As Cover - Mohawk College LMS Review

As Cover - Mohawk College LMS Review
Content System User Manual
Release 8
December 2007
Blackboard Content System
User Manual
Publication Date: December 2007
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Bringing Education Online are either registered trademarks or trademarks of Blackboard Inc. in the United
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© 2007 Blackboard Inc. All rights reserved. Made and printed in the USA.
No part of the contents of this manual may be reproduced or transmitted in any form or by any means
without the written permission of the publisher, Blackboard Inc.
©
2007 Blackboard Inc. Proprietary and Confidential.
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Blackboard Content System
User Manual
Table of Contents
Table of Contents ......................................................................... 3
Introduction ............................................................................ 20
Overview..................................................................................................... 20
About the Blackboard Content System.................................................................. 20
About the Blackboard Learning System and the Blackboard Community System ................ 20
About Blackboard Inc. ..................................................................................... 20
Using this manual .......................................................................................... 20
Organize and Manage Content........................................................ 21
About organizing and managing content ............................................................... 21
In this section ............................................................................................... 21
Organize content in folders ......................................................... 22
About Organizing Content ................................................................................ 22
Private content space and Public content space...................................................... 22
Creating a private folder.................................................................................. 22
Creating a Public folder ................................................................................... 22
Organize Folder Permissions ........................................................ 24
Organizing Folders ......................................................................................... 24
Sharing Folders ............................................................................................. 24
Sharing files ................................................................................................. 24
Overwrite Option on Folders ............................................................................. 24
Tools for Sharing and Finding Content ............................................ 25
About Tools for sharing and finding content........................................................... 25
Find Folder .................................................................................................. 25
Search ........................................................................................................ 25
Go To Location ............................................................................................. 25
Bookmarks ................................................................................................... 25
Workflow Activities ........................................................................................ 25
Passes ........................................................................................................ 26
Portfolios .................................................................................................... 26
Recycle Bin.............................................................................. 27
Overview..................................................................................................... 27
Find this page ............................................................................................... 27
Functions .................................................................................................... 27
Unique ID Tool ......................................................................... 29
Overview..................................................................................................... 29
Find the tool ................................................................................................ 29
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2007 Blackboard Inc. Proprietary and Confidential.
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Execute the tool............................................................................................ 29
Execute the tool with a log file .......................................................................... 29
Organize the user folder ............................................................. 30
About the user folder...................................................................................... 30
Storing content ............................................................................................. 30
Granting Permissions ...................................................................................... 30
View Content............................................................................. 31
Overview..................................................................................................... 31
In this section ............................................................................................... 31
Access the Content Collection ...................................................... 32
Overview..................................................................................................... 32
Login to the Blackboard Learning System .............................................................. 32
Find the Content Collection .............................................................................. 32
Personal Settings ...................................................................... 33
Overview..................................................................................................... 33
Home Page Settings........................................................................................ 33
Content Areas .......................................................................... 34
Overview..................................................................................................... 34
My Content .................................................................................................. 34
Course Content ............................................................................................. 34
Institution Content......................................................................................... 34
e-Reserves .............................................................................. 35
Overview..................................................................................................... 35
Librarians .................................................................................................... 35
Creating e-Reserve Course Folders ...................................................................... 35
Accessing e-Reserve folders .............................................................................. 35
Folders and Items...................................................................... 36
Overview..................................................................................................... 36
Folders ....................................................................................................... 36
Items ......................................................................................................... 36
Navigation ............................................................................... 38
Overview..................................................................................................... 38
Content Collection menu ................................................................................. 38
Content Frame.............................................................................................. 38
Action Bar ................................................................................................... 38
Location bar................................................................................................. 38
Content List ................................................................................................. 39
©
2007 Blackboard Inc. Proprietary and Confidential.
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Go to Location.......................................................................... 40
Overview..................................................................................................... 40
Find this page ............................................................................................... 40
Fields ......................................................................................................... 40
Bookmarks .............................................................................. 41
Overview..................................................................................................... 41
Find this page ............................................................................................... 41
Functions .................................................................................................... 41
Invalid Bookmarks .......................................................................................... 41
Add Bookmarks......................................................................... 43
Overview..................................................................................................... 43
Find this page ............................................................................................... 43
Fields ......................................................................................................... 43
Web Folders ............................................................................ 44
Overview..................................................................................................... 44
Find the Web address of a folder ........................................................................ 44
Setup a Web folder in Windows .......................................................................... 44
Setup a Web folder in Mac OS X ......................................................................... 45
Using Web Folders with the Content Collection....................................................... 45
File Names................................................................................................... 46
360° View ............................................................................... 47
Overview..................................................................................................... 47
Find this page ............................................................................................... 47
Functions .................................................................................................... 47
Search Content .......................................................................... 49
Overview..................................................................................................... 49
Contents ..................................................................................................... 49
Search Overview....................................................................... 50
About Search ................................................................................................ 50
‘Smart’ Searches ........................................................................................... 50
‘And’ Searches.............................................................................................. 50
Case Insensitivity ........................................................................................... 50
Search criteria .............................................................................................. 51
Wildcard, Proximity and Fuzzy searches ............................................................... 51
Boolean searches ........................................................................................... 51
Perform a Basic Search ............................................................... 53
About Basic Search......................................................................................... 53
Basic Search fields ......................................................................................... 53
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2007 Blackboard Inc. Proprietary and Confidential.
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Perform an Advanced Search ....................................................... 55
About Advanced Search ................................................................................... 55
Comment Search ........................................................................................... 55
Additional Search Options ................................................................................ 55
Metadata..................................................................................................... 56
Save this Search ............................................................................................ 56
Search Portfolios....................................................................... 57
About Portfolio Search .................................................................................... 57
Portfolio Search Fields .................................................................................... 57
Save this Search ............................................................................................ 58
Portfolio Search Results ................................................................................... 58
Using Search Results .................................................................. 59
About Search Results ...................................................................................... 59
Permission necessary to work with items .............................................................. 59
Metadata on Search Results .............................................................................. 59
Sorting Search Results ..................................................................................... 59
Viewing Portfolios from Search Results................................................................. 59
Search Results Functions.................................................................................. 59
Save Searches .......................................................................... 61
About Saved Searches ..................................................................................... 61
Re-run Search ............................................................................................... 61
Modify the Search .......................................................................................... 61
Sharing Saved Searches.................................................................................... 61
Delete the Search .......................................................................................... 62
Discover Content ...................................................................... 63
Overview..................................................................................................... 63
Find this page ............................................................................................... 63
Follow these steps ......................................................................................... 63
Quick Search from Tools Menu ..................................................... 64
About Quick Search ........................................................................................ 64
Create Content .......................................................................... 65
Overview..................................................................................................... 65
In this section ............................................................................................... 65
Create a Folder ........................................................................ 66
Overview..................................................................................................... 66
Find this page ............................................................................................... 66
Fields ......................................................................................................... 66
Locks ......................................................................................................... 67
©
2007 Blackboard Inc. Proprietary and Confidential.
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Download Folders .......................................................................................... 67
Create an Item ......................................................................... 68
Overview..................................................................................................... 68
Find this page ............................................................................................... 68
Fields ......................................................................................................... 68
Create a Reusable Object............................................................ 70
Overview..................................................................................................... 70
Find this page ............................................................................................... 70
Follow these steps ......................................................................................... 70
Create External Link .................................................................. 72
Overview..................................................................................................... 72
Find this page ............................................................................................... 72
Fields ......................................................................................................... 72
Modifying Links using Web Folders ...................................................................... 72
Copy a Content Item or Folder ..................................................... 73
Overview..................................................................................................... 73
Find this page ............................................................................................... 73
Fields ......................................................................................................... 73
Permissions.................................................................................................. 73
Move an Item or Folder............................................................... 75
Overview..................................................................................................... 75
Find this page ............................................................................................... 75
Fields ......................................................................................................... 75
Permissions.................................................................................................. 75
Remove an Item or Folder ........................................................... 76
Overview..................................................................................................... 76
Remove items and folders ................................................................................ 76
Email an Item ........................................................................... 77
Overview..................................................................................................... 77
Find this page ............................................................................................... 77
Fields ......................................................................................................... 77
Download Package..................................................................... 78
Overview..................................................................................................... 78
Download an Item or Package............................................................................ 78
Editing the metadata ...................................................................................... 78
Upload Package ........................................................................ 79
Overview..................................................................................................... 79
Upload a package .......................................................................................... 79
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2007 Blackboard Inc. Proprietary and Confidential.
