format an existing field
Follow these steps to format an existing field:
1.
Enter the instructions for this step in the Field Label field.
2.
Choose whether the field is Read/Write or Read-Only.
3.
Check the Required checkbox to make this a required field.
4.
Enter any special formatting needs for this field in the Help text field.
5.
Click Submit. The Form Design page is displayed with the field information displayed.
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Editing Metadata Templates
Librarians can create, remove and customize the fields that are used on metadata templates.
These fields can be completely new or added from a list of pre-existing attributes. Existing
attributes may be added to metadata templates or the Librarian may create new attributes. New
attributes are added to the Manage Attributes page and may be re-used on other Metadata
Templates.
How to edit metadata templates
1.
Click Metadata Templates on the Tools menu.
2.
Select one of the following options from the contextual menu for the template:
T e mp la t e E l e me nt De sc r ipt ion
Edit
Edit the Name and Description of this template.
Form Design
Edit the fields, labels, and organization of this form.
Availability
Edit the availability of this template.
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Edit Metadata Template Properties
The Metadata Template properties act as metadata for the templates themselves. These properties
allow users to access templates, assist in batch operations, and provide description data to the
Template Builder.
How to edit metadata template properties
1.
Click Metadata Templates from the Tools menu.
2.
Select Edit from the contextual menu for the appropriate template.
3.
Edit the Page Header (required field), Form Name (required field), and Description
fields.
4.
Click Submit.
Note: Required fields cannot be left blank.
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Edit Metadata Template Availability
Librarians and other users can control the usage of metadata templates by making them available
to a select group of Blackboard Learn - Content Management users. Blackboard Learn - Content
Management items can be grouped in a specific folder and assigned to a specific Course. This
content can also be shared across a department or an entire Institution.
How to edit metadata template availability
1.
Click Metadata Templates from the Tools menu.
2.
Select Availability from the contextual menu for the template to be edited.
3.
Choose Yes to make the template available throughout the entire system.
4.
Choose All Folders or Selected Folders and All Subfolders to control the availability of
the template at the directory level.
5.
Click Browse to select the folders and subfolders if Selected Folders and All Subfolders
is selected.
6.
Click Add Metadata Form to Add Item page to display the Metadata form on the Add
Item and Add Folder pages.
7.
Click Submit.
Note: The Directory Availability radio buttons control the availability of the template
at the directory level.
The All Directories option makes the template widely available.
The Selected Directories and Selected Directories and Sub-Directories options
allow the template to be made available to specific directories and sub-directories.
Use the Browse button to select these directories and/or sub-directories.
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Edit Metadata Template Forms
The Form Design page is where individual attributes can be added, edited, or removed from the
metadata template. Librarians can create, remove and customize the fields that are used to enter
metadata for content items.
How to edit metadata template forms
1.
Click Metadata Templates from the Tools menu.
2.
Select Form Design from the contextual menu for the template to be edited.
3. Click Edit for the appropriate form element.
The following changes can be made:
T o…
Do…
Add instructions to the existing metadata
template
Select Instructions from the Add drop-down list.
Add a step header to the existing
metadata template
Select Step Header from the Add drop-down list.
Add individual fields to the existing
metadata template
Select Field from the Add drop-down list.
Delete individual fields from the existing
metadata template
Click the check boxes next to the fields and click
Delete.
Preview the existing metadata template
Click Preview. The metadata template appears in
a separate window.
How metadata template elements arranged
F or m
E l e me nt s
De sc r ipt ion
Instructions
The instructions appear at the top of the metadata template page.
Step Header
The step header is a graphical break in a metadata template, which is used for
logical grouping of data entry fields.
Individual
Fields
The fields that make up the metadata template. These fields can be newly
created for the template or they can be imported from a list of Attributes
already created and in use on the system.
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Fields
Each element has its own page that contains fields that can be edited. The fields are described as
follows:
F i e ld
Re qu ire d? De sc r ipt ion
Edit Page Instructions
Instructions
No
Enter the instructions that appear at the top of the metadata
template page.
Leave the field blank to have no instructions.
TIP: Consider using step instructions or field-level help text for
instructions that only apply to portions of this metadata
template.
Edit Step Header
Step Header
Yes
Enter text that is displayed in the step header. The step header
is a graphical break in a metadata template, which is used for
logical grouping of data entry fields.
Attribute
Name
N/A
This is the name of the attribute.
Field Label
Yes
Enter the name of the field that is displayed on the metadata
template page.
Field Style
Yes
Choose from the following selection attribute styles:
Edit Field
Rule Options
Help Text
No
No
•
Drop-down produces a drop-down list of values from
which only a single choice can be made.
•
List Menu produces a static list of values from which
one or more choices can be made.
•
Radio Buttons produces a series of buttons from
which only a single choice can be made.
•
Text area produces a text field.
•
Text Editor produces a Text Editor where text can be
entered and formatted.
Choose how the user interacts with this field:
•
Read/Write allows users of this metadata template to
enter and edit the value of this field.
•
Read-Only does not permit users to enter data into this
field.
•
Use the Required check box to make this field
required.
Enter the user assistance text that appears under this field.
Selection Attribute Options
Click Add Option to further define the Selection Attributes. Click Submit when finished.
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F i e ld
Re qu ire d? De sc r ipt ion
Label
Yes
Enter a name for one of the options for this field.
Value
Yes
Enter the default value for this option.
System
Availability
No
Click Yes to make the option available.
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Delete an Attribute
Librarians can remove custom metadata attributes from the system.
How to remove an attribute
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Attributes page appears.
3.
Select Delete from the contextual menu for the attribute.
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Edit Attribute
Librarians can edit attributes to suit their needs and the needs of the Institution.
How to edit attributes
1.
Click Metadata Templates from the Tools menu.
2.
Click Manage Attributes.
3.
Select Edit from the contextual menu for the attribute to edit.
4.
Make changes to the following fields and click Submit when finished:
F i e ld
Required
De sc r ipt ion
Attribute Information
Value Type
Read Only
This field is filled with the type of attribute selected on the
Manage Attributes page.
Attribute
Name
Yes
The name of the attribute; identify the intended use of this field.
Description
No
The description is displayed in the instructions for the attribute.
Attribute Usage
External
No
Librarians can mark attributes as external, meaning that the
values are derived from an external source.
No
Librarians can make attributes available or unavailable in the
system.
Availability
System
Availability
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Search for Attributes
There are many existing attributes in Blackboard Learn - Content Management; searching for a
specific attribute can be difficult. The Search function allows a search based on several different
parameters, including attribute value, availability, and specific text.
How to search for attributes
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Manage Attributes page appears.
Fields
The Search function includes the following fields:
F i e ld
De sc r ipt ion
Available
The availability status. Search for All, Yes, or No.
Value Type
The type of attribute to search for.
External
The Read Only characteristic of the attribute. Search for All, Yes, or No.
And
Use these three fields for text searches:
Name, ID, Description
Contains, Starts with, Equals To
Text to search for
Click Go to search
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Manage Versions
The Version feature allows users to create different versions of the same file, for example, if
multiple people work on the same file and save different copies.
Note: Versioning must be turned on through the Properties page.
When a file is opened on the Manage Versions page, the file is automatically locked and the user
may make changes and save a new copy of the file. The Manage Versions page lists each saved
version of the file in a table where each version appears as a row. The table shows the following
information about each version, from right to left:
•
A checkbox for selecting the version.
•
The version number. This appears as a link.
•
The date and time the version was created.
•
The person who created the version.
•
The size of the file.
•
An indicator whether the file is locked or unlocked.
Note: Once a file is opened in the Web Folder, it is automatically locked to other
users. Users must use this option to make changes to the file and save them. For
more information on mounting Content Collection folders to your operating system
for editing please see the topic Web Folders.
How to manage versions for an item
1.
Navigate to the folder that contains the item to be edited.
2.
Select Versions from the contextual menu for the item.
OR
Click the number that appears in the Versions column next to the item in its home
folder.
The following functions are available from the Manage Versions page:
To . . .
cl i ck . . .
open a file
Open Web Folder. The location in WebDAV where the file exists
will automatically open. Open the file, make edits and save it to
create another version. When a file is opened through the Web
Folder it automatically locked to other users.
view a copy of the file
the Version Number link of the copy to view. The item will open in
the Web browser; users are unable to make changes or save new
versions from this view.
lock a file
Lock from the contextual menu for the Version. When a file is
locked a new version is created and the options Unlock and
Rollback appear.
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To . . .
cl i ck . . .
unlock a file
Unlock from the contextual menu for the Version. The file will be
unlocked and the Lock option will appear.
produce a file without
saving changes
Rollback from the contextual menu for the Version. This link will
only appear if you have the file locked. This will remove the copy
you were editing without saving changes. The file will be open to
other users to checkout.
delete versions
the checkbox next to each version to delete and click Delete from
the Action Bar. These versions of the files will be erased.
Using Web Folders in Versioning with Workflows
If a user is the recipient of a Workflow, the use of Web Folders in Versioning is dependent on what
the user has permissions to. If the Workflow is on a folder, the user has been granted permissions
to the folder and Web Folders may be used. If the Workflow is on a file, the user has not been
granted permissions to the folder it resides in and Web Folders will not work.
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Manage Permissions for an Item
User access to an item is controlled through the Manage Permissions page. Users can be added
individually with separate permissions assigned to each user or users can be added in groups,
such as all the users enrolled in a particular Course or all the users with a certain Institution Role.
These groupings are derived from the automatically from Blackboard Learn - Course Delivery.
How to manage item permissions
1.
Navigate to the folder that contains the item to be edited.
2.
Select Permissions from the contextual menu for the item.
Functions
The Manage Permissions page for an item includes the following functions.
To . . .
cl i ck . . .
add a user
Select Specific Users in the Action Bar. The Add User page for the item
appears. From this page a user or users can be added to the list and
permissions set for that user or users.
add a user list
a User List from the Select Specific Users by Place drop-down list.
From this page a list of users can be added and permissions set.
add specific user
roles
Institution Roles from the Select Roles drop-down list. From this page a
list of user roles can be added and permissions set.
grant permissions
to all users
Permit Anyone from the Action Bar or select All Roles from the Select
Roles drop-down list.
delete a user or a
user list
the check box next to the user or user list then click Delete in the Action
Bar. All of the selected users and lists will have their permissions removed.
Once permissions are removed, the users can no longer access the folder.
edit the
permissions for a
group
Edit from the contextual menu for the appropriate user or group. The Edit
Permissions page appears.
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Add a User or User List to an Item
Adding users or a list of users to an item allows the user or users to access the item according to
the permissions set.
Note: See the Manage Folders Chapter for detailed information about adding
permissions for different groups of users to an item, such as a Institution Role User
List and All System Accounts.
How to add a user or user list to an item
1.
Open the Content Collection folder where the item is located (for example, /users).
2.
Select Permissions from the contextual menu for the appropriate folder. The Edit
Permissions page appears.
3.
Select a user list from the Select Specific Users by Place drop-down list on the Action
Bar. The Add User List page appears.
4.
Complete and submit the Add User List page.
Note: If permissions are added for a user or user list but no check boxes
for specific permissions (Read, Write, Manage, and Delete) are selected,
the user or user list is still added to the Manage Permissions page. This is
true for all users and user lists with the exception of Public and All System
Accounts. In these cases the user list is not added to the Manage
Permissions page if no permissions are selected.
5.
Click Submit.
F i e ld
De sc r ipt ion
Choose Users/Course Groups [r]
There are different tools for selecting users depending on the group selected.
With a Course group, both the Courses and the specific roles in the Course can be defined to
create separate permissions. For example, when assigning permissions to the
/courses/history/documents/important_file item, all the Students in every history Course can be
chosen and thus would share the same permissions.
When adding a user or users, individual users can be added by entering each user’s Username
or by using the search function.
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or
users. For a full description of each permission, please see Manage
Permissions for an Item.
Permissions in copied Courses
Instructors may add links to Content Collection items to their Course Content Areas. When a
Course is copied, all content, including these links is copied into the destination Course. Users who
are enrolled in the original Course and the destination Course will be able to view Content
Collection items that are linked to in the destination Course.
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The Administrator may enable an option to automatically edit permissions to Content Collection
items after a Course copy. If this option is enabled, users in the new Course will also have
permission to view the Content Collection items linked to in the Course. If this option is not
enabled, users who were not enrolled in the original Course will not be able to view these items in
the destination Course. The Instructor must manually change the permissions of the items to
include this new Course list. To do this, the Instructor must locate the items in the Content
Collection and grant permission to the Course User List.
Note: The same principal is true for Courses that are archived and restored. When
a Course is restored, the Instructor must grant permissions for the users enrolled in
the restored Course.
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Edit Item Permissions
Editing item permissions changes the permissions for a user or group of users. For detailed
information on permissions please see Manage Permissions for an Item.
How to edit item permissions
1.
Navigate to the folder that contains the item.
2.
Select Permissions from the contextual menu for the item.
3.
Click Edit next to the User or User List to be edited.
4.
Select the Permissions.
5.
Click Submit.
Permissions
Users or groups of users can have none, one, or many of the following permissions. If a group or
user does not appear on the list they do not have permission to access the item. Remember that
permissions applied to the folder that contains the item can also apply to the item. Please see
Manage Permissions for a Folder for more information on the relationship between folder and item
permissions.
•
Read: Ability to view the content item.
•
Write: Ability to make changes to the item.
•
Delete: Ability to remove the item.
•
Manage: Ability to control the properties and settings of the item.
Permissions Warning
Editing permissions may impact users who access an item through a Course or Portfolio. For
example, if an item is linked to in a Portfolio and Read permission is removed for the Portfolio User
List, a broken link appears when users attempt to access the item through the Portfolio.
When a user edits the permissions on an item that is shared with a Portfolio or Course, a warning
appears indicating that this action will break existing links to the item. The user can cancel the
action or choose to continue.
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Tracking
The Tracking feature records every instance that a user interacts with the item. Tracking is useful
for things like verifying that someone has read a required assignment or seeing who last made
changes to a file.
Note: Tracking must be turned on through the contextual menu for the item.
Select Edit from the contextual menu and click one of the Enable Tracking radio
buttons to enable Tracking; click No Tracking to disable Tracking.
The Tracking page includes a table that lists each file access as a row. Each row includes the
following information, from left to right:
•
The name of the user that accessed the file.
•
The interaction with the accessed file.
•
The version of the file accessed.
•
The date the file was accessed.
•
The IP address of the computer that the used to access the file.
How to manage tracking for an item
1.
Navigate to the folder that contains the item.
2. Select Tracking from the contextual menu for the item.
The following options are available on the Tracking page.
To . . .
cl i ck . . .
add the latest access
information
Refresh. Any recent actions that do not yet appear on the page will
appear.
remove access
information
Delete Tracking Log in the Action Bar. All of the actions listed on the
Tracking page will be deleted. New actions will still be tracked.
Tracking multiple operations
If a single user completes the same operation on a file multiple times, the Tracking log will only
record the first operation. For example, if a user opens and reads the same document multiple
times, only the first operation will be recorded. If the user clears the cache and reads the file again,
a second operation appears in the Tracking log.
WebDAV clients
Some WebDAV clients, for example Goliath, may perform multiple operations when used with the
Content Collection. For example, when a file is read, a Read operation may appear twice in the
Tracking log, even though the user has only read the file once.
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Item Comments
Comments store text from users. Comments are useful for storing opinions or instructions
regarding the contents of an item. The setting for controlling whether or not users can add
comments to an item appears on the Set Private/Shared Comments page.
How to work with item comments
1.
Navigate to the folder that contains the item.
2. Select Comments from the contextual menu for the item.
The following options are available on the Comments page:
To . . .
cl i ck . . .
post a comment
Create Comment from the Action Bar. A text box appears. Enter a
comment and click Submit.
delete a
comment
the checkbox next to the comments to delete then select Delete.
sort comments
the column title to sort comments by that column.
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Add Catalog Entry
Users may submit items to the Learning Objects Catalog from the Add Catalog Entry page. After an
entry is submitted it appears on the Manage Catalog page. A Catalog Manager must approve the
entry before it appears in the Learning Objects Catalog.
See the Learning Objects Catalog chapter for more information.
Note: The Add Entry option is only available if categories have been added to the
Learning Objects Catalog.
How to add a catalog entry
1.
Navigate to the folder that contains the item to be edited.
2.
Select Create Catalog Entry from the contextual menu for the item.
3.
Enter information in the following fields and click Submit.
F i e ld
De sc r ipt ion
Category
Category
Name
Use the drop-down list to select the appropriate category for this entry.
Description
Display
Name
Enter a title for this catalog entry.
Authors
The name of the user who created this item appears.
Description
Enter a description for the entry or leave the default.
Keywords
Enter keywords for the entry or leave the default.
Learning
Objectives
Enter Learning Objectives for the entry or leave the default.
Catalog Availability
Submit to
Catalog
If an item is submitted to the Internal Catalog, all users with a System Account
will be granted Read permission to the item and the catalog entry appears to
all users on the system. If this option is not selected, only users who are
granted Read permission to the item will view this entry in the catalog.
Note: The information in the Description section is pulled from the General
Metadata. Information edited on this page, will only be used for this Catalog Entry.
The General Metadata for the item will remain unchanged. This allows the user to
enter different information for separate Catalog Entries. If a Content Collection item
is added to the catalog multiple times, each entry may have different information.
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Passes
This section explains how Passes are used as a means of sharing an item or folder with a user
who does not have access to the Content Collection.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Manage
Passes
Explains how Passes are a safe way to collaborate on projects with others
outside the school on projects because access is specific and controlled.
Add Pass
Describes how Passes are created from the Add Pass page.
Email
Passes
Explains how a pass may be shared with outside users through the Email Pass
page.
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Manage Passes
Passes are a means of sharing an item or folder with a user who does not have access to the
Content Collection. A person who receives a pass must have:
•
An email account
•
Access to the Internet
•
An application capable of opening the item, for example, Microsoft Word to open a
Microsoft Word document.
Passes are a safe way to collaborate on projects with others outside the school on projects
because access is specific and controlled.
•
Passes are listed in a table on the Manage Passes page. Each row, representing one
pass, contains, from left to right:
•
A checkbox for selecting the pass
•
The date and time the pass expires
•
The Read permissions and Write permissions assigned to the pass. A checkmark
means that the privilege is assigned to the pass.
• The URL that will allow those outside the Content Collection to access the pass.
Sending a pass for a folder grants access to all subfolders and files within the folder where the
pass was created. Pass recipients with Read access have the ability to view subfolders and files.
Pass recipients with Read/Write access have the ability to add and edit folders and files.
How to manage passes
1.
Navigate to the folder that contains the item or folder.
2.
Select Passes from the contextual menu for the item.
To . . .
cl i ck . . .
create a new pass
Create Pass in the Action Bar. The Add Pass page appears.
share a pass with an
outside user
the checkbox for a pass in the table then click Email Pass in the
Action Bar. The Email Pass page appears.
remove a pass
the checkbox for a pass or passes in the table then click Delete to
delete the passes.
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Add Pass
Passes are created from the Add Pass page. A pass creates a URL that can be used to access a
file or folder by outside users. Passes can be restricted by setting an expiration time or date. It is
also possible to manage pass privileges so that external users (users who do not have access to
the Blackboard system) can collaborate on work or simply view an item or folder without changing
it.
If comments for the item or folder are shared, the user with the pass may read comments and add
new comments. If a user outside the system adds a new comment, the name associated with the
comment is 'Anonymous'.
Note: The lifetime for passes is calculated not by the calendar but by increments
of 31 days for a month and 365 days for a year. For example, a one month pass
will always expire 31 days later and a one year pass will always expire 365 days
later.
How to add a pass
1.
Navigate to the folder that contains the item or folder.
2.
Select Passes from the contextual menu for the item.
3.
Click Create Pass in the Action Bar.
4.
Enter information in the following fields and click Submit.
F i e ld
De sc r ipt ion
Set Pass Expiration
No
Expiration
Select this option to set an unlimited time for the pass.
Lifetime of
Pass
Select a span of time for the pass. Access to the file will expire according to
the selection. The countdown of the time until expiration begins when the
pass is created.
Select Permissions
Permissions
Select the permissions associated with the pass. Choose Read to only allow
pass users to view the content. Choose Read/Write to allow pass users to
change the file, metadata, or properties. Users with Read or Read/Write
permissions may access shared comments.
Note: A pass set to have no expiration is technically set to expire on January 1,
2038. Users are unable to specify a lifetime that extends past this date.
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Email Passes
Once a pass has been created it may be shared with outside users through the Email Pass page.
The Email Pass page sends an Email message to outside users with the URL path for accessing
the Content Collection item or folder.
If the user is granted Read and Write permissions to the item, the URL path is linked to a file
information page. The user may access the file from this page, or they may access additional
information such as shared comments and versions.
If the user is granted Read only permissions to the item, there are two options for linking the URL
path. The URL path may be linked directly to the file or be linked to the file information page. The
file information page provides access to the item and to any shared comments.
How to email passes
1.
Navigate to the folder that contains the item or folder.
2.
Select Passes from the contextual menu for the item.
3.
Select a pass by clicking the checkbox next to it.
4.
Click Email Pass on the Action Bar.
5.
Enter information in the following fields and click Submit.
F i e ld
De sc r ipt ion
Message Details
To [r]
Cc
Bcc
Enter the email addresses of all the people who will receive the pass.
Separate email addresses that appear in the same field with commas.
The Cc: field is useful for alerting someone who is not the main recipient.
The Bcc: field prevents other recipients from seeing the email addresses
in this field.
From
Displays the name of the person sending the pass.
Subject [r]
The default subject is “Your Name has sent You a Pass.” This may be
edited.
Message
A default message appears in this field. Edit the message as you like but
be careful not to delete or change the URL. If you edit or delete the URL,
users will not be able to access the pass.
Send recipients
to File
Information page.
Click this checkbox to display the File Information page when users use
this pass. If this is not selected, recipients will receive a direct link to the
file.
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Portfolios
This section explains how Portfolios are an invaluable tool in academic and professional
development, providing a powerful medium for users to efficiently collect and organize artifacts
representative of work completed over time.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
About Portfolios
Explains how Portfolios offer a means to demonstrate formative
and/or summative progress and achievement.
Create a Personal Portfolio
Describes how to create a Personal Portfolio; it can be a few
simple pages displaying one or two pieces of content or a
comprehensive record of achievement and performance over
time.
Artifacts
Explains how Artifacts are content that are used to demonstrate
academic performance.
Manage Personal Portfolio
Describes how users can manage the sharing, downloading, and
comments for a Personal Portfolio from the Modify Portfolio page.
Share a Personal Portfolio
Explains how a Personal Portfolio is private until the person who
created it decides to share it with other users.
Review Portfolios
Describes how Portfolios drafted by other users can be shared
with other users to solicit feedback to help improve the Portfolio.
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About Portfolios
Portfolios are an invaluable tool in academic and professional development, providing a powerful
medium for users to efficiently collect and organize artifacts representative of work completed over
time. Portfolios offer a means to demonstrate formative and/or summative progress and
achievement. Portfolio authors are empowered with tools to effectively present their information in
a cohesive, personalized format.
Portfolio Types
There are three types of portfolios available in the system:
Personal Portfolios: Personal Portfolios feature more robust tools for authors to give them greater
flexibility for personalizing a Portfolio’s style. Users are able to Personalize colors, fonts,
background images and overall content layout beyond the classic frame-based presentation
available with Basic Portfolios. With Personal Portfolios, authors collect one or many independent
entities called Personal Artifacts which comprise the actual content presented in the Portfolio.