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Using Permissions ....................................................................... 80
Overview..................................................................................................... 80
In this section ............................................................................................... 80
Permissions Overview ................................................................ 81
About Permissions.......................................................................................... 81
Grant permissions .......................................................................................... 81
Receive permissions ....................................................................................... 81
Smart permissions.......................................................................................... 81
Folders with Default Permissions .................................................. 82
About Default Permissions ................................................................................ 82
Adding permissions to an item or folder.......................................... 83
Add permissions to an item or folder ................................................................... 83
Granting permissions to folders v. items ............................................................... 83
Common areas of confusion ......................................................... 85
Overview..................................................................................................... 85
Viewing files and folders .................................................................................. 85
Performing actions on files or folders .................................................................. 85
Table of permissions required for specific actions ............................. 87
About of permissions for specific actions .............................................................. 87
Manage Folders .......................................................................... 89
Overview..................................................................................................... 89
In this section ............................................................................................... 89
Find Folder.............................................................................. 90
Overview..................................................................................................... 90
Find this page ............................................................................................... 90
Functions .................................................................................................... 90
Permissions removed ...................................................................................... 91
Remove from Display ................................................................. 92
Overview..................................................................................................... 92
Remove folders ............................................................................................. 92
Edit Folder Properties ................................................................ 93
Overview..................................................................................................... 93
Find this page ............................................................................................... 93
Fields ......................................................................................................... 93
Locking subfolders ......................................................................................... 94
Manage Permissions for a Folder ................................................... 95
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2007 Blackboard Inc. Proprietary and Confidential.
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Overview..................................................................................................... 95
Find this page ............................................................................................... 95
Permissions types .......................................................................................... 95
Managing folder permissions ............................................................................. 95
Functions .................................................................................................... 95
Add A User to a Folder ............................................................... 97
Overview..................................................................................................... 97
Find this page ............................................................................................... 97
Fields ......................................................................................................... 97
Add a Course User List or Organization User List to a Folder ................ 98
Overview..................................................................................................... 98
Find this page ............................................................................................... 98
Fields ......................................................................................................... 98
Add an Institution Role User List to a Folder .................................... 99
Overview..................................................................................................... 99
Find this page ............................................................................................... 99
Fields ......................................................................................................... 99
Add Public to a Folder ...............................................................100
Overview....................................................................................................100
Find this page ..............................................................................................100
Fields ........................................................................................................100
Add All System Accounts to a Folder .............................................101
Overview....................................................................................................101
Find this page ..............................................................................................101
Fields ........................................................................................................101
Add Course and Organization Groups to a Folder..............................102
Overview....................................................................................................102
Find this page ..............................................................................................102
Fields ........................................................................................................102
Additional Notes...........................................................................................102
Modify Folder Permissions ..........................................................104
Overview....................................................................................................104
Find this page ..............................................................................................104
Fields ........................................................................................................104
Permissions Warning ......................................................................................104
Folder Comments .....................................................................105
Overview....................................................................................................105
Find this page ..............................................................................................105
Functions ...................................................................................................105
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2007 Blackboard Inc. Proprietary and Confidential.
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Set Private / Shared Comments for a Folder....................................106
Overview....................................................................................................106
Find this page ..............................................................................................106
Field .........................................................................................................106
Add Comments to a Folder .........................................................107
Overview....................................................................................................107
Find this page ..............................................................................................107
Functions ...................................................................................................107
Notifications ...........................................................................108
Overview....................................................................................................108
Find this page ..............................................................................................108
Functions ...................................................................................................108
Follow these steps ........................................................................................108
Manage Items............................................................................ 109
Overview....................................................................................................109
In this section ..............................................................................................109
Edit Item Properties..................................................................111
Overview....................................................................................................111
Find this page ..............................................................................................111
Fields ........................................................................................................111
Overwrite File.........................................................................113
Overview....................................................................................................113
Find this page ..............................................................................................113
Field description ..........................................................................................113
Using Versioning and Overwrite File ...................................................................113
Metadata................................................................................114
Overview....................................................................................................114
Find this page ..............................................................................................114
Functions ...................................................................................................114
Manage General Metadata ..........................................................115
Overview....................................................................................................115
Find this page ..............................................................................................115
Fields ........................................................................................................115
Manage IMS Metadata ................................................................116
Overview....................................................................................................116
Find this page ..............................................................................................116
Fields ........................................................................................................116
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2007 Blackboard Inc. Proprietary and Confidential.
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Manage Full IMS Metadata...........................................................117
Overview....................................................................................................117
Find this page ..............................................................................................117
Add IMS Metadata to a Blackboard Content System Item ...........................................117
Fields ........................................................................................................117
Manage Dublin Core Metadata .....................................................121
Overview....................................................................................................121
Find this page ..............................................................................................121
Fields ........................................................................................................121
Manage Custom Metadata ...........................................................122
Overview....................................................................................................122
Find this page ..............................................................................................122
Fields ........................................................................................................122
Adding Dynamic Metadata ..........................................................123
Overview....................................................................................................123
Follow these steps ........................................................................................123
Metadata Attributes ..................................................................124
Overview....................................................................................................124
Find this page ..............................................................................................124
Functions ...................................................................................................124
Add Attribute ..........................................................................125
Overview....................................................................................................125
Find this page ..............................................................................................125
Fields ........................................................................................................125
Batch Add Attribute Options .......................................................126
Overview....................................................................................................126
Find this page ..............................................................................................126
Function ....................................................................................................126
Metadata Template Creation .......................................................127
Overview....................................................................................................127
Find this page ..............................................................................................127
How to Add a Template ..................................................................................127
How to Design a Template...............................................................................128
Add Instructions ......................................................................129
Overview....................................................................................................129
Find this page ..............................................................................................129
How to add instructions ..................................................................................129
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2007 Blackboard Inc. Proprietary and Confidential.
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Add Step Header ......................................................................130
Overview....................................................................................................130
Find this page ..............................................................................................130
How to add a step header ...............................................................................130
Add Field ...............................................................................131
Overview....................................................................................................131
Find this page ..............................................................................................131
How to add a new field ..................................................................................131
How to add an existing field.............................................................................131
Format Field ...........................................................................133
Overview....................................................................................................133
Find this page ..............................................................................................133
How to format a new field...............................................................................133
How to format an existing field.........................................................................133
Modifying Metadata Templates ....................................................134
Overview....................................................................................................134
Find this page ..............................................................................................134
Functions ...................................................................................................134
Modify Metadata Template Properties ...........................................135
Overview....................................................................................................135
Find this Page ..............................................................................................135
Fields ........................................................................................................135
Modify Metadata Template Availability ..........................................136
Overview....................................................................................................136
Find this Page ..............................................................................................136
Fields ........................................................................................................136
Modify Metadata Template Forms.................................................137
Overview....................................................................................................137
Find this Page ..............................................................................................137
Functions ...................................................................................................137
Fields ........................................................................................................138
Remove an Attribute.................................................................139
Overview....................................................................................................139
Function ....................................................................................................139
Modify Attribute ......................................................................140
Overview....................................................................................................140
Find this page ..............................................................................................140
Fields ........................................................................................................140
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2007 Blackboard Inc. Proprietary and Confidential.
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Search for Attributes ................................................................141
Overview....................................................................................................141
Find this page ..............................................................................................141
Fields ........................................................................................................141
Manage Versions ......................................................................142
Overview....................................................................................................142
Find this page ..............................................................................................142
Functions ...................................................................................................143
Using Web Folders in Versioning with Workflows ....................................................143
Manage Permissions for an Item ...................................................144
Overview....................................................................................................144
Find this page ..............................................................................................144
Permissions.................................................................................................144
Functions ...................................................................................................144
Add a User or User List to an Item ................................................146
Overview....................................................................................................146
Find this page ..............................................................................................146
Fields ........................................................................................................146
Permissions in copied Courses...........................................................................147
Modify Item Permissions ............................................................148
Overview....................................................................................................148
Find this page ..............................................................................................148
Fields ........................................................................................................148
Permissions Warning ......................................................................................148
Tracking ................................................................................149
Overview....................................................................................................149
Find this page ..............................................................................................149
Functions ...................................................................................................149
Tracking multiple operations............................................................................149
WebDAV clients ............................................................................................150
Item Comments .......................................................................151
Overview....................................................................................................151
Find this page ..............................................................................................151
Functions ...................................................................................................151
Add Catalog Entry ....................................................................152
Overview....................................................................................................152
Find this page ..............................................................................................152
Fields ........................................................................................................152
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2007 Blackboard Inc. Proprietary and Confidential.