Within the Portfolio, Artifacts are organized through placement on Portfolio Pages. Artifacts can be
created as part of or independent of the Portfolio authoring process. Authored Artifacts can be
reused in other Portfolios.
Administrators have the ability to define whole Portfolio templates that govern settings that apply to
the entire authored Portfolio. Templates can control all aspects of the Portfolio style and overall
layout; template designers have the flexibility to define whether certain template settings are
restricted (and cannot be altered).
Outcomes Portfolios: Outcomes Portfolios and Personal Portfolios function similarly. Outcomes
Portfolios are integrated with the Blackboard Outcomes System and can be used with that system
to form a standardized workflow for the review of Portfolios. Outcomes Portfolios are always
generated from a template to ensure consistency across each Portfolio. Outcomes Portfolios are
only available with the Blackboard Outcomes System. For more information, please see the
Blackboard Outcomes System Reference Manual.
Basic Portfolios: Basic Portfolios serve as a simple tool for quickly creating Portfolios. Basic
Portfolios have a simpler design and do not use Artifacts, so it is more difficult to reuse content
between portfolios. Administrators may turn off Basic Portfolios. Basic Portfolio features and
functions are covered in a separate chapter.
My Portfolios
The My Portfolios page is the launching point for viewing, creating, and reviewing Portfolios. The
My Portfolios page is accessible from the left-hand navigation controls within the Content Collection
tab or from the My Portfolios portal module which may appear on other tabs.
The My Portfolios page includes a search function to locate a specific portfolio. The list of portfolios
includes information on the Portfolio Type, its availability, and links to read comments and manage
the portfolio settings.
To view a portfolio from the My Portfolios page, click on the Portfolio name.
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Create a Personal Portfolio
A Personal Portfolio can be a few simple pages displaying one or two pieces of content or a
comprehensive record of achievement and performance over time. When creating a portfolio, it is
important to understand that the portfolio is made up of pages that may include one or many
artifacts.
Step 1: Plan
Always start a Personal Portfolio project by plotting the goal of the Portfolio and thinking about the
style and content of the Portfolio. While it is easy to make changes to a Portfolio over time, taking
some time to plan the portfolio will save time and energy throughout the process.
Step 2: Create a new Personal Portfolio or use a template
Follow these steps to add a Personal Portfolio.
1.
Click My Portfolios from the Portfolios menu.
2.
Click Create Personal Portfolio.
3.
Select an Existing template to apply.
OR
Create a new Personal Portfolio and enter a Title and Description.
4.
Click Save and Continue.
Step 3: Style the Appearance of the Portfolio
In most cases, Personal Portfolios created from a template already have a defined style and it is
not necessary to edit that style. In fact, for many templates, some or all of the Portfolio Style
options will be locked.
The Portfolio Style Options allow users to:
•
Select a layout: The layout determines the position of the navigation menu.
•
Define a header and footer: Headers and footers can be designed to incorporate images
and text. The interface for entering headers and footers is the Text Editor.
•
Select a background color and watermark image: Apply a color and an image to the
background of the portfolio.
•
Select fonts for text as well as page titles and page section titles: Choose fonts for
various text elements in the portfolio.
•
Style the Navigation Menu: Configure the style of navigation items within the menu. The
menu may use buttons or text links to provide access to Portfolio Pages.
Follow these steps to configure the style of the portfolio.
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1.
Select a Layout.
2.
Select a Background Color and Background Image.
3.
Select the Font Settings.
4.
Select the Menu Style and Menu Font.
5.
Designate a status for the Tab by clicking Mark step as in progress
OR
Mark step as complete.
6.
Click Save and Continue.
Step 4: Add Pages and Artifacts to the Portfolio
Personal Portfolios consist of Pages that hold Artifacts. Artifacts are links, files, text, and similar
items. Typically Artifacts are reflective of academic performance and tell a story that depicts
progress over time. When Creating a Portfolio from a template, the Pages may already be created.
Also, it may not be possible for the user to add or delete pages.
Follow these steps to add a Page to a Portfolio and add Artifacts to a Page.
1.
Click Create Page.
OR
Click Edit for a page from the list to edit a Page and add more Artifacts to the page.
2.
Enter a Title and Description for the Page.
3.
Click Browse to search for an existing Artifact.
4.
Click Add New Artifact to create an Artifact and add it to the Page.
5.
Click Save and Continue.
6.
Click Complete if the Portfolio is finished and ready for display to reviewers.
7.
Click Available.
8.
Click Comments are Private to hide comments from others.
9.
Designate a status for the Tab by clicking Mark step as in progress
OR
Mark step as complete.
10.
Click Save and Exit.
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Artifacts
Artifacts are content that are used to demonstrate academic performance. Artifacts can consist of
the following:
•
Text and Images: Text and images can be directly entered as an Artifact or used to
introduce or support an attached file or a link to a Content Collection item. Text and
Images are entered using the Text Editor, so users can enter text, formulas, images,
links, and multimedia files.
•
Content Collection Item: Artifacts can link to an item in Blackboard Learn - Content
Management.
• Attached File: Artifacts can include files uploaded from the user’s local machine.
Artifacts are added to Pages in Personal Portfolios and can be reused across many Portfolios.
How to create an artifact
1.
Click Personal Artifacts from the Portfolios menu.
2.
Click Create Personal Artifact.
3.
Enter a Name and Description for the Artifact. The description appears in the list of
Artifacts to help identify the Artifact but the description will not display when the Artifact is
used in a Portfolio.
4.
Define the Artifact content using the Text Editor and the options for uploading files or
linking to Content Collection items.
5.
Click Submit.
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Manage Personal Portfolio
Users can manage the sharing, downloading, and comments for a Personal Portfolio from the Edit
Portfolio page. They may also access the Properties page to edit the name, style or availability of
the Personal Portfolio.
How to manage a personal portfolio
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Edit next to one of the Personal Portfolios.
Comments
The Personal Portfolio Comments page includes columns displaying the date posted, the person
who posted the comment, and the comment itself. Comments can be sorted by clicking the carat at
the top of each column. For example, to sort comments by date, click the carat at the top of the
Date Posted column.
Follow these steps to open the Comments page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Edit from the contextual menu for one of the Personal Portfolios.
3. Click Comments link.
Comments are viewed, added, and deleted from this page. Only the comment author or the owner
of the Personal Portfolio may delete a comment.
Portfolio to Go
Any Personal Portfolio and its contents may be downloaded as a compressed zip file from the
Manage Personal Portfolio page. The zip file contains the HTML pages and Artifacts that make up
the entire Personal Portfolio. This tool is useful for allowing users to archive older Personal
Portfolios onto a personal computer, or for moving a Portfolio.
Follow the steps below to download a Personal Portfolio.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Edit from the contextual menu for one of the Personal Portfolios.
3.
Click Package the Portfolio.
4.
After Portfolio to Go is selected on the Manage Personal Portfolio page, the Download
Portfolio page appears.
5.
Select the Click to download Portfolio link. A window appears with options to open or
save the Personal Portfolio.
6. Select Save, and save the Personal Portfolio to the desired location.
To view the Personal Portfolio, unzip the downloaded file to a local folder then click on “index.html”
to open the Personal Portfolio. Note that if buttons are used for navigation the buttons will be
replaced with text links.
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Share a Personal Portfolio
A Personal Portfolio is private until the person who created it decides to share it with other users.
The Personal Portfolio can be shared with individual users or all the users in a Course or an
Organization. In addition, the Personal Portfolio can be shared with anyone who has an email
address and access to the Internet.
Note: When a Portfolio is shared with a user, the user must refresh his or her
browser before the Portfolio appears in Received Portfolios. If permissions are
removed for the user, the Personal Portfolio will continue to appear in the user’s
Received Portfolios until they refresh the browser.
Scenarios for sharing a Personal Portfolio
Sh ar e W ith
How To
another Blackboard user
Click Share with Users. The Personal Portfolio is listed in the
user's Received Personal Portfolios.
an external user
Click Share with External Users. A URL is created and emailed to
users so they can access the Personal Portfolio.
a Course or
Organization
Click Share with Courses or Share with Organizations. The
Personal Portfolio is listed in the Personal Portfolios tool in the
course or organization; members of those Courses and
Organizations can search for these Personal Portfolios.
an Institution role
Click Share with Institution Roles. All users with that role may
search for the Personal Portfolio.
All System Accounts
Click Share with All System Accounts. Any user on the system
may search for the Personal Portfolio.
Portfolio Search
All users with whom a Personal Portfolio is shared have the ability to find it using Portfolio Search.
Portfolio Search allows users to search all Portfolios that they have access to by username (the
Portfolio owner), Portfolio title, Portfolio description, and Portfolio Learning Objectives. These fields
are available from the Manage Properties page of every Portfolio. Adding descriptive content to
these fields will improve the results of Personal Portfolio Search.
How to share a personal portfolio with a Course or an Organization
A Personal Portfolio is shared with a Course or an Organization through the Share with Courses
page or the Share with Organization page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Share from the contextual menu for one of the Personal Portfolios.
3.
Select or Organizations from the Share with drop-down list.
4.
Enter the Course ID or Organization ID that will be granted access at this time. Separate
each ID by a comma. The Personal Portfolio can be shared with more Courses or
Organizations at any time by going back to this page, privileges for all Courses or
Organizations that should be allowed to view the Personal Portfolio do not need to be
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granted at the same time. The Browse function can be used to locate Courses or
Organizations if the Course ID or Organization ID is not known.
Note: Course Personal Portfolios may be enabled or disabled by the Instructor
through Manage Tools on the Control Panel. If Course Personal Portfolios are
available, Students may access them through Tools on the Course Menu.
How to share a personal portfolio with Institution Roles
A Personal Portfolio is shared with users who have specific Institution Roles through the Share with
Institution Roles page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Share from the contextual menu for one of the Personal Portfolios.
3.
Select Share with Institution Roles from the Share with drop-down list.
4.
Select which roles have access to this Personal Portfolio in the Available Roles box. Use
the arrows to move these roles to the Selected Roles box.
How to share a personal portfolio with all system accounts
A Personal Portfolio is shared with all users who have an account on Blackboard Learn - Course
Delivery Share with the All System Accounts page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Share from the contextual menu for one of the Personal Portfolios.
3.
Select All System Accounts from the Share with drop-down list.
4.
Select Submit to share this Personal Portfolio with all users who have an account on the
system.
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How to share a personal portfolio with system users
Other users in the system can view a Personal Portfolio only if the Personal Portfolio creator
shares it with them. Other users are granted access to a Personal Portfolio through the Send to
User page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Share from the contextual menu for one of the Personal Portfolios.
3.
Select Users from the Share with drop-down list.
4.
Complete the Share with User page according to the following table.
F i e ld
De sc r ipt ion
Choose Users
Username [r]
Enter the username for each user that will be
granted access at this time. Separate each
username by a comma. The Personal
Portfolio can be shared with more users at
any time by returning to this page, privileges
for all users that should be allowed to view the
Personal Portfolio do not need to be granted
at the same time.
The Browse function can be used to locate
users if the username is not known.
Email Information
Send Email
Select this option to send an automatically
generated email to each user. The message
will inform the users that they may access the
Personal Portfolio.
Subject
Edit the subject for the email.
Message
Edit the body of the message inviting others
to view your Personal Portfolio.
Send copy of message to self
Select this option to send a copy of the email
to the email account included as part of your
Blackboard Learn - Course Delivery profile.
Use blind carbon copy (Bcc:)
Select this option to use the BCC: function.
BCC: will hide the identity of those receiving
the email from others receiving the same
email. You, as the sender, will appear as the
primary recipient of the message.
How to share a personal portfolio with external users
A Personal Portfolio can be shared with anyone with an email account and access to the Internet.
Sharing a Personal Portfolio is an effective method for displaying your work to colleagues at other
schools or even potential employers. Access to a Personal Portfolio can be restricted by setting an
expiration time or date. Verify that each email address is entered correctly.
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Note: The lifetime for Personal Portfolio shares are calculated not by the calendar
but by increments of 31 days for a month and 365 days for a year. For example, a
one month share will always expire 31 days later and a one year share will always
expire 365 days later.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Share from the contextual menu for one of the Personal Portfolios.
3.
Select External Users from the Share with drop-down list.
4.
Fill out the form using the following table as a guide.
F i e ld
De sc r ipt ion
Choose Users
To [r]
Enter the email address of each person outside of the system that will
receive access to the Personal Portfolio. Separate each email address with a
comma. If your Personal Portfolio contains sensitive information, please
verify that each email address is entered correctly.
Email Information
Subject [r]
Edit the Subject line of the message. The default subject line is,
“<username> has sent you a Personal Portfolio Invitation.”
Message
Edit the body of the message inviting others to view your Personal Portfolio.
The default message includes the line <PERSONAL PORTFOLIO_URL>.
Do not delete this line! It will be replaced with the URL pointing to the
Personal Portfolio. Without this URL, outside users cannot view the Personal
Portfolio.
Send copy of
message to
self
Select this option to send a copy of the email to the email account included
as part of your Blackboard Learn - Course Delivery profile.
Use blind
carbon copy
(Bcc:)
Select this option to use the BCC: function. BCC: will hide the identity of
those receiving the email from others receiving the same email. You, as the
sender, will appear as the primary recipient of the message.
Personal Portfolio Password
Use password
Select this option to protect the Personal Portfolio with a password. If this
option is selected, enter the password in the text field.
Include
password in
email
This option only appears if the Use Password option was selected. Select
this option to include the password in the email message to outside users. If
the password is not included in the email it must be transmitted in some
other way before the Personal Portfolio can be viewed.
Expiration
No Expiration
Select this option to set an unlimited time for the Personal Portfolio share.
Expires in
Select a span of time for the Personal Portfolio share. Access to the
Personal Portfolio will expire according to the selection. The countdown of
the time until expiration begins when the Personal Portfolio share is created.
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Review Portfolios
Portfolios drafted by other users can be shared with other users to solicit feedback to help improve
the Portfolio. Portfolios for review are found on the Received Portfolio page.
How to review a portfolio
Click on the link for a Portfolio on the Received Portfolios page to view the Portfolio and add any
comments.
Organize Received Portfolios
Received Portfolios can be organized into folders. This is especially useful for Instructors that are
grading Portfolios and wish to organize Received Portfolios into Courses or sections.
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Basic Portfolios
This section explains how Basic Portfolios are collections of content organized into Personalized
Web pages. They provide a means of presenting a collection of work, and sharing that collection
with others.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Create a Personal Portfolio
Describes how a Personal Portfolio can be a few
simple pages displaying one or two pieces of content
or a comprehensive record of achievement and
performance over time.
Portfolio Contents
Explains how the contents for a Basic Portfolio are
controlled through the Edit Content page.
Manage Portfolio
Describes how users can manage the sharing,
downloading, and comments for a Basic Portfolio from
the Manage Basic Portfolio: Basic Portfolio Name
page.
Share a Portfolio
Explains how Basic Portfolios can be shared with
individual users or all the users in a Course or an
Organization.
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Create a Basic Portfolio
Basic Portfolios may be created from the Add Basic Portfolio page. After completing the Add Basic
Portfolio page, a new Basic Portfolio appears in the My Portfolios folder. This new Basic Portfolio
will be empty until content, in the form of content items, URLs, and custom-designed Web pages is
added to the Basic Portfolio.
How to create a basic portfolio
1.
Click My Portfolios under the Portfolios menu.
2.
Click Create Basic Portfolio from the Action Bar.
3.
Enter information in the following fields and click Submit.
F i e ld
De sc r ipt ion
Portfolio Information
Title [r]
Enter a title for the Basic Portfolio. This name will identify the
Basic Portfolio in the My Portfolios folder.
Description
Enter a description for the Basic Portfolio.
Learning Objectives
Enter the objectives of the Basic Portfolio.
Portfolio Menu Style
Style
Select Buttons to make the areas of the Basic Portfolio
Menu appear in a button format. If Button is selected, longer
titles may not fully appear when the Button when displayed.
Select Text to make areas of the Basic Portfolio Menu
appear in a text format. See below for more information
about Menu Styles.
Portfolio Availability
Available
Click Yes or No to determine if the Basic Portfolio will be
available to other users.
Comments Options
Comments
Click Shared or Private to determine whether or not
comments can be added to the Basic Portfolio. For more
information on managing comments for a Basic Portfolio
please see the Manage Basic Portfolio Comments topic.
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Text Menu Style
When the Text Menu style is chosen an additional set of functions must be defined.
F i e ld
De sc r ipt ion
Text Options
Background Color
Click Pick Color to open a palette. Move the mouse around the color
field to see the different color variations. Single-click to select the
color that appears.
Alternatively, the hexadecimal RGB value can be entered in the text
field. Entering the code allows a perfect match to a color. For
example, a Basic Portfolio color scheme can be created to match a
school’s colors.
The color selected will be used as the background for the Basic
Portfolio’s menu.
Text Color
Click Pick Color to open a palette. Move the mouse around the color
field to see the different color variations. Single-click to select the
color that appears.
Alternatively, the hexadecimal RGB value can be entered in the text
field. Entering the code allows a perfect match to a color.
The color selected will be used as the text color for the Basic
Portfolio menu. Please make sure to select a text color that contrasts
with the menu background color for easy viewing. After adding
content to the Basic Portfolio, use the Preview function on the My
Portfolios page to make sure that the color scheme looks good.
Button Menu style
When the Button Menu style is chosen, an additional set of functions must be defined. Expand the
Button Library section and choose from the following options.
F i e ld
De sc r ipt ion
Select Style Properties
Button Type
Choose the Button Type from the drop-down list.
Button Shape
Click an option to choose the Button Shape.
Button Style
Use the drop-down list to select the color of the buttons.
Click Gallery of Buttons to view all of the button options.
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Copy Basic Portfolio
The copy function in My Portfolios allows the creation of a new Basic Portfolio that is an exact
replica of an existing Basic Portfolio. This function is very useful when there is a need for two
similar Basic Portfolios. Create one Basic Portfolio, copy it, and then make changes to the new
Basic Portfolio.
Tip: If many Basic Portfolios need to be created for a similar purpose, it is good
practice to create one Basic Portfolio that contains the basics and the design, then
copy it multiple times for other uses. For example, if a Student is preparing an
achievement Basic Portfolio for multiple job interviews, he or she may want to
create the design that best represents the work with links to content that
demonstrates achievement. Then, for each interview, the Student may copy the
Basic Portfolio and Personalize the new one for the specific potential employer,
such as changing the welcome page text to a cover letter addressing that company
then sharing the Basic Portfolio with the company.
When a Basic Portfolio is copied, the new Basic Portfolio is not shared to anyone, so it may be
used for any purpose. If the original Basic Portfolio contains any broken links when copied, the
system will notify the user so that he or she can run the Check Links tool and make corrections to
both Basic Portfolios. Once copied, the two Basic Portfolios are completely independent. Any
changes made to one Basic Portfolio do not affect the other.
Note: When a Basic Portfolio is copied, only the contents of the Basic Portfolio are
included; the list of users the Basic Portfolio is shared with is not copied.
How to copy a Basic Portfolio
1.
Select folder view for the Content Collection menu.
2.
Under the heading Basic Portfolios, click My Portfolios.
3.
Select Copy from the contextual menu for a Basic Portfolio.
Fields
The Copy Basic Portfolio page includes the following fields.
F i e ld
De sc r ipt ion
Portfolio Name
Destination Basic Portfolio
Name
Enter a name for the copied Basic Portfolio or leave the
default name.
Copy Comments
Select the check box to copy comments that have been added to a Basic Portfolio.
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Basic Portfolio Copied receipt
The results of the Basic Portfolio copy appears on the Basic Portfolio Copied receipt page. If a new
Basic Portfolio contains broken links to Content Collection items, those links were copied from the
Source Basic Portfolio. Run the Basic Portfolio Link Checker on both basic Portfolios to make
corrections.
Follow the steps below to access the Basic Portfolio Link Checker:
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Select Edit next to the Basic Portfolio name.
3.
Click Check Links.
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Basic Portfolio Contents
Contents for a Basic Portfolio are controlled through the Edit Content page. All of the objects that
appear in the Basic Portfolio are arranged, in order of appearance, in a table.
Above the table is an Action Bar with buttons for adding and removing Content, External Links, and
Items.
Find this page
Follow these steps to find the Portfolio: Basic Portfolio Name page.
1.
Click My Portfolios under the Portfolios menu.
2.
Select Build from the contextual menu for a Basic Portfolio.
How to add content
Content Items from the Content Collection are added to a Basic Portfolio through the Add Content
page. Note that the file or folder can be given a new Name within the Basic Portfolio. For example,
if a file name in the Content Collection is “fred_and_sallys_project”, it can be given the menu name
of “The Civil War”.
When a Content Collection item is linked to in a Basic Portfolio, the item is shared with the Basic
Portfolio User List. A line item for this user list appears on the Manage Permissions page for the
item. If Read permission for Basic Portfolio User List is removed from the Permissions page, Basic
Portfolio viewers will not have access to the item.
From the Basic Portfolio page, follow these steps to add content.
1.
Click Add Content in the Action Bar.
2.
Enter information in the following fields and click Submit:
F i e ld
De sc r ipt ion
Menu Item Name
Menu Item
Name [r]
Enter a title for the item. This name appears in the Basic Portfolio as the
name of the item.
Choose Content Collection Item or Folder
File or folder [r]
Enter the path to the item that will be added or click Browse to search the
Content Collection for an item.
Menu Item Availability
Available
Click Yes or No to determine whether or not the item is available when
other users view the Basic Portfolio.
How to add a link
Links to external Web sites can be added to a Basic Portfolio from the Add Link page.
From the Basic Portfolio page, follow these steps to add a link:
1.
Click Add Link in the Action Bar.
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2.
Enter information in the following fields and click Submit:
F i e ld
De sc r ipt ion
Menu Item Name[r]
Enter a name for the link. The text entered here appears in the
Basic Portfolio menu as a hyperlink. Clicking on the hyperlink in
the Basic Portfolio will open the URL entered in the URL field.
URL[r]
Enter a URL for the link. Be sure to enter the URL completely, for
example, http://www.blackboard.com, not www.blackboard.com,
or blackboard.com.
Available
Select Yes or No to set the availability of the link.
How to add an item
Basic Portfolio items are Web pages created in the Text Box Editor by the user and added to a
Basic Portfolio. There may be templates available for creating pages. Pages may also be created
without a template using the Text Box Editor.
From the Basic Portfolio page, follow these steps to add an item:
1.
Click Create Item in the Action Bar.
2.
Select a Blank Item or a template from the drop-down list to create a Web page.
Note: Templates are created by the System Administrator; if none are created or
made available, this option will not appear.
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Manage Basic Portfolio
Users can manage the sharing, downloading, and comments for a Basic Portfolio from the Manage
Basic Portfolio: Basic Portfolio Name page. They may also access the Properties page to edit the
name, style or availability of the Basic Portfolio.
Comments
The Basic Portfolio Comments page includes columns displaying the date posted, the person who
posted the comment, and the comment itself. Comments can be sorted by clicking the carat at the
top of each column. For example, to sort comments by date, click the carat at the top of the Date
Posted column.
Follow these steps to open the Comments page.