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Passes..................................................................................... 154
Overview....................................................................................................154
In this section ..............................................................................................154
Manage Passes.........................................................................155
Overview....................................................................................................155
Find this page ..............................................................................................155
Functions ...................................................................................................155
Add Pass ................................................................................156
Overview....................................................................................................156
Find this page ..............................................................................................156
Fields ........................................................................................................156
Email Passes ...........................................................................158
Overview....................................................................................................158
Find this page ..............................................................................................158
Fields ........................................................................................................158
Portfolios................................................................................. 160
Overview....................................................................................................160
In this section ..............................................................................................160
About Portfolios.......................................................................161
Overview....................................................................................................161
Portfolio Types ............................................................................................161
My Portfolios ...............................................................................................161
Create a Personal Portfolio.........................................................162
Overview....................................................................................................162
Step 1: Plan! ...............................................................................................162
Step 2: Add a Personal Portfolio ........................................................................162
Step 3: Design the Appearance of the Portfolio......................................................162
Step 4: Add Pages and Artifacts to the Portfolio.....................................................163
Artifacts ................................................................................164
Overview....................................................................................................164
Create an Artifact.........................................................................................164
Manage Personal Portfolio ..........................................................165
Overview....................................................................................................165
Find this page ..............................................................................................165
Comments ..................................................................................................165
Portfolio to Go.............................................................................................165
Share a Personal Portfolio ..........................................................167
©
2007 Blackboard Inc. Proprietary and Confidential.
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Overview....................................................................................................167
Portfolio Search ...........................................................................................167
Share with a Course or an Organization ...............................................................167
Share with (Undefined variable: BbVariables_AS.institution role)s ...............................168
Share with all system accounts .........................................................................168
Share with system users..................................................................................169
Share with External Users................................................................................169
Find this page ..............................................................................................170
Review Portfolios .....................................................................171
Overview....................................................................................................171
Review a Portfolio ........................................................................................171
Organize Received Portfolios............................................................................171
Basic Portfolios ......................................................................... 172
Overview....................................................................................................172
In this section ..............................................................................................172
Basic Portfolio Wizard ...............................................................173
Overview....................................................................................................173
Start the wizard ...........................................................................................173
Wizard fields ...............................................................................................173
Create a Basic Portfolio .............................................................175
Overview....................................................................................................175
Find this page ..............................................................................................175
Fields ........................................................................................................175
Text Menu Style ...........................................................................................176
Button Menu style .........................................................................................176
Copy Basic Portfolio ......................................................................................176
Find this page ..............................................................................................177
Fields ........................................................................................................177
Basic Portfolio Copied receipt ..........................................................................177
Basic Portfolio Contents.............................................................179
Overview....................................................................................................179
Find this page ..............................................................................................179
Add Content................................................................................................179
Add Link ....................................................................................................180
Add Item ....................................................................................................180
Manage Basic Portfolio...............................................................181
Overview....................................................................................................181
Find this page ..............................................................................................181
Comments ..................................................................................................181
Link Checker ...............................................................................................181
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2007 Blackboard Inc. Proprietary and Confidential.
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Link Checker Results......................................................................................182
Download a Basic Portfolio ..............................................................................182
Share a Basic Portfolio...............................................................183
Overview....................................................................................................183
Basic Portfolio Search ....................................................................................183
Share with a Course or an Organization ...............................................................183
Learning Objects Catalog ............................................................. 184
Overview....................................................................................................184
In this section ..............................................................................................184
Learning Objects......................................................................185
Overview....................................................................................................185
Find this page ..............................................................................................185
Functions ...................................................................................................185
Search the catalog ........................................................................................185
Permissions.................................................................................................186
Manage Catalog Categories .........................................................187
Overview....................................................................................................187
Find this page ..............................................................................................187
Functions ...................................................................................................187
Manage Catalog Entries..............................................................188
Overview....................................................................................................188
Find this page ..............................................................................................188
Functions ...................................................................................................188
Group Collaboration ................................................................... 190
Introduction ................................................................................................190
In this section ..............................................................................................190
Create a Group Folder...............................................................191
About group folders.......................................................................................191
Create a group folder.....................................................................................191
Locate a Group Folder...............................................................192
Locate a group folder.....................................................................................192
Collaborate on Documents..........................................................193
About group collaboration ...............................................................................193
Versioning ..................................................................................................193
Workflow ...................................................................................................193
Locks ........................................................................................................193
Comments ..................................................................................................194
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2007 Blackboard Inc. Proprietary and Confidential.
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Tracking ....................................................................................................194
Collaboration ............................................................................ 195
Introduction ................................................................................................195
In this section ..............................................................................................195
Collaboration Overview .............................................................197
Overview....................................................................................................197
Uses .........................................................................................................197
See also .....................................................................................................197
Collaboration Splash Page ..........................................................198
Overview....................................................................................................198
Functions ...................................................................................................198
Working with Models .................................................................199
Overview....................................................................................................199
Functions ...................................................................................................199
See also .....................................................................................................199
Creating a Workflow Model .........................................................200
Overview....................................................................................................200
Find this page ..............................................................................................200
Follow these steps ........................................................................................200
See also .....................................................................................................201
Adding Milestones ....................................................................202
Overview....................................................................................................202
Find this page ..............................................................................................202
Follow these steps ........................................................................................202
See also .....................................................................................................202
Adding Actions ........................................................................204
Overview....................................................................................................204
Find this page ..............................................................................................204
Follow these steps ........................................................................................204
Adding Permissions...................................................................206
Overview....................................................................................................206
Find this page ..............................................................................................206
Follow these steps ........................................................................................206
Modifying a Workflow Model .......................................................207
Overview....................................................................................................207
Find this page ..............................................................................................207
Functions ...................................................................................................207
©
2007 Blackboard Inc. Proprietary and Confidential.
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Sharing Workflow Models ...........................................................208
Overview....................................................................................................208
Find this page ..............................................................................................208
Follow these steps ........................................................................................208
Removing Shared Workflows.............................................................................208
See also .....................................................................................................208
Copying Workflow Models...........................................................209
Overview....................................................................................................209
Follow these steps ........................................................................................209
Linking Items to a Workflow........................................................210
Overview....................................................................................................210
Find this page ..............................................................................................210
Follow these steps ........................................................................................210
Starting a Workflow ..................................................................211
Overview....................................................................................................211
Find this page ..............................................................................................211
See also .....................................................................................................211
Creating an Instant Workflow ......................................................212
Overview....................................................................................................212
Find this page ..............................................................................................212
Follow these steps ........................................................................................212
See also .....................................................................................................212
Using a Shared Workflow Model ...................................................213
Overview....................................................................................................213
Find this page ..............................................................................................213
Follow these steps ........................................................................................213
See also .....................................................................................................213
Creating an Item-Based Workflow.................................................214
Overview....................................................................................................214
Find this page ..............................................................................................214
Follow these steps ........................................................................................214
See also .....................................................................................................214
Modifying an Active Workflow .....................................................215
Overview....................................................................................................215
Find this page ..............................................................................................215
Functions ...................................................................................................215
Follow these steps ........................................................................................215
See also .....................................................................................................215
©
2007 Blackboard Inc. Proprietary and Confidential.
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About Workflows......................................................................216
Overview....................................................................................................216
Find this page ..............................................................................................216
Functions ...................................................................................................216
Workflow Detail .......................................................................218
Overview....................................................................................................218
Find this page ..............................................................................................218
Functions ...................................................................................................218
To Do List: Actions ...................................................................219
Overview....................................................................................................219
Find this page ..............................................................................................219
Functions ...................................................................................................219
Update Action .........................................................................220
Overview....................................................................................................220
Find this page ..............................................................................................220
Functions ...................................................................................................220
Workflow Notifications ..............................................................221
Overview....................................................................................................221
Find this page ..............................................................................................221
Subscribe to workflow ....................................................................................221
Opt-Out of Workflow Notifications .....................................................................221
Email Items.............................................................................222
Overview....................................................................................................222
Find this page ..............................................................................................222
Follow these steps ........................................................................................222
©
2007 Blackboard Inc. Proprietary and Confidential.
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Blackboard Content System
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Introduction
Overview
Welcome to the Blackboard Content System! The Blackboard Content System is a feature-rich,
fully integrated system for storing, sharing, and publishing content. This manual is a reference for
all end-users of the Blackboard Content System including Students, Instructors, librarians, and
other members of an educational community.