1.
Click My Portfolios under the Portfolios menu.
2. Select Comments from the contextual menu of the Basic Portfolio.
Comments are viewed, added, and deleted from this page. Only the comment author or the owner
of the Basic Portfolio may delete a comment.
Link Checker
The Basic Portfolio Link Checker allows users to check the links to Content Collection items that
have been added to a Basic Portfolio. For example, if an item in the Content Collection is removed
after the user has created a link to the item in a Basic Portfolio, the Basic Portfolio Link Checker will
detect this and make the user aware of the broken link.
Periodically checking links in a Basic Portfolio is good management practice. Links to Content
Collection items from a Basic Portfolio may appear broken if identifying properties or permissions to
the item are altered. The Check Links tool on the Manage page provides information on all links,
and alerts the owner of any broken links. If a Basic Portfolio begins to show broken links, or users
have trouble viewing a page in a Basic Portfolio, Check Links will identify the problem. Depending
on the situation, some broken links may be repaired, while others may not.
Follow these steps to open the Basic Portfolio Link Checker page.
1.
Click My Portfolios under the Portfolios menu.
2. Select Link Checker from the contextual menu of the Basic Portfolio..
When Check Links is selected, the Basic Portfolio Link Checker automatically runs. The results
appear on the Basic Portfolio Link Checker page.
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Link Checker Results
After the Basic Portfolio Link Checker is run, the results page appears, explaining the status of
each link to a Content Collection item. Some broken links may be fixed by the user, while others
may not.
L eg en d De sc r ipt ion an d Reso lut ion
Valid Link. These items are linked successfully and do not require any further
action.
Repairable permissions error. One or more users on the Basic Portfolio User List
do not have Read permission to these Content Collection items. The user checking
the links has Manage permission to the items and can therefore repair these links.
Select the check boxes next to these items and click Repair. The system will grant
Read permission to these items to users on the Basic Portfolio User List.
Path not found. The items have been moved, removed or renamed within the
Content Collection. The links are broken and the user should remove them from the
Basic Portfolio. If the new locations or names of the items are known, new links may
be created.
Permissions error. One or more users on the Basic Portfolio User List do not have
Read permission to these Content Collection items. The user does not have Manage
permission to the items and cannot repair these links. Delete these links from the
Basic Portfolio or contact a user with Manage permission to these items to add the
appropriate permission. System Administrators have Manage permission on all
Content Collection items; they will never see this icon after running the tool.
Download a Basic Portfolio
Any Basic Portfolio and its contents may be downloaded as a compressed zip file from the Manage
Basic Portfolio page. The zip file contains the HTML pages and content items that make up the
entire Basic Portfolio. This tool is useful for allowing users to archive older Basic Portfolios onto a
personal computer, or for moving a Basic Portfolio to another Basic Portfolio system.
Note: Basic Portfolios must contain content to be downloaded; if a Basic Portfolio
is empty the link to download will not appear.
Follow the steps below to download a Basic Portfolio.
1.
Click My Portfolios under the Portfolios menu.
2.
Select Download from the contextual menu of the Basic Portfolio.
3.
Click the Click to download Portfolio link. A window appears with options to open or save
the Basic Portfolio.
4. Select Save, and save the Basic Portfolio to the desired location.
To view the Basic Portfolio, unzip the downloaded file to a local folder then click on “index.html” to
open the Basic Portfolio.
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Share a Portfolio
A Basic Portfolio is private until the person who created it decides to share it with other users. The
Basic Portfolio can be shared with individual users or all the users in a Course or an Organization.
In addition, the Basic Portfolio can be shared with anyone who has an email address and access to
the Internet.
The following list explains scenarios for sharing a Basic Portfolio:
•
Share a Basic Portfolio with another Blackboard user - the Basic Portfolio is listed
in the user’s Received Basic Portfolios for easy access.
•
Share a Basic Portfolio with an external user - a URL is created for access to the
Basic Portfolio. This may be emailed to the user from the Content Collection.
•
Share a Basic Portfolio with a Course or Organization - the Basic Portfolio is listed
in the Basic Portfolios tool in the Course, and Course or Organization users may
search for the Basic Portfolio in Basic Portfolio Search.
•
Share a Basic Portfolio with an Institution Role - all users with that role may search
for the Basic Portfolio in Basic Portfolio Search.
•
Share a Basic Portfolio with All System Accounts - any user on the system may
search for the Basic Portfolio in Basic Portfolio Search.
Basic Portfolio Search
All users with whom a Basic Portfolio is shared have the ability to find it using Basic Portfolio
Search. Basic Portfolio Search allows users to search all Basic Portfolios that they have access to
by username (the Basic Portfolio owner), Basic Portfolio title, Basic Portfolio description, and Basic
Portfolio Learning Objectives. These fields are available from the Manage Properties page of every
Basic Portfolio. Adding descriptive content to these fields will improve the results of Basic Portfolio
Search.
Note: When a Basic Portfolio is shared with a user, the user must refresh his or
her browser before the Basic Portfolio appears in Received Basic Portfolios. If
permissions are removed for the user, the Basic Portfolio will continue to appear in
the user’s Received Basic Portfolios until they refresh the browser.
Share with a Course or an Organization
A Basic Portfolio is shared with a Course or an Organization through the Share with Courses page
or the Share with Organization page.
Note: Course Basic Portfolios may be enabled or disabled by the Instructor
through Manage Tools on the Control Panel. If Course Basic Portfolios are
available, Students may access them through Tools on the Course Menu.
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Learning Objects Catalog
This chapter covers the Learning Objects catalog. The Learning Objects catalog is a repository
within the Backboard Content Collection that users may browse or search for entries that have
been submitted. Users may nominate items for inclusion in the Institution’s internal Learning
Objects catalog and for inclusion in a public catalog. Users selected as Catalog Managers
determine how the catalog is organized and manage catalog entries submitted by users.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Learning Objects
Provides instructions for searching the Learning Objects
catalog.
Manage Catalog Categories
Provides instructions for organizing the catalog and
managing Learning Object entries.
Manage Catalog Entries
Provides instructions for Learning Object reviewing entries
that have been submitted.
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Learning Objects
The Learning Objects page allows users to browse the contents of the Learning Objects catalog
and search for specific items.
For information on adding entries to the Learning Objects Catalog, see the topic Add Catalog Entry.
Note: If Blackboard Learn - Community Engagement is installed, the Administrator
may choose to make this feature available to all users in the system, or to users
with specific roles.
Find this page
Select View Catalog in the Content Collection menu to open this page.
Functions
The Learning Objects page includes the following functions.
To . . .
search for an item in the catalog
enter the term to search for in the Search Catalog
Entries field and click Go. Once an item is located, select
Details to view information about the entry. Clicking Go
without specifying a search criteria will produce all catalog
entries.
browse the contents of the
catalog
select links to different categories under Browse by
Category. Categories are organized by subcategory;
selecting one category may open a page with a number of
subcategories to choose from.
browse for Reusable Objects
select one of the following links to search for specific
kinds of Reusable Objects:
•
Assignment
•
Course Content
•
Discussion Board
•
Grade Center
•
Snippet
• Portfolio Content
See Create a Reusable Object for more information.
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Search the catalog
The Learning Objects catalog may be searched from the Learning Objects page or from the
Learning Objects area on the Content Collection menu. The Search feature searches the fields
associated with a catalog entry. These include the following:
•
Name
•
Authors
•
Description
•
Keywords
• Learning Objectives
The contents of a file and the metadata of a file are not searched. Searches are not case sensitive.
The following types of searches are not supported:
•
Wildcard search (for example, searching on Wash* will not produce Washington)
•
Boolean operators
•
Returning all catalog entries using *
•
Wildcard searches
Note: The catalog may also be searched from the Learning Objects area on the
Content Collection menu.
Permissions
When a catalog entry is submitted to the Internal Catalog, Read permission for that item is granted
to All System Accounts for that item. When a catalog entry is submitted to the Public Catalog, Read
permission to that item is granted to the Public for that item.
Note: The Administrator may make the Internal Catalog and/or the Public Catalog
unavailable.
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Manage Catalog Categories
Catalog managers may organize the Learning Objects catalog according to the Institution's needs.
The Manage Catalog Categories allows managers to add categories to the top-level of the catalog,
and subfolders within these categories. When entries are added to the catalog, they may be added
to a top-level folder, or to any sub folder. Entries to multiple categories may be created for any
single item.
Note: If Blackboard Learn - Community Engagement is installed, the Administrator
may grant access to the Catalog manager functionality to users with specific roles
in the system. Only these users may access the Manage Catalog pages.
How to manage catalog categories
1.
Select Manage Catalog under Learning Objects in the Content Collection menu.
2.
Select Manage Catalog Categories.
Functions
The Manage Catalog Categories page includes the following functions.
To . . .
C l ic k…
add a top-level category to the catalog
Create Catalog Categories. The Create
Category page will open. Enter the name of the
category on this page.
add a subcategory to an existing category
the name of the category; this opens a page
containing the subcategories and options for
adding and managing them.
change an existing category
Edit next to the category name. The Edit
Category page appears.
remove a category
select the check box next to the categories to
remove and click Delete. This action will remove
the category and all subcategories. All items in
these categories will be moved to a systemcreated category called “Uncategorized”. The
Administrator may rename this category.
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Manage Catalog Entries
Catalog managers review, accept and reject catalog entries on the Manage Catalog Entries page.
All entries that users submit to the catalog appear on this page; a Catalog manager must accept an
entry before the item appears in the catalog.
The status of catalog entries may be changed multiple times. For example, if a catalog manager
approves an entry, a different catalog manager may decide this is not appropriate and reject the
entry. The entry will be removed from the catalog, and the status will be Rejected on the Manage
Catalog Entries page.
Note: If Blackboard Learn - Community Engagement is installed, the Administrator
may grant access to the Catalog manager functionality to users with specific roles
in the system. Only these users may access the Manage Catalog pages.
How to manage catalog entries
1.
Select Manage Catalog under the Learning Objects menu.
2.
Select Manage Catalog Entries.
OR
Select Manage Catalog Entries from the contextual menu for a specific folder.
Functions
The Manage Catalog Entries page includes the following functions.
To . . .
c lick…
approve catalog entries
the check boxes next to those entries to approve and select
Approve. These items are added to the catalog.
reject catalog entries
the check boxes next to those entries to reject and select
Reject. These items are not added to the catalog. If the
items were approved before, they will no longer appear in
the Catalog.
delete a catalog entry
the check boxes next to those entries to approve and select
Delete from Catalog. These items are removed from this
page and will not appear in the catalog. This action is
permanent; the item is deleted from the catalog and the
status can no longer be changed. This action removes the
entry, but does not remove the item from the Content
Collection.
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To . . .
c lick…
filter by the status of the entries
the drop-down list in the Status field and select which
entries to view. The following options are available:
Show All – Displays all entries, including
approved, pending and rejected
Pending – Displays only entries that are
pending
Approved – Displays only entries that have
been approved
Rejected – Displays only entries that are
rejected.
filter by catalog category
the drop-down list in the Category field and select which
entries to view. By default, the filter shows all categories.
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Group Collaboration
Introduction
Some of the most valuable features of the Content Collection are those that allow users to share
documents in group settings. Traditionally, group members maintain multiple copies of similar
documents, and email various versions to others in the group. The Content Collection greatly
simplifies the group collaboration process by providing powerful tools for sharing, versioning and
locking files and folders. Workflow Activities can also enhance the traditional process of sharing
documents.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Create a Group Folder
Create a folder that is shared with a group.
Share a Group Folder
Grant permissions to members of a group.
Locate a Group Folder
Search for and find a group folder.
Collaborate on Documents
Work on documents as a group.
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Create a Group Folder
About group folders
Users collaborating in a group often require access to a shared set of documents. A group may be
created informally as a collection of users who wish to collaborate, or may be created formally
using the Course or Organization Groups function in Blackboard Learn - Course Delivery. The first
step to sharing documents is to create a group folder that can be accessed by each member of the
group. Creating a group folder is not required (group members can collaborate on a single file), but
establishing a specific folder may be helpful for sharing a collection of files.
How to create a group folder
1.
Open the Content Collection tab, and browse to the location to create the group folder. A
common location is within the username folder, such as: /users/jsmith.
2.
Click Create Folder in the Action Bar.
3.
Enter a Folder Name.
4.
Enter a value in the Quota in Megabytes field.
5.
Choose a Lock Option.
6.
Choose a Comment Option.
7.
Choose a Version Option.
8.
Choose a Tracking Option.
9.
Choose a Metadata Option.
10.
Click Submit.
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Share a Group Folder
About shared group folders
After the group folder is created, the user must provide the appropriate permission to other group
members. If Instructor has created Groups in the Course, users can share the folder with all
members of a Group in a single step. If the Instructor Edits the Group members in the future, the
Content Collection will automatically share the folder with the edited Group members.
How to share a folder with a Course Group
1.
Select Permissions next to the group folder. If Permissions is not visible, select Edit, then
Permissions.
2.
From the drop-down list in the Action Bar, Select Group User List (or Organization
Group User List if the Group belongs to an Organization). Select Go.
3.
The page displays all Course Groups in which the user is enrolled. Select the check box
next the Group name with which to share the folder. Multiple Groups may be selected.
4.
Select the appropriate permission check boxes. To grant the group full permissions, select
all of the check boxes.
How to share a folder with a user group
If the user would like to share a folder with a group of users that exists outside of a Course or
Organization Group, the folder must be explicitly shared with each group member. Follow the steps
below:
1.
Select Permissions next to the folder. If Permissions is not visible, select Edit, then
Permissions.
2.
Select Add Users in the Action Bar.
3.
Enter the username of each group member, separated by commas, in the Choose Users
field. Click Browse to locate unknown usernames.
4.
Select the appropriate permission check boxes for these users. To grant all members of
the group full permissions, select all of the check boxes.
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Locate a Group Folder
Locate a group folder
After a user creates the shared folder in the desired location, other group members need a simple
way to locate and access the folder. The easiest way to achieve this is for all other group members
to create Bookmarks to the folder.
Note: The creator of the group folder should inform each group member of the
folder location.
Follow the steps below to create a Bookmark:
1.
Click Bookmarks in the Tools menu.
2.
Click Create Bookmark in the Action Bar.
3.
Enter a Bookmark Name.
4. Click Browse for Content Collection item to locate the item.
Once the Bookmark is created, the user selects Bookmarks in the Content Collection Menu, and
then clicks the Bookmark name to access the shared group folder. The creator of the group folder
may access the folder directly through his or her username folder. If all group members have been
granted full permissions, they may add, edit, and delete any file or folder within the group folder.
Note: Users may also locate the group folder by selecting Search in the Tools
area.
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Collaborate on Documents
About group collaboration
The Content Collection includes numerous tools that allow users to collaborate on group projects.
Versioning
Versioning keeps track of every saved instance of a file to make it easy to roll back to a previous
draft. The versioning feature creates a history of the changes that have been made to a document.
For example, a group collaborates on a final research paper and many modifications are made
throughout the semester. One group member accidentally deletes an important graph from the
document. Fortunately, the graph exists in a previous version of the document, so the group can
easily retrieve the graph from the version history.
For more information on versioning, please see the Versions section.
Workflow
Group members may take advantage of Workflows in the Content Collection. Workflows allow
users to assign tasks to other users and request a specific action in return.
For example, a group of Students is collaborating on a final project. After creating the outline of the
project, the group seeks feedback from the Instructor to determine if the outline meets the
Instructor’s expectations. A group member creates a Review Workflow, indicates the priority and
deadline, and sends it to the Instructor. The Instructor receives the Workflow, reviews the outline,
and returns the Workflow to the group. All of this activity occurs inside the Content Collection (in
the Workflow section of the Tools area), without the need for email and attachments.
For more information on versioning, please see the Manage Workflows section.
Locks
A lock on a folder secures the folder itself (name and settings) from changes. Locking the folder
and all its contents protects both the folder itself and the materials it contains. A group member can
use locks to ensure that other group members do not access the folder while its files are open for
modification. For example, one group member opens up the group folder to edit multiple
documents throughout the day. To prevent other group members from making changes to
documents while work is being done (thus overwriting the modifications), the user creates a lock on
the folder and all the files within it.
Follow the steps below to lock a folder and all of its contents:
1.
Open the Content Collection tab and locate the folder to be locked.
2.
Select Settings from the contextual menu for the folder name.
3. Click Lock this folder and everything it contains under the Lock Options section.
After creating the lock, any user with at least Read permission can continue to read the files in the
folder. However, the lock prevents another user from making changes to the items in the folder,
even if that user has Write permission on the item. After the changes are complete, the user that
created the lock must remove it to allow other group members to resume full access. Locks may
also be created on individual files, rather than on an entire folder.
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Comments
Group members may use the Comments feature to share information on items. For example, one
group member writes the draft of final research paper. Another member edits the draft and adds
comments for other group members to review. In essence, the Manage Comments area may be
used as a discussion area for files and folders.
Tracking
Group members may enable Tracking to view the history of all interactions with a file. The Tracking
log indicates information such as when a group member reads or edits a file.
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Collaboration
Introduction
All Blackboard Learn - Content Management users can create workflows that define the tasks and
order of execution of a specific process, including which documents and individuals are involved.
Blackboard Learn - Content Management users have the option to receive email notifications about
the workflows they participate in such as when tasks are assigned to them, or when the workflow
progresses from one milestone to the next.
In this section
This section includes the following topics.
T op i c
De sc r ipt ion
Collaboration
Collaboration Overview
Explains how Workflows are deployed by using Models,
that a Model serves as the foundation for a Workflow and
how milestones and actions are the components of a
Workflow Model.
Collaboration Splash Page
Describes how the Collaboration splash page serves as
the starting point for using Workflows.
Creating Models
Working with Models
Explains how Blackboard Learn - Content Management
users can Create a Workflow Model that can be used
many times.
Creating a Workflow Model
Explains how Blackboard Learn - Content Management
users can create a workflow model that can be used and
reused.
Adding Milestones
Describes how Workflows are made up of Milestones that
contain one or more Actions.
Adding Actions
Describes how Actions are the individual tasks that make
up the Workflow.
Adding Permissions
Explains how Permissions are granted to the users
involved in the actions at the beginning of a milestone and
removed at the end of a milestone or if the workflow is
stopped.
Editing a Workflow Model
Describes how a Workflow Model can be edited by its
owner.
Sharing Workflow Models
Explains how Blackboard Learn - Content Management
users can share workflow models with other users. Users
must have permission to share a workflow model based
upon their Institution Role.
Copying Workflow Models
Describes how Blackboard Learn - Content Management
users can copy a workflow model they have created or
one that has been shared with them.
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T op i c
De sc r ipt ion
Linking Items to a Workflow
Explains how Blackboard Learn - Content Management
items or files from a local hard drive can be linked to a
workflow instance.
Deploying Workflows
Starting a Workflow
Describes how Workflows can be started manually or
automatically.
Creating an Instant Workflow
Explains how users can create an Instant Workflow, which
is a seamless process of Creating a new workflow and
executing it.
Using a Shared Workflow Model
Describes how users can start a workflow based upon a
shared workflow model.
Creating an Item-Based Workflow
Explains how users can create a new workflow using a
Blackboard Learn - Content Management item as a
starting point
Editing an Active Workflow
Describes how Blackboard Learn - Content Management
users can edit any workflow that they own and that is in
progress.
Managing Workflow Actions
About Workflows
Explains how the Workflows page displays all of the
workflows that a particular user is associated with,
whether they are an initiator or a participant.
Model Design
Explains how the Model Design page provides a
convenient display of the details of a particular workflow
instance.
To Do List
Describes how the Actions page organizes and displays
all of the actions associated with a particular user.
Update Action
Explains how the Update Action page lists all of the
details and content items associated with a particular
workflow action.
Workflow Notifications
Describes how the Workflow Notifications page allows
users to manage the notifications from a particular
workflow.
Email Items
Explains how users can send an email message to
anyone with a valid email address from the Collaboration
splash page.
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Collaboration Overview
All Blackboard Learn - Content Management users can create workflows that define the tasks and
order of execution of a specific process, including which documents and individuals are involved.
Blackboard Learn - Content Management users have the option to receive email notifications about
the workflows they participate in such as when tasks are assigned to them, or when the workflow
progresses from one milestone to the next.
Workflows are deployed by using Models. A Model serves as the foundation for a workflow:
milestones and actions are pre-defined so a workflow can be deployed quickly and easily. A single
model can have multiple workflow instances and can be shared with other Blackboard Learn Content Management users. Sharing these models with the appropriate roles within an Institution
can increase efficiency and accuracy.
Uses
Collaboration can assist Institutions in providing structure to common business processes. Some
examples:
•
Librarians can set up copyright authorization processes for Instructors and Students,
•
IT departments can set up methods for requesting resources, and
•
Institutions can establish procedures for requesting access to specific Course content.
•
Students can use Collaboration to work together on class projects.
See also
The following topics provide detailed information on workflow models:
•
Collaboration Splash Page
•
Creating a Workflow Model
•
Working with Models
•
Editing a Workflow Model
•
Sharing Workflow Models
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Collaboration Splash Page
The Collaboration splash page serves as the starting point for using workflows. The page is tailored
to the specific user and displays their workflow models, workflows they are participating in, and
actions assigned to them.
Functions
The functions that are available on this page are described in the following table:
F un ct io n
De sc r ipt ion
Get Started &
Start an Instant Workflow
Click this link to display the Start Workflow page. Use an
existing workflow model or start an Instant Workflow.
My Workflow Progress &
the workflows
Click either of these links to display the Workflows page.
Design Workflow Model &
Create a New Model
Click either of these links to display the Create a Workflow
Model: My Models page.
To Do List
Click this link to display the To Do List page.
Email
Click this link to send email to other workflow participants
using the Email Items page.
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Working with Models
Any Blackboard Learn - Content Management user can Create a workflow model that can be used
many times (instances). A workflow model is similar to a word processor template, where an
instance is when a copy of the model is sent to users to complete. For each workflow there is one
model, but there can be many instances.
Functions
Workflow models are contained on the Create a Workflow Model: My Models page. This page is
accessed in one of two ways:
•
Click the Create a Workflow Model link from the Tools menu.
• Click the Design Workflow Model link from the Collaboration splash page.
The Create a Workflow Model: My Models page contains the following functions:
F un ct io n
De sc r ipt ion
Create Model
Click to display the Add Workflow Model page and create a new model.
Delete
Click to remove selected workflows.
Copy
Click to copy selected workflows.
Display Models
Choose from the following options and click Go:
•
All Models
•
My Models
•
Shared Models
Name/Designer
Search for specific workflow models by the name or owner. Use the
dropdown list and the text field to refine the search and click Go to execute
the search.
Name
The name of the model.
Designer
The user who created the model.
Start
Click the Start button to start the workflow.
See also
The following topics provide detailed information on workflow models:
•
Creating a Workflow Model
•
Editing a Workflow Model
•
Copying Workflow Models
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Working with Models
Any Blackboard Learn - Content Management user can Create a workflow model that can be used
many times (instances). A workflow model is similar to a word processor template, where an
instance is when a copy of the model is sent to users to complete. For each workflow there is one
model, but there can be many instances.
Functions
Workflow models are contained on the Create a Workflow Model: My Models page. This page is
accessed in one of two ways:
•
Click the Create a Workflow Model link from the Tools menu.