About the Blackboard Content System
The Blackboard Content System allows users to manage learning content, digital assets, and
ePortfolios in an enterprise learning environment. It is fully integrated with the Blackboard
Learning System and the Blackboard Community System—making use of a similar interface as
well as creating repositories for Blackboard Learning SystemCourses and users.
About the Blackboard Learning System and the Blackboard Community System
The Blackboard Learning System is a robust course management system (CMS) that is licensed
with several different options. The Blackboard Learning System includes not only the course
management system and advanced integration and data management tools. Adding the
Blackboard Community System 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. The Blackboard
Academic Suite of enterprise applications includes the Blackboard Learning System ™,
Blackboard Community System ™, and Blackboard Outcomes System ™, as well as the
Blackboard Content System.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
Descript ion
Bold type
A button or field name.
[r]
©
Required field.
Courier Font
Text that users should type.
Steps
Tasks users should perform.
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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
Descript 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 removed from the Blackboard Content System.
Unique ID Tool
Describes the Unique ID Tool that reconciles the paths to files and
folders with unique IDs for those Blackboard Content System items.
Organize the user
folder
Explains how to organize content and permissions in the username
folder.
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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
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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.
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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 modifying 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 Remove permissions,
Remove 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 Remove permissions, the permissions for the file would remain Read, Write and
Remove, and Manage would be added.
After modifying permissions on a folder, the user may modify the permissions on an item, but
these will be overwritten the next time permissions on the parent folder are modified. This is one
reason storing items with the same purpose and audience in a single folder makes managing
permissions much easier.
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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.
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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 modified or removed, resulting in
issues for the Portfolio users.
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Recycle Bin
Overview
The Recycle Bin is a Blackboard Content System folder that contains any items or folders that
have been removed from the Blackboard Content System. Any user can restore items from the
Recycle Bin to the Blackboard Content System.
Warning: If the Recycle Bin is disabled, any items or folder removed
from the Blackboard Content System 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
Descript 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.
Add Link
Click to add an External Link to the Recycle Bin.
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 the
Blackboard Content System.
Remove
Select items or folders and click Remove to permanently delete them
from the Blackboard Content System.
Download Items
Select items or folders and click Download Items to save them in a
compressed ZIP file.
Item and Folder Information
©
Path
The item and its original path are displayed.
Modified
The date and time that the item or folder was last modified.
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F un ct io n
Descript ion
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.
Modify
Click Modify to make changes to the appropriate item or folder.
Refresh
Click to display any items or folders added to the Recycle Bin since the
last browser session.
Selection DropDown List
Use this drop-down list to select all items and folders, unselect all items
or invert the current selections. Make a selection and click Go.
Items per page
Use this drop-down list to control how many items are displayed on the
Recycle Bin page. Make a selection and click Go.
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Unique ID Tool
Overview
In previous versions of the Blackboard Content System, links to the Blackboard Content System
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 Content System 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 Content System items. This
unique ID never changes, even if the item is moved within the Blackboard Content System.
Note: If you are installing the Blackboard Content System for the first time with
Release 7, Application Pack 3, this tool is unnecessary.
Find the tool
The tool can be found in the following directory: blackboard-installationdir\apps\bbcms\bin.
Execute the 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 Content System 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.
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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 StudentGrades.
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.
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View Content
Overview
This section reviews how to find files within the Content Collection.
In this section
This section includes the following topics.
©
T op i c
Descript 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 Content
System item by using the 360° View.
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Access the Content Collection
Overview
The Content Collection is fully integrated with the Blackboard Learning System. If you can log in
to the Blackboard Learning System you can access the Content Collection.
Login to the Blackboard Learning System
Follow these steps to login to the Blackboard Learning System:
1.
Enter the URL for the Blackboard Learning System in a Web browser.
2.
Click Login.
3. Enter the Username and Password for an active account.
For more information on logging into the Blackboard Learning System please see the Blackboard
Learning System Student Manual.
Find the Content Collection
The Content Collection is a seamless part of the Blackboard Learning System. 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 the Blackboard Learning System, please contact the
System Administrator at your Institution for assistance.
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Personal Settings
Overview
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.
Home Page Settings
Follow these steps to set a custom home page. This is the first page seen when accessing the
Content Collection.
©
1.
Open the Content Collection tab.
2.
Click Personal Settings.
3.
Select Custom Location.
4.
Enter the location that should appear when accessing the Content Collection tab. Use the
Browse function to search for and insert a location.
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Content Areas
Overview
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 e-Reserves, electronic manuscripts, and other resources. With the ability to share folders
and files across the Content Collection and seamless integration with the Blackboard Learning
System, this is a powerful and intuitive way to share and distribute library materials.
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e-Reserves
Overview
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 modify e-Reserve content. Courses must be available for the content in
e-Reserves 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. CourseInstructors may read e-Reserve content,
but they cannot modify 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 eReserves 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
Overview
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 (Undefined variable: BbVariables_AS.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, Remove, 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.
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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
Overview
The Content Collection uses an interface similar to the Blackboard Learning System. Users who
are comfortable navigating the Blackboard Learning System 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 carats above each column. 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.
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Go to Location
Overview
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
Descript ion
Enter Location
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 browse interface to find and select the folder. This is also helpful if
you are unsure of the full path!
Options
©
Bookmark this
Location
Select Yes to create a Bookmark for this folder. Select No, and a
Bookmark is not created.
Bookmark
Name
Enter a name for this Bookmark.
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Bookmarks
Overview
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 . . .
click . . .
add a Bookmark
Add Bookmark in the Action Bar. The Add Bookmark page appears.
delete a Bookmark
Remove after selecting the check boxes for the Bookmarks to be
removed. If a Bookmark is mistakenly removed, 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 folder
Add Bookmark Folder. The Add Bookmark Folder page appears.
From this page, enter a name for the folder and click Submit.
change a
Bookmark
Properties. The Modify Bookmark page appears. The user may
change the link or name of the Bookmark from this page.
modify the item
the Bookmark is
pointing to
Modify. The Modify 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.
Invalid Bookmarks
When an item that has been added as a Bookmark is removed from the Content Collection, the
Bookmark becomes invalid. Invalid Bookmarks are identified on the Bookmarks page and grayed
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out, so they cannot be selected. The Remove option may be used to delete invalid Bookmarks
from the Bookmarks page.
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Add Bookmarks
Overview
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.
Find this page
Follow these steps to open the Create Bookmark page.
1.
Select Bookmarks under Tools on the Content Collection menu.
2.
Click Add Bookmark from the Action Bar.
Fields
The Create Bookmark page includes the following fields.
F i e ld
Descript ion
Bookmark Information
©
Bookmark
Name [r]
Enter a name for the Bookmark.
Bookmark
Location [r]
Enter the full path to the folder. Remember to begin with the top-level (/)
folder. For example, /courses/history/documents.
Instead of typing the full path, it is sometimes quicker or easier to click
Browse and use the browse interface to find and select the folder. This is
also helpful if you are unsure of the full path!
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Web Folders
Overview
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.
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 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.
Setup a Web folder in Windows
Users with a Netscape browser
After finding the URL for a folder, follow these steps to mount the folder in Windows:
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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.
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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.
Users with an 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.
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
Learning System 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.
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360° View
Overview
Users have access to a single holistic view of a Blackboard Content System 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 Content System item to bring
up the 360° View page for that item.
Functions
The 360° View page contains the following information.
File Data
Descript 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
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Any tracking data associated with this file is displayed here.
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Metadata
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Dublin Core Metadata
Dublin Core Metadata information is displayed here. See Manage
Dublin Core Metadata for more information.
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.
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Search Content
Overview
This section reviews how to find files within the Content Collection.
Contents
This section includes the following topics.
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T op i c
Descript 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.
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
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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
Descript ion
Search Criteria
Metadata, File
Name, or Folder
Name
Metadata, File
Name, or Folder
Name (continued)
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
Descript 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
Underneath the Search File Contents field, a checkbox appears for Search File Comments. If a
file has comments on it that meet the search criteria entered in the Search File Content field, the
file will return 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
Descript 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 modified.
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
Descript ion
Search Criteria
Portfolio
Usernames
Enter one or more usernames, or use Browse to search for users
Name/
Description
Enter Portfolio Names or Descriptions
Portfolios created by that user(s) that have been shared to you are
displayed
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
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Descript ion
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
Portfolios matching the search criteria that have been shared to
you are displayed
Save this
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
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 modified (edited). Write
permission on a folder allows the user to add files or folders.
•
If a user has Remove permission, it can be deleted.
•
If a user has Manage permission, item properties such as metadata and comments
may be modified 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 . . .
click . . .
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 Remove.
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To . . .
click . . .
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.
the box next to the item and select a Workflow from the drop-down
list. Select Go. The Workflow page appears.
email an item
the box next to the item and select Email Items from the dropdown list. Select Go. The Email an Item page appears.
download and item
the box next to the item and select Download Items from the
drop-down list. Select Go.
Bookmark an item
the box next to the item and select Bookmark Items from the
drop-down list. Select Go. The Create Bookmark page appears.
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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 Content System 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.
Re-run 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.
Modify the Search
Click Modify 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 modified from
there. Modify any criteria and click Submit.
Sharing Saved Searches
Searches that have been saved can be shared with other Blackboard Content System 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 Direct Link 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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Delete the Search
Click Remove next to a search to delete a saved search.
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Discover Content
Overview
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 then Blackboard Content System
items.
Find this page
Click Course Documents from within a Course and then click the Edit View link. Click the
Discover Content button to display the Discover Reusable Objects field.
Follow these steps
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
Overview
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
Descript 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 Content System Users can author content by using any
VTBE from within the Blackboard Learning System.
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.
Remove 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 Content System users can download items,
including any associated metadata.
Upload Package
Explains how Blackboard Content System users can upload a
previously downloaded package of Blackboard Content System items
and their associated metadata
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Create a Folder
Overview
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.
Find this page
Follow these steps to open the Add Folder page.
1.
Navigate to the folder that contains the new folder.
2.
Click Add Folder on the Action Bar. If the Add 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
Descript ion
Folder Information
Folder Name
Enter the name of the folder.
[r]
Quota Options (only appears if the user has Manage permissions)
Space
Available
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
Lock Type
Select a lock for the folder from the following options:
No Lock
Lock This Folder
Lock this Folder and everything it contains
Comment Options
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F i e ld
Descript ion
Comments
Select Private or Shared. Selecting Private limits comments to those users
that have Manage privileges on the folder. Selecting Shared allows users
with Read privileges to view and post comments.
Version Options
Versions
Enable or Disable Versions.
Tracking Options
Tracking
Enable or Disable Tracking.
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 removed 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 removed. If a folder is locked, the
user will also be unable to modify 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
Overview
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.
Find this page
Follow these steps to open the Add Item page.
1.
Navigate to the folder that contains the new item.
2.
Click Add Item on the Action Bar. If the Add 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
Descript 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
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F i e ld
Descript ion
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
Overview
Blackboard Content System Users can author content by using any VTBE from within the
Blackboard Learning System. This content can be used anywhere in the system and uses the
same settings as other Blackboard Content System items. Users can designate any item created
with the Virtual Text Box Editor (VTBE) anywhere in the Blackboard Academic Suite as a
Reusable Object and select a storage location for it. Reusable Objects may be copied and reused
just as other Blackboard Content System Items.
Reusable Objects are embedded within the Blackboard Content System 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 the Blackboard Content
System.
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 Add 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.
Follow these steps
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 Visual Text Box Editor to create the Reusable Objects. See the Blackboard
Academic Suite User Manual for more information on using the Visual Text Box Editor.
4.
Click the Save Text as Reusable Object checkbox.
5.
Click any of the following checkboxes to enable the appropriate option:
•
©
Lock File
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6.
©
•
Share Comments
•
Enable Versioning
•
Enable Tracking
User Manual
Click Submit when finished.
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Create External Link
Overview
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 modified.
Find this page
Follow these steps to open the Add Item page.
1.
Navigate to the folder that contains the new item.
2.
Click Add Link on the Action Bar. The Add External Link page appears.
Fields
The following fields appear on the Add Item page.
F i e ld
Descript ion
File Information
Link Name
[r]
URL [r]
Enter a name for the link. Do not enter the ‘%’ and the ‘?’ characters in this
field.
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
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.
Modifying Links using Web Folders
Follow these steps to modify an External Link:
©
1.
Click Modify next to the External Link to modify. The Modify: External Link page appears.
2.
Click Overwrite URL. The Overwrite External Link page appears.
3.
Enter the new Web site URL in the URL field.
4.
Click Submit.
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Copy a Content Item or Folder
Overview
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.
Find this page
Follow these steps to open the Copy Item page or the Copy Folder page.
1.
Navigate to the folder that holds the item or folder to be copied.
2.
Check the item 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
Descript 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.
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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
Overview
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.
Find this page
Follow these steps to open the Move Item page or the Move Folder page.
1.
Navigate to the folder that holds the item or folder to be moved.
2.
Check the item 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
Descript 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 Remove 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,
Remove 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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Remove an Item or Folder
Overview
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.
Remove items and folders
Follow these steps to remove items and folders.
©
1.
Navigate to the folder that holds the items or folders to be removed.
2.
Check the item or folder (or multiple items and folders) to be removed.
3.
Click Recycle in the Action Bar. The items or folders are moved to the Recycle Bin.
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Email an Item
Overview
Users may send items to others through the Email Items page. The Email Items page sends an
Email message to select outside users with the URL pass for accessing the content item.
Find this page
Follow these steps to open the Email Items page.
1.
Navigate to the folder that holds the item or folder to be moved.
2.
Check the item to be emailed.
3.
Select Email Items in the drop-down list in the Action Bar.
Fields
The Email Items page includes the following fields.
F i e ld
Descript 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
Overview
Blackboard Content System 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.
Download an Item or Package
Follow these steps to download an item or a series of items:
1.
Navigate to the folder in the Blackboard Content System where the items are located.
2.
Select the files and folders to download.
3.
Select Download Package from the drop-down list. An Opening *.zip dialog box appears.
4.
Select Save to Disk 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
Overview
Blackboard Content System users can upload a previously downloaded package of Blackboard
Content System 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 Content System and it must be in the form of .ZIP file.
Upload a package
Follow these steps to upload a package to the Blackboard Content System:
©
1.
Select Upload Package from the drop-down list and click Go. The Upload Package page
appears.
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
Overview
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 modifying, 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
Descript 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.
•
Remove: 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 modified 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 modified 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 Remove permissions to his or her user folder. The Administrator
determines the availability of these folders on a system-wide basis. If the Blackboard Community
System is installed, the Administrator may make folders available to users with specific
(Undefined variable: BbVariables_AS.institution role)s.
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 Remove 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.
(Undefined variable: BbVariables_AS.organization user folder)s 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
Add permissions to an item or folder
Permissions are added and removed on the Modify Permissions page for an item or folder.
Follow the steps below to add permissions to an item for user:
1.
Open the Content Collection folder where the item is located (for example, /users).
2.
Select Modify next to the item. The Modify page appears.
3.
Select Permissions. The Modify Permissions page appears.
4.
Select Add Users. The Add User page appears.
5.
Complete the Add User page with the following information:
F i e ld
Descript ion
Usernames
Enter the usernames for one or more users or select Browse to locate users in the system.
Set Permissions
Permissions
Check each box for the permissions that will be applied to the user or users.
Permissions may also be added for user lists, such as All System Accounts or a Course List.
Follow the steps below:
1.
Open the Content Collection folder where the item is located (for example, /users).
2.
Select Modify next to the item. The Modify page appears.
3.
Select Permissions. The Modify Permissions page appears.
4.
Select a user list in the drop-down list on the Action Bar. The Add User List page
appears.
5.
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 Remove) 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.
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 modified.
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 modifying 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.
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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
Overview
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:
S i t u at io n
Reason
A user is enrolled in a class, but the
Course folder does not appear under
Courses or e-Reserves.
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 (Undefined variable:
BbVariables_AS.organization user
folder) does not appear under eReserves.
Organizations do not have folders under eReserves; only Course folders appear under eReserves.
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.
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:
S i t u at io n
©
Reason
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S i t u at io n
Reason
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 Remove permission on a parent folder and only Remove 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.
©
Act 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, Modify or Remove
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
Modify properties for a file or
folder
Read and Write permissions on the item
Move a file or folder
Read and Remove permissions on the item to be moved,
Write on the destination folder
Remove a file or folder
Read and Remove 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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Act 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 Remove 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 – modify 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
Overview
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
Descript ion
Find Folder
Explains how to find and add folders to which a user has Read
permission.
Remove 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 (Undefined
variable: BbVariables_AS.institution role)s 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.
Modify 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
modified (such as permission or metadata changes).
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Find Folder
Overview
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,
modifying, and removing permissions for folders.
Find this page
Follow these steps to open the Find Folder page.
1.
Select a top-level folder, such as Users or Courses.
2.
Select 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 (Undefined variable:
BbVariables_AS.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 (Undefined variable:
BbVariables_AS.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 toplevel 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.
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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.
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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Remove from Display
Overview
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.
Remove folders
Follow these steps 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 Remove from Display.
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Edit Folder Properties
Overview
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 modified.
Find this page
Follow these steps to open the Properties page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify: Folder Name
page appears.
3.
Click Properties.
Fields
The Properties page contains the following fields.
F i e ld
Descript ion
Folder Information
Folder
Name
View or change the name of the folder.
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.
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
Modified
By
Displays the Username of the person who last made changes to the folder.
Last
Modified
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 can
not 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.
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F i e ld
Descript ion
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.
Lock Options
Lock
Select a lock for the folder from the following options:
o
No Lock
o
Lock This Folder
o
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 modify items through the Web
Folder, for example, copying an item directly into the Web Folder.
Version Options
Versions
Enable or disable versions.
Tracking Options
Tracking
Enable or disable tracking.
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
Overview
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 (Undefined
variable: BbVariables_AS.institution role). These groupings are derived automatically from the
Blackboard Learning System.
Find this page
Follow these steps to open the Manage Permissions page for a folder.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Manage Folder page
appears.
3.
Click Permissions.
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.
•
Remove: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.
Managing folder permissions
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 modified by a Student.
Functions
The Manage Permissions page for a folder includes the following functions.
©
To . . .
click . . .
Add a user
Add User in the Action Bar. The Add User page for the folder appears.
From this page a user can be added and permissions set for that user.
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To . . .
click . . .
Add a list of
users
the drop-down list next to the Go button and select a type of user list.
Click Go and the Add User List for that folder appears. From this page a
list of users can be added and permissions set.
Remove a user
or a list of users
the check box next to the user or user list then click Remove 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.
Modify the
permissions for a
group
Modify at the end of the row for the appropriate user or group. The
Modify Permissions page appears.
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Add A User to a Folder
Overview
Adding users to a folder allows the user to access the folder according to the permissions set.
Find this page
Follow these steps to open the Add User page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Manage in the same row as the folder to be modified. The Manage Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Click Add User from the Action Bar to add selected users.
Fields
The Add User page includes the following fields:
F i e ld
Descript ion
Choose 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
Overview
Adding users from a Course to a folder allows the users to access the folder according to the
permissions set.
Find this page
Follow these steps to open the Add Course User List page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Select Course User List from the drop-down list and click Go.
Fields
The Add Course User List page includes the following fields:
F i e ld
Descript 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.
Choose 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 Manage Permissions for a Folderfor 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
Overview
Adding (Undefined variable: BbVariables_AS.institution role)s to a folder allows users with
specific roles to access the folder according to the permissions set.
Find this page
Follow these steps to open the Add Institution Role User List page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Select Institution Role User List from the drop-down list and click Go.
Fields
The Add Institution Role User List page includes the following fields:
F i e ld
Descript ion
Choose Roles
(Undefined variable:
BbVariables_AS.institution role)s
[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.
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 to a Folder
Overview
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.
Find this page
Follow these steps to open the Add Public page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Select Public from the drop-down list and click Go.
Fields
The Add Public page includes the following fields:
F i e ld
Descript 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
Overview
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.
Find this page
Follow these steps to open the Add All System Accounts page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Select All System Accounts from the drop-down list and click Go.
Fields
The Add All System Accounts page includes the following fields:
F i e ld
Descript 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
Overview
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
Learning SystemCourses 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.
Find this page
Follow these steps to open the Add Groups page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Select Course Groups User List or Organization Group User List from the drop-down
list and click Go.
Fields
The Add Groups page includes the following fields:
F i e ld
Descript ion
Course 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.
Set Permissions
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.
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•
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 not longer appear on this page and
permissions will be removed.
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Modify Folder Permissions
Overview
Modifying folder permissions changes the permissions for a user or group of users. For detailed
information on permissions please see Manage Permissions for a Folder.
Find this page
Follow these steps to open the Modify Permissions page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Modify Folder page
appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Click Modify next to the User or User list to modify.
Fields
The following fields appear on the Modify Permissions page.
F i e ld
Descript ion
Modify Permissions
Displays the user or group that will be modified.
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.
Permissions Warning
Modifying 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.
When a user modifies 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
Overview
Comments allow users to store opinions or instructions regarding the contents of the folder.
Find this page
Follow these steps to open the Comments page.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Manage Folder page
appears.
3.
Click Comments. The Comments page appears.
Functions
The Comments page includes the following functions.
©
To . . .
click . . .
set whether comments are
private or shared
Set Private/Shared Comments. TheSet Private/Shared
Comments page appears.
add and manage comments
Manage Comments. The Comments page appears.
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Set Private / Shared Comments for a Folder
Overview
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.
Find this page
Follow these steps to open the Set Private/Shared Comments page for a folder.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Manage Folder page
appears.
3.
Click Comments. The Comments page appears.
4.
Select Set Private/Shared Comments.
Field
Select Private to prevent other users from posting comments about the folder. Select Shared
and those users with at least read permission can post comments.
Note: If permissions are granted to another user for this folder, the user must
have write permissions to modify the option on the Set Private/Shared Comments
page.
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Add Comments to a Folder
Overview
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.
Find this page
Follow these steps to open the Comments page for a folder.
1.
Navigate to the folder that contains the folder to be modified.
2.
Click Modify in the same row as the folder to be modified. The Manage Folder page
appears.
3.
Click Comments. The Comments page appears.
4.
Select Manage Comments.
Functions
The following functions are available on the Comments page.
©
To . . .
click . . .
post a comment
Add New Comment from the Action Bar. A text box appears. Enter a
comment and click Submit.
remove a
comment
the check box inthe same row as the comments to be deleted and select
Remove.
sort comments
the carat above a column to sort comments by that column.
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Notifications
Overview
Users can subscribe to a directory to receive notification that items were added, or that certain
items were modified (such as permission or metadata changes). Users must have Manage
permissions on the item to subscribe.
Find this page
Follow these steps to open the Notifications page:
1.
Click the Modify button associated with the appropriate folder.
2.
Click Notifications.
Functions
The Notifications page contains the following functions:
F un ct io n
Descript ion
Location
Displays the path for the folder.
Add 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.
Follow these steps
To subscribe to a folder:
©
1.
Navigate to the Notifications page for the appropriate folder.
2.
Click Add 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
Overview
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
Descript 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 Content
System 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.
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.
Modifying Metadata
Templates
Details how users can create remove and customize the fields that
are used on metadata templates.
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User Manual
T op i c
Descript ion
Modify 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.
Modify 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 Content System users.
Modify Metadata
Template Forms
Explains how individual attributes can be added, modified, or removed
from the metadata template
Remove an Attribute
Describes how custom metadata attributes can be removed from the
system
Modify Attribute
Explains how Librarians can modify 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.
Modify 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.
Add Catalog Entry
Explains how to submit an entry to the Learning Objects Catalog.
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Edit Item Properties
Overview
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 modified.
Find this page
Follow these steps to open the Properties page.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Properties.
Fields
The Properties page includes the following fields.
F i e ld
Descript 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 Content System
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 Modified
By
Displays the Username of the person who last made changes to the item.
Last Modified
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.
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©
F i e ld
Descript ion
Enable
Versioning
Enable or disable versions.
Enable
Tracking
Enable or disable tracking.
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Overwrite File
Overview
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.
Find this page
Follow these steps to open the Overwrite File page.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Overwrite File.
Field description
Enter the path to the file that will be uploaded to the Content Collection or click Browse to locate
and select the file. The file name will display in the Content Collection.
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
Overview
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.
The Blackboard Content System includes four Metadata Templates: Dublin Core, Full IMS,
General, and IMS. These templates can be made available to all users and modified but not
removed 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 Content
System items.
Note: Folders and Items can be imported and exported with their associated
metadata.
Find this page
Follow these steps to open the Metadata page.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Metadata.
Functions
The Metadata page includes the following functions.
©
To . . .
click . . .
add Dublin
Core
Metadata
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.
add Full
IMS
metadata
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.
add general
metadata
General Metadata. The General Metadatapage appears. From this page
metadata, such as keywords, may be added
add IMS
metadata
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.
add Custom
Metadata
Custom Metadata. The Custom Metadata page appears.
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Manage General Metadata
Overview
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.
Find this page
Follow these steps to open the Manage General Metadata page for an item.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Metadata. The Metadata menu page appears.
4.
Select General Metadata.
Fields
The Manage General Metadata page includes the following fields. All fields on this page are
optional.
F i e ld
Descript ion
General Descriptive Information (Optional)
©
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
Overview
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.
Find this page
Follow these steps to open the Manage IMS Metadata page for an item.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Metadata. The Metadata menu page appears.
4.
Select IMS Metadata.
Fields
The Manage IMS Metadata page includes the following fields. All fields on this page are optional.
F i e ld
Descript ion
IMS Metadata (Optional)
©
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
Select Yes if this item is free, select No if it is not.
Restricted
Use
Select Yes if use of this item is restricted, select No if it is not.
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Manage Full IMS Metadata
Overview
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.
Find this page
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 modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Metadata. The Metadata menu page appears.
4.
Select Full IMS Metadata.
Add IMS Metadata to a Blackboard Content System Item
Note: All of the fields on the IMS Metadata page are optional.
Follow these steps to add Full IMS metadata to a Blackboard Content System item:
1.
Enter appropriate information in the fields on the Full IMS Metadata page. For a complete
list of fields, refer to the next section.
2.
Click the Add link to add another option to the field. The new option appears below the
field with a checkbox next to it. To remove the option, click the checkbox and click
Remove.
Fields
The Manage IMS Metadata page includes the following fields. All fields on this page are optional.
F i e ld
Descript 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.
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F i e ld
Descript ion
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 drop-down 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.
Metametadata
Metametadata
Identifier
A unique label for the meta-data.
Metametadata
Catalog
The source of a following string value.
Metametadata
Entry
A feature of the description rather than the resource.
Metametadata
Role
The kind of contribution.
Metametadata
Entity
The entity or entities involved, most relevant first.
Metametadata
Date
Date of contribution.
Metametadata
Metadata Scheme
The structure of the metadata, including version.
Metametadata
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 the Blackboard Content System.
Technical Type
The type of requirement.
Technical Name
The name of the required item.
Technical
Minimum Version
The lowest version of the required item.
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F i e ld
Descript ion
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.
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.
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F i e ld
Descript ion
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 the Blackboard
Content System.
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
Overview
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 modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Metadata. The Metadata menu page appears.
4.
Select Dublin Core Metadata.
Fields
The Manage Dublin Core Metadata page includes the following fields. All fields on this page are
optional.
F i e ld
Descript ion
Dublin Core Metadata (Optional)
©
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
Overview
The Manage Custom Metadata page allows users to enter custom attributes for an item.
Find this page
Follow these steps to open the Custom Metadata page for an item.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Metadata. The Metadata menu page appears.
4.
Select Custom Metadata.
Fields
System Administrators may define specific metadata fields for an Institution. These fields appear
on this page.
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Adding Dynamic Metadata
Overview
Instructors can add metadata to a Blackboard Content System 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 updated in the Course when it is updated in the Content Collection.
Follow these steps
To add dynamic metadata to a Blackboard Content System item:
1.
Select the item from the Blackboard Content System list.
2.
Click Submit and Add Metadata.
3.
Choose the metadata to add:
M e t a dat a
Descript 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 Descript ion
Values
Click the Keep these values synchronized checkbox to maintain a dynamic link
between the Blackboard Content System 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 the Blackboard Content System 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
Overview
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 Content System
items. See the Blackboard Content System User's Guide for more information on
Standards, Objectives, and Goals. The attribute is named Standard, Objectives
and Goals.
Find this page
Follow these steps to find the Manage Attributes page:
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Manage 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 and click Go.
Modify an existing
attribute
Modify next to the appropriate attribute
Search for an
attribute
The Search icon
Remove an attribute
Remove next to the appropriate attribute (where permitted)
Display more
attributes
The navigation links at the bottom of the attribute table
Select a number of attributes to display from the Items Per Page
drop-down list and click Go
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Add Attribute
Overview
Librarians can create custom metadata attributes by using the Add New Field page.
Find this page
Follow these steps to find the Manage Attributes page:
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Manage Attributes page appears.
3.
Select a type of attribute from the Add Attribute drop-down list and click Go. The Add
New Field page appears.
Fields
The Add New Field page includes the following fields:
F i e ld
Re qu ire d? Descript ion
Field Data
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.
Field Usage
External
Field Availability
System
Availability
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Batch Add Attribute Options
Overview
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.
Find this page
Follow these steps to find the Add Selection Attribute page:
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Manage Attributes page appears.
3.
Select one of the following options from the Add Attribute drop-down list and click Go:
•
Selection Attribute: Short String (100 characters)
•
Selection Attribute: Medium String (255 characters)
The Add Selection Attribute page appears.
Function
Follow these steps to add a list of enumerated attributes by batch:
©
1.
Enter a name for this list of attributes in the Attribute Name field.
2.
Enter a description for this list of attributes in the Description field.
3.
Check the External checkbox if these attributes should be displayed as Read-Only.
4.
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.
5.
Click Next. The Add Options: page appears.
6.
Click Import Options.
7.
Click Browse next to the File Location field to locate the file to upload.
8.
Choose the Delimeter Type by clicking one of the following radio buttons: Comma, Tab,
or Colon.
9.
Click Submit. The Add Options: page appears.
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Metadata Template Creation
Overview
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.
Find this page
Follow these steps to open the Metadata Templates page.
1.
Click the Metadata Templates link from the Tools menu.
2.
Click Add Template. The Add Template page appears.
How to Add a Template
Follow these steps to create a new metadata template.
©
1.
Enter text that appears at the top of the template in the Page header field. This is a
required field.
2.
Enter the name of the template in the Form Name field. This is a required field.
3.
Enter a description of the template in the Description field.
4.
Click the Add Metadata Form to Add Item page checkbox to allow users to add metadata
to items they add to the Blackboard Content System.
5.
Click Submit. The Form Design page appears.
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User Manual
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
Descript ion
Add
Choose a design element and click Go to add that element to the
template:
•
Instructions. These instructions appear at the top of the page
when creating a Metadata Template.
•
StepHeader. A graphical break in a template, which is used for
logical grouping of data entry fields.
•
Field. An individual data field.
Remove
Select design elements and click Remove 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 Modify to change the page instructions.
Step
header:Details
Click Modify to change the Step Header text.
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Add Instructions
Overview
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
Follow these steps to locate this page:
1.
Select Instructions from the Add field on the Form Design page.
2.
Click Go. 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 virtual text box editor.
2.
Click Submit. The Form Design page appears with the instructions displayed.
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Add Step Header
Overview
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
Follow these steps to locate this page:
1.
Select Step Header from the Add field on the Form Design page.
2.
Click Go. The Add Step Header Information 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
Overview
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
Follow these steps to locate this page:
Select Field from the Add field on the Form Design page.
Click Go. 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 OK when finished. The Modify 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
Descript 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.
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F un ct io n
Descript ion
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.
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 Modify Template page appears.
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Format Field
Overview
New and existing fields are formatted on this page.
Find this page
Follow these steps to locate this page:
1.
Follow the steps to create a new field on the Add Field page.
2.
Follow the steps to add an 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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Modifying Metadata Templates
Overview
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.
Find this page
Follow these steps to find this page:
1.
Click Metadata Templates on the Tools menu. The Metadata Templates page appears.
2.
Click Modify in the same row as the template to be modified. The Modify Template page
appears.
Functions
The Modify Template page contains the following functions:
©
T o…
C l ic k…
Modify the Name and Description of this
template
Properties. The Properties page appears.
Modify the fields, labels, and organization of this
form
Form Design. The Form Design page
appears.
Modify the availability of this template
Availability. The Availability page appears.
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Modify Metadata Template Properties
Overview
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.
Find this Page
Follow these steps to open the Properties page for a template:
1.
Click Modify in the same row as the template to be modified. The Modify Template page
appears.
2.
Click Properties. The Properties page appears.
Fields
The Properties page contains the following fields:
©
F i e ld
Re qu ire d? Descript ion
Page
Header
Yes
The page header appears at the top of the form.
Form Name
Yes
The form name appears on pages to allow users access to the
form.
Description
No
The description only appears in the Template Builder.
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Modify Metadata Template Availability
Overview
Librarians and other users can control the usage of metadata templates by making them available
to a select group of Blackboard Content System users. Blackboard Content System 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.
Find this Page
Follow these steps to open the Availability page for a template:
1.
Click Modify in the same row as the template to be modified. The Modify Template page
appears.
2.
Click Availability. The Availability page appears.
Fields
The Availability page contains the following fields, none of which are required:
©
F i e ld
Descript ion
System
Availability
The System Availability radio buttons control the availability of the template
throughout the entire system.
Choose either Yes or No.
Directory
Availability
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 subdirectories. Use the Browse button to select these directories and/or subdirectories.
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Modify Metadata Template Forms
Overview
The Form Design page is where individual attributes can be added, modified, or removed from
the metadata template. Librarians can create, remove and customize the fields that are used to
enter metadata for content items.
Find this Page
Follow these steps to open the Form Design page for a template:
1.
Click Modify in the same row as the template to be modified. The Modify Template page
appears.
2.
Click Form Design. The Form Design page appears.
Functions
The functions available on the Form Design page are as follows:
T o…
Do…
Add instructions to the existing metadata
template
Select Instructions from the Add drop-down list
and click Go.
Add a step header to the existing
metadata template
Select Step Header from the Add drop-down list
and click Go.
Add individual fields to the existing
metadata template
Select either Add New Field or Add Existing
Field.
Remove individual fields from the existing
metadata template
Click the check boxes next to the fields and
click Remove.
Preview the existing metadata template
Click Preview. The metadata template appears
in a separate window.
The elements of a metadata template are arranged on the Form Design page as follows:
F or m
E l e me nt s
Descript 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.
Clicking the Modify button associated with each of these elements opens a page where
modifications can be made to the element.
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Fields
Each element has its own page that contains fields that can be modified. The fields are described
as follows:
F i e ld
Re qu ire d? Descript ion
Modify 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.
Modify 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:
Drop-down produces a drop-down list of values from
which only a single choice can be made.
Modify Field
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.
Default
Value
No
Choose from a drop-down list of values that are associated
with this attribute. This only applies to selection attributes.
Rule
Options
No
Choose how the user interacts with this field:
Read/Write allows users of this metadata template to
enter and modify 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.
Help Text
©
No
Enter the user assistance text that appears under this field.
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Remove an Attribute
Overview
Librarians can remove custom metadata attributes from the system.
Function
Follow these steps to remove an attribute:
©
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Manage Attributes page appears.
3.
Click Remove next to the attribute to remove.
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Modify Attribute
Overview
Librarians can modify attributes to suit their needs and the needs of the Institution.
Find this page
Follow these steps to find the Modify Attribute page:
1.
Click Metadata Templates from the Tools menu. The Metadata Templates page appears.
2.
Click Manage Attributes. The Manage Attributes page appears.
3.
Click Modify next to the attribute to modify. The Modify Attribute page appears.
Fields
The Modify Attribute page includes the following fields:
F i e ld
Re qu ire d? Descript ion
Field Data
Field 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.
Field Usage
External
Field Availability
System
Availability
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Search for Attributes
Overview
There are many existing attributes in the Blackboard Content System; 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.
Find this page
Follow these steps to find the Manage Attributes page:
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
Descript 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
Overview
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.
Find this page
Follow these steps to open the Manage Versions page.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Versions. The Manage Versions page appears.
4. Select Manage Versions.
Or, simply click the number that appears in the Versions column next to the item in its home
folder. This number appears as a link.
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Functions
The following functions are available from the Manage Versions page.
To . . .
click . . .
open a file
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.
refresh the
page
Refresh. The page will be refreshed and any modified information appears.
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. When a file is locked a new version is created and the options
Unlock and Rollback appear.
unlock a file
Unlock. The file will be unlocked and the Lock option will appear.
return a file
without saving
changes
Rollback. 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. Click Remove 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
Overview
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 (Undefined
variable: BbVariables_AS.institution role). These groupings are derived from the automatically
from the Blackboard Learning System.
Find this page
Follow these steps to open the Manage Permissions page for an item.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Modify Item page appears.
3.
Click Permissions.
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 the 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.
•
Remove: Ability to remove the item.
•
Manage: Ability to control the properties and settings of the item.
Functions
The Manage Permissions page for an item includes the following functions.
©
To . . .
click . . .
add a user
Add User 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
The drop-down list next to the Go button and select a type of user group.
Click Go and the appropriate Add User List page appears. From this
page a user list can be added and permissions set.
remove a user or
a user list
The check box next to the user or user list and then click Remove in the
Action Bar. All of the selected users and lists will have their permissions
removed. Once permissions are removed, the users may no longer
access the item.
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User Manual
To . . .
click . . .
modify the
permissions for a
group
Modify at the end of the row for the appropriate user or group. The
Modify Permissions page appears.
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Add a User or User List to an Item
Overview
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.
Find this page
Follow these steps to open the Add User page or the Add User List page.
Navigate to the folder that contains the item.
1.
Click Modify in the same row as the item. The Modify Item page appears.
2.
Click Permissions. The Manage Permissions page appears.
3.
Click Add User from the Action Bar to add selected users.
OR
Select a type of user list from the drop-down list in the Action Bar and click Go to add a
group of users.
Fields
The Add User page and the Add User List page include the following fields:
F i e ld
Descript ion
Choose Users [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.
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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.
The Administrator may enable an option to automatically update 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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Modify Item Permissions
Overview
Modifying item permissions changes the permissions for a user or group of users. For detailed
information on permissions please see Manage Permissions for an Item.
Find this page
Follow these steps to open the Modify Permissions page.
1.
Navigate to the folder that contains the item.
2.
Click Modify in the same row as the item. The Modify Item page appears.
3.
Click Permissions. The Manage Permissions page appears.
4.
Click Modify next to the User or User List to be modified.
Fields
The following fields appear on the Modify Permissions page.
F i e ld
Descript ion
Modify Permissions
Displays the user or group that will be modified.
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 Warning
Modifying 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 modifies 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
Overview
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 Enable/Disable Tracking page.
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.
Find this page
Follow these steps to open the Tracking page.
1.
Navigate to the folder that contains the item.
2.
Click Modifyin the same row as the item. The Modify Item page appears.
3.
Click Tracking. The Tracking page appears.
Functions
The following functions may be performed on the Tracking page.
To . . .
click . . .
add the latest access
information
Refresh. Any recent actions that do not yet appear on the page will
appear.
remove access
information
Remove Log in the Action Bar. All of the actions listed on the
Tracking page will be removed. 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.
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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
Overview
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.
Find this page
Follow these steps to open the Comments page for an item.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Manage Item page
appears.
3.
Click Comments. The Comments page appears.
Functions
The following functions are available on the Comments page.
©
To . . .
click . . .
post a comment
Add Comment from the Action Bar. A text box appears. Enter a comment
and click Submit.
remove a
comment
the checkbox next to the comments to remove then select Remove.
sort comments
the carat above a column to sort comments by that column.
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Add Catalog Entry
Overview
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.
Find this page
Follow these steps to open the Add Catalog Entry page for an item.
1.
Navigate to the folder that contains the item to be modified.
2.
Click Modify in the same row as the item to be modified. The Manage Item page
appears.
3.
Click Comments. The Comments page appears.
4.
Select Manage Catalog Entries. The Manage Catalog Entries page appears.
5.
Select Add Entry.
Note: The Add Entry option is only available if categories have been added to
the Learning Objects Catalog.
Fields
The Add Catalog Entry page includes the following fields:
Note: The information in the Description section is pulled from the General
Metadata. Information modified 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.
F i e ld
Descript 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.
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F i e ld
Descript ion
Keywords
Enter keywords for the entry or leave the default.
Learning
Objectives
Enter Learning Objectives for the entry or leave the default.
User Manual
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.
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Passes
Overview
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
Descript 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
Overview
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 modify folders and files.
Find this page
Follow these steps to open the Passes page.
1.
Navigate to the folder that contains the item or folder.
2.
Click Modify in the same row as the item or folder.
3.
Click Passes. The Passes page appears.
Functions
The following functions are available from the Manage Passes page.
©
To . . .
click . . .
create a new pass
Add 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 in the Action
Bar. The Email Pass page appears.
remove