• Click the Design Workflow Model link from the Collaboration splash page.
The Create a Workflow Model: My Models page contains the following functions:
F un ct io n
De sc r ipt ion
Create Model
Click to display the Add Workflow Model page and create a new model.
Delete
Click to remove selected workflows.
Copy
Click to copy selected workflows.
Display Models
Choose from the following options and click Go:
•
All Models
•
My Models
•
Shared Models
Name/Designer
Search for specific workflow models by the name or owner. Use the
dropdown list and the text field to refine the search and click Go to execute
the search.
Name
The name of the model.
Designer
The user who created the model.
Start
Click the Start button to start the workflow.
See also
The following topics provide detailed information on workflow models:
•
Creating a Workflow Model
•
Editing a Workflow Model
•
Copying Workflow Models
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Creating a Workflow Model
Any Blackboard Learn - Content Management user can create a workflow model that can be used
and reused. For each workflow there is one model, but there may be many instances. A workflow
model is like a template, where an instance is when a copy of the model is sent to users to
complete. Workflow models can be shared with all Blackboard Learn - Content Management users
or to certain user roles in the system.
How to create a new workflow model
1.
Click Collaboration from the Menu Area.
2.
Click Design Workflow Model.
3.
Click Create Model.
4.
Enter a name for the model in the Name field.
5.
Enter a description of the model in the Instructions field. These are instructions for using
the workflow; for example, if this is a shared workflow this section may be used to explain
how others should use this workflow. (This step is optional.)
6.
Define the Action Status terms to be used in this model: In Progress, Approved, and
Not Approved.
7.
Click the Browse… button to link content items to this model.
8.
Add permissions for the item. See Adding Permissions for more information.
9.
Click Submit when finished.
10.
Select Build from the contextual menu for the newly created workflow.
11.
Click Create Milestone.
12.
Enter a Name for the milestone.
13.
Enter a Description field.
14.
Click either No Action or Go to Milestone and select a milestone number to define the
Milestone to repeat if blocked. See Adding Milestones for more information.
15.
Click the Browse… button to link content items to this milestone.
16.
Add permissions for the item. See Adding Permissions for more information.
17.
Click Add Another File to add another content item to this milestone.
18.
Click Submit and Add Action to add an action to this milestone or Submit and Finish to
go back to the Model Design page. See Adding Actions for more information.
Note: A model is not complete and cannot be started until it includes at least one
action.
See also
The following topics provide detailed information on creating workflow models:
•
Adding Actions
•
Adding Milestones
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•
Adding Permissions
•
Linking Items to a Workflow
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Adding Milestones
Workflows are made up of Milestones that contain one or more Actions. Milestones provide
structure to a complex workflow by grouping actions together in a logical fashion. Milestones can
only be added by workflow owners.
Find this page
From the Create a Workflow Model: My Models page:
1.
Select Build from the contextual menu for the workflow.
2.
Click Create Milestone.
How to add milestones
1.
Enter a Name.
2.
Enter a description for the milestone in the Description field.
3.
Click either No Action or Go to Milestone and select a milestone number to determine the
Milestone to repeat if blocked.
Note: The Milestone to repeat if blocked setting works as follows:
No Action is the default; the milestone continues. The workflow cannot proceed
past this milestone because this action has failed, but other actions in the
milestone can be completed.
Go to Milestone forces to workflow to go back to a specified milestone if this
milestone fails. If this milestone fails, all statuses forward from this point revert to
Not Started. All comment and history information remains intact.
4.
Click the Browse… button to link content items to this milestone. Repeat this step to add
another content item to this milestone.
5.
Add permissions to the item. See Adding Permissions for more information.
6.
Click Submit and Add Action to add an action to this milestone or Submit and Finish to
go back to the Model Design page.
Note: See Adding Actions for step-by-step instructions.
See also
The following topics provide additional information on the use of milestones:
•
Creating a Workflow Model
•
Editing a Workflow Model
•
Model Design
•
Adding Actions
•
Adding Permissions
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Adding Actions
Actions are the individual tasks that make up the workflow; they are located within workflow
milestones. Actions are the method for assigning tasks to users and can be assigned to a single
user or a group. Workflow designers can add actions to the workflow model when it is being
designed or when it is in progress, provided that the action is added to a milestone that has not
started.
Note: A model is not complete and cannot be started until it includes at least one
action.
Find this page
The Add Action page can be accessed in the following ways:
•
After adding a milestone during the workflow creation process, click Submit and Add
Action.
•
Select Build from the contextual menu for the appropriate workflow on the Create a
Workflow Model: My Models page. Click Create Action for the appropriate milestone.
How to add an action
1.
Enter a name in the Name field.
2.
Enter a description of this action in the Description field.
3.
Determine whether or not this action is required by clicking either the Yes or No radio
button.
4.
Determine a deadline by clicking the Specify Date radio button and use the date and time
fields to choose a precise date and time for this deadline. If no deadline is required, click
the None radio button.
5.
Click Browse to assign a person to this action.
6.
Click Browse to Select a Course to associate with this action.
7.
Assign this action to specific members of this Course:
•
Click the All Course Members radio button to assign the action to all Course members.
•
Click the Selected Roles radio button and select the roles from the following: Student,
Guest, Teaching Assistant, Instructor, Course Builder, and Grader.
8.
Determine how the action is approved, by any of the assignees or all of them:
•
Click the Any Assignee May Approve radio button or
•
Click the All Assignees Must Approve radio button.
9.
Click the Browse… button to link content items to this action.
Note: When documents are linked to a workflow at the workflow or milestone
level, they appear at the action level on the start workflow page when a workflow is
started.
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10.
Click Submit to finish the action and go back to the Model Design page.
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Adding Permissions
Permissions to workflow items are granted to the users involved in the actions at the beginning of a
milestone and removed at the end of a milestone or if the workflow is stopped; these workflow
permissions also appear on the permissions page for the item. Permissions may be selected when
an item is added to the model and they can also be edited in the instance.
Permissions function within workflows as follows:
•
Permissions to items are granted when the workflow enters the milestone in which the
action exists,
•
Permissions to items are removed when the workflow exits the milestone in which the
action exists,
•
Permissions to items are removed when a workflow is stopped, and
•
Permissions to items are granted when a workflow is restarted (after being stopped).
Note: If no permissions are added to an item then a warning appears when the
workflow is submitted stating that there are no permissions for an item and asking
the user if they would like to continue.
Find this page
From the Add Workflow Model page, click Browse to add an item to the model. The item appears
in a table with four checkboxes; one for each permission that can be added.
How to add permissions
1.
Add an item to the workflow. See Creating a Workflow Model for more information.
2.
Select any or all of the following permissions by clicking its checkbox:
Pe r miss ion De sc r ipt ion
Read
Allows a user to read or view this item.
Write
Allows a user to edit this item.
Delete
Allows a user to delete this item from the workflow.
Manage
Allows a user to manage the permissions for the item.
3.
Click Submit when finished.
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Extending Content Permissions for a Workflow Item
Permissions for items associated with workflows can be extended in order to complete the
workflow. Extensions remain in effect after the milestone and workflow are complete.
How to Extend the Permission for a Workflow Item
1.
Click Extend Permissions for a Milestone within a Workflow.
2.
Click Browse... to select the names of users who need extended permission to access an
item.
3.
Click Browse... to link an item from the Content Collection.
4.
Add permissions to the item.
5.
Click Submit.
See Also
The following topics provide additional information:
•
Adding Permissions
•
Modifying an Active Workflow
•
Modifying a Workflow Model
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Editing a Workflow Model
Once a workflow model is created it can be edited by its owner. These modifications affect the
original model and any shared instances of that workflow model. Existing instances of the workflow
are not affected by these modifications.
Workflow models that are in progress can be edited but only after they are stopped. Once stopped,
the owner can edit any milestone that has not been started and any associated actions.
How to edit a workflow model
1.
Click Design Workflow Models.
2.
Select Edit, Build, or Share from the contextual menu for the appropriate model.
O pt io n De sc r ipt ion
Edit
Click this link to open the Edit page; the name, description, and status labels of a
model can be edited there.
Build
Click this link to open the Model Design page; milestones and actions may be added
or deleted.
Share
Click this link to open the Workflow Model Sharing page; the settings for sharing the
model are located there.
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Sharing Workflow Models
Certain Blackboard Learn - Content Management users can share workflow models with other
users. Users must have permission to share a workflow model based upon their Institution Role.
Find this page
Select Share from the contextual menu for the appropriate Workflow Model.
How to share a workflow model
Follow these steps to share a workflow with other Blackboard Learn - Content Management users:
1.
Click the Yes radio button to share the workflow.
2.
Choose how many roles that can use this workflow:
•
Click the Everyone radio button to share this workflow with every user role.
•
Click the Selected Roles radio button to share this workflow with specific user roles.
3.
Select a role and click the Right Arrow button to move it to the Selected Roles list. To
remove a role from the Selected Roles list, select a role and click the Left Arrow to move
it back to the Roles to Select list.
4.
Click Submit when finished.
How to remove a shared workflow
Removing a shared workflow prevents the users it was shared with from creating another workflow,
but it does not impact workflows that are already in progress.
To remove a shared workflow:
1.
Select Share from the contextual menu for the appropriate Workflow Model.
2.
Click the No radio button to remove the workflow share.
3.
Click Submit when finished.
See also
The following topics provide additional information on sharing workflows:
•
Using a Shared Workflow
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Copying Workflow Models
Blackboard Learn - Content Management users can copy a workflow model they have created or
one that has been shared with them. This is another method of quickly starting a workflow. Once
the workflow model has been copied, the user can edit it accordingly.
Note: If a user copies a shared workflow model they become the owner, meaning
they can edit the model and reuse it, even if the original is deleted from the system
or is unshared with them.
How to copy a workflow model
1.
Navigate to the Create a Workflow Model: My Models page.
2.
Select the workflow model to copy.
3.
Click Copy. The copy of the workflow model appears on the list.
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Linking Items to a Workflow
Blackboard Learn - Content Management items or files from a local hard drive can be linked to a
workflow instance. Blackboard Learn - Content Management Items or local files may be linked at
the model, milestone and action level of a workflow. When linked at the model level they cascade
to all actions in model; when linked at milestone level they cascade to all actions in milestone. They
appear in the model at the place linked, but in a workflow instance they all appear at the action
level.
Items can be added to a workflow in progress, but the following restrictions must be followed:
•
the workflow must be stopped and
•
the item can only be added to milestones or actions that have not started yet.
Note: Items added to workflows already in progress are only applicable to that
particular instance.
Find this page
Items can be linked at the model, milestone and action level of a workflow. Navigate to the Add
Workflow Model, Add Milestone or Add Action page.
How to link items to a workflow
From the Add Workflow Model, Add Milestone, or Add Action pages, follow these steps:
1.
Click the Browse… button.
2.
To add a Blackboard Learn - Content Management item:
•
Use the My Content, Course Content, Organization Content, and Institution Content
links to navigate to the appropriate folder.
•
Select the item from the list by clicking its radio button.
•
Click Submit when finished.
OR
3.
To add a local file:
•
Click the Add Item button. The Add Item page is displayed.
•
Click the Browse… button.
•
Use the File Upload dialog box to locate the local file and then click Open.
•
Select the options for this file by clicking the appropriate checkboxes.
•
Click Submit when finished.
4.
Add permissions for the item. See Adding Permissions for more information.
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Starting a Workflow
Workflows can be deployed manually or automatically. Here are the three ways to manually start a
workflow:
•
Create an Instant Workflow (a new workflow model and instance from scratch).
•
Start a workflow from a list of workflow models (shared or user-created).
•
Select a Blackboard Learn - Content Management item and Create a workflow model
around it or use an already existing workflow model.
Find this page
For each method of starting a workflow, follow these steps:
•
Instant Workflow: From the Collaboration splash page, click on either one of the
following links: the Get Started or Start an Instant Workflow.
•
Shared Workflow: Click the name of the workflow in the Get Started list..
•
Item-Based Workflow: From any Content Collection folder page, select an item and
click Start Workflow.
See also
The following topics provide detailed information on starting workflows:
•
Creating an Instant Workflow
•
Using a Shared Workflow Model
•
Creating an Item-Based Workflow
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Creating an Instant Workflow
Users can create an Instant Workflow, which leads the user through a seamless process of
Creating a new workflow and executing it.
Find this page
From the Collaboration splash page, click on either one of the following links: the Get Started or
Start an Instant Workflow. The Start Workflow page appears.
How to create a new workflow
1.
Click Collaboration from the Menu Area.
2.
Click Start an Instant workflow.
3.
Select Create Instant Workflow or Copy Existing Workflow Model. Click Browse to
select the existing Workflow Model.
4.
Enter a name for the new workflow in the Name field.
5.
Enter instructions of the new workflow in the Instructions field. These are instructions for
using the workflow; for example, if this is a shared workflow this section may be used to
explain how others should use this workflow. This step is optional.
6.
Define the Activity Status terms to be used in this workflow: In Progress, Approved, and
Not Approved.
7.
Click the Browse… button to link content items to this workflow.
8.
Click Submit.
See also
The following topics provide additional information on creating workflows:
•
Adding Milestones
•
Adding Actions
•
Adding Permissions
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Using a Shared Workflow Model
Users can start a workflow based upon a shared workflow model.
Find this page
From the Collaboration splash page, click the link to a workflow in Get Started or select Make a
Request in the Workflow menu.
How to start a new workflow based upon a shared workflow
1.
Navigate to the Create a Workflow Model: My Models page.
2.
Click the Start button belonging to the appropriate workflow model listed on the page.
3.
Enter additional comments regarding the workflow in the Comments field. (Optional).
4.
Use the Browse… button to add an item to this workflow. See Linking Items to a Workflow
for more information.
5.
Expand each milestone listing to assign deadlines and Content Items. (Optional)
•
Assign a deadline for the milestone by clicking the Specify Date radio button and using
the date and time fields.
•
Use the Browse… button to add an item to this workflow. See Linking Items to a
Workflow for more information.
6.
Click Send me email when complete to receive an email when the workflow has finished.
7.
Choose when to start this workflow using one of the following options:
•
Click the Start Manually radio button to begin this workflow at your discretion.
•
Click the Start Now radio button to begin this workflow as soon as possible.
•
Click the Specify Start Date radio button and use the date and time fields to choose a
precise date and time to begin this workflow.
8.
Click Submit when finished.
See also
The following topics provide additional information on using shared workflows:
•
Adding Milestones
•
Adding Actions
•
Adding Permissions
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Creating an Item-Based Workflow
Users can create a new workflow using a Blackboard Learn - Content Management item as a
starting point. This method ensures that a particular item is in included in the workflow.
Find this page
From any Content Collection folder page, select an item and click Start Workflow.
How to create an item-based workflow
Follow these steps to create a new workflow based upon a Blackboard Learn - Content
Management item:
1.
Choose to create an Instant Workflow or use an existing workflow model.
•
For an Instant Workflow follow the steps presented in Creating an Instant Workflow.
•
For a Workflow Model follow the steps presented in Using a Shared Workflow Model.
2.
Click Submit when finished.
See also
The following topics provide additional information on creating item-based workflows:
•
Adding Milestones
•
Adding Actions
•
Adding Permissions
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Editing an Active Workflow
Blackboard Learn - Content Management users can edit any workflow that they own and that is in
progress. Milestones and Actions that have not started yet can be edited. Milestones and Actions
that are in progress or are already completed may not be edited.
Note: The system must stop the workflow before it can be edited; a message
appears with this warning. Click OK to stop the workflow.
How to edit an active workflow
1.
Click Design Workflow Model from the Collaboration splash page.
2.
Select Open from the contextual menu for the active workflow.
3.
Select Create Action or Extend Permissions from the contextual menu for any Milestone.
4.
Select Edit, Copy, or Delete from the contextual menu for any Action.
5.
Click OK when finished.
See also
The following topics provide additional information:
•
Adding Milestones
•
Adding Actions
•
Adding Permissions
•
Extend Content Permissions
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About Workflows
The Workflows page displays all of the workflows that a particular user is associated with, whether
they are an initiator or a participant. Users can manage their workflow subscriptions, edit, start or
stop workflows that they have created, view workflow details, and add comments to workflows from
this page.
Note: If a user is participating in a workflow that has been scheduled – but has
not reached them yet – then they cannot access the workflow details.
Find this page
Click My Workflow Progress or the Workflows link from the Collaboration splash page.
Functions
The Workflows page has the following functions:
F un ct io n
De sc r ipt ion
Delete
Users can delete workflow instances that they have created.
Subscribe
Click to subscribe to selected workflows; the Workflow Notifications page
appears.
Display
Workflows
Choose from the following display options and click Go:
All: Displays all workflows that are associated with a user.
Sent: Displays workflows that were initiated by the user.
Received: Displays workflows that the user is involved with but were
initiated by other users.
Scheduled: Displays workflows that a user has not started yet or workflows
that a user is participating in that have begun but have not yet reached the
milestone with their assigned actions.
In Progress: Displays workflows that are in progress.
Complete: Displays workflows that are completed.
Name
Displays the name of the workflow.
Status Icon
One of the following icons may be displayed next to the Workflow Name:
Indicates that a workflow Milestone is overdue.
Indicates a subscription to all notifications for that workflow.
Indicates a subscription to Activity notifications for that workflow.
Progress
Displays the progress of the workflow.
Current
Milestone
Deadline
Displays the deadline of the current milestone of a particular workflow.
Start Date
Displays the date that the particular workflow began.
Stop Date
Displays the date that the particular workflow was stopped.
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F un ct io n
De sc r ipt ion
Type
Displays the type of workflow: Sent or Received.
Status
Displays the Start/Stop button. Users can click Start to begin a workflow
instance they have created and Stop to stop it. Workflow instances that
have been stopped may be restarted by clicking Start.
Edit
Select Edit from the contextual menu to display the Workflow Design page
for this particular workflow. See Editing an Active Workflow for more
information.
Edit Paging...
Choose how many workflows to display on this page: 25, 50, 100, 200, or
ALL and click Go.
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Model Design
The Model Design page provides a convenient display of the details of a particular workflow
instance. Each milestone of this workflow is listed on this page in a collapsed view; the view can be
expanded to display detailed information for the actions that make up the milestone. Workflow
participants can edit actions within the milestone and add comments.
Workflow Owners have two overrides at their disposal: they can override an action to complete or
fail it. For example: Joe is assigned an action in Milestone 1 and is sick, rendering him unable to
complete the action. The owner of the workflow can use the Approve Action function to move the
workflow on to the next milestone.
Find this page
To find the Model Design page:
•
Select Open from the contextual menu for the appropriate workflow on the Workflows
page.
•
Select Open from the contextual menu for the appropriate action on the Actions page.
Functions
The Model Design page contains the following functions:
F un ct io n
De sc r ipt ion
Milestone
Expand/Contract
Click the plus/minus icon to expand and contract the details for that
milestone.
Content Items
Each of the content items that are associated with a milestone may
be accessed by clicking the link.
Override Options
Approve Action
Click this button to approve this action and move the workflow on to
the next milestone.
Fail Action
Click this button to fail this action.
Status History
Edit Action
Click this button to display the Update Action page.
Comments
Click this button to add comments to this action.
Expand All
Click this button to display the text for each comment in the field
below.
Collapse All
Click this button to collapse the text for each comment in the field
below.
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To Do List
The Actions page organizes and displays all of the actions associated with a particular user.
Note: Once an action is completed it is automatically removed from the Actions
page by the system. The user may still access this workflow (and action) from the
My Workflows page.
Find this page
The Actions page can be accessed in the following ways:
•
Click To Do List from the Collaboration menu.
•
Click To Do List from the Collaboration splash page.
Functions
The Actions page contains the following functions:
F un ct io n
De sc r ipt ion
Display
Actions
Choose from the following display options and click Go:
Types:
All Workflows: Displays actions from all workflows that are associated with a
user.
Current Workflows: Displays actions from workflows that are in progress.
Scheduled Workflows: Displays actions from upcoming workflows.
Status:
Not Started: Displays actions that a user has not started.
In Progress: Displays actions that are in progress.
Complete: Displays actions that are completed.
Status Icon
Icons displayed in this column indicate that an action deadline is overdue or
that an action is required.
Action Name
Displays the name of the action.
Action Status
Displays the status for the action.
Action
Deadline
Displays the deadline for the action.
Workflow
Name
Displays the name of the workflow associated with this action.
Update
Click Update to display the Update Action page.
Details
Click to view the details of the workflow.
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Update Action
The Update Action page lists all of the details and content items associated with a particular
workflow action. The status of the action can be changed and comments may be added.
The workflow owner can override an action to complete or fail it entirely. For example: Joe is
assigned an action in Milestone 1 and is out sick. The owner can use the Override Complete
function to move the workflow to the next stage. This is available to the owner on the Model Design
page.
Note: Any user involved in the workflow can add comments to actions while only
users assigned to an action can edit the status for that particular action. For
example: if one user is assigned an action in Milestone 1, that user can go into the
workflow during Milestone 2 and add comments to actions in milestone 2.
Find this page
The Workflow Action page can be accessed in the following ways:
•
Click Edit for the appropriate action on the Actions page.
•
Click Edit Action for the appropriate action on the Model Design page.
Functions
The Update Action page contains the following functions:
F un ct io n
De sc r ipt ion
Instructions
Displays the instructions for this action. Read only.
Deadline
Displays the deadline for this action. Read only.
Required
Displays the Required/Not Required status of the action. Read only.
Content
Items
Displays the links to any Content Items associated with this action.
Status
Choose from the following options to change the status of this action:
•
In Progress
•
Approved
•
Not Approved
Subject
Enter a subject in the field provided.
Comment
Enter a comment related to the change in status.
Status
History
Displays the status history of this action. Use the Expand All and Collapse All
buttons to expand or collapse the history data.
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Workflow Notifications
The Workflow Notifications page allows users to manage the notifications from a particular
workflow. The following options are available:
•
I need to complete an action: the user only receives notifications regarding the status
of milestones within the workflow in which the user has actions to complete, not the
overall status of the workflow.
•
Any events occur: the user receives all notifications from a workflow, including action
and milestone status.
•
A workflow completes or fails: the user receives notice when a workflow is
completed or has failed.
•
Never: the user receives no workflow notifications.
Find this page
The Workflow Notifications page can be accessed by selecting a workflow from the My Workflows
page and clicking Subscribe. Users can edit the notification settings for one or more workflows at
the same time.
How to subscribe to a workflow
Follow these steps to set notification preferences:
1.
2.
Select one of the following options:
•
I need to complete an Action
•
Any events occur (Actions are Ready. Milestones begin, end, or fail. Workflow
is complete, stopped, or restarted.)
•
A workflow completes or fails
•
Never
Click Submit.
How to opt-out of workflow notifications
Blackboard Learn - Content Management users can also opt out of all workflow notifications by
using the Personal Settings under the Tools menu.
1.
Click Personal Settings under the Tools menu.
2.
Click the Opt out of Workflow Notifications checkbox.
3.
Click Submit when finished.
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Email
Users can send an email message to anyone with a valid email address from the Collaboration
splash page.
Find this page
Click the Email link on the Collaboration splash page.
How to send an email
1.
Enter an email address in the To field.
2.
Enter any email addresses in the Cc and Bcc fields. Optional.
3.
Enter a subject in the Subject field.
4.
Enter the message in the Message field.
5.
Click Submit.
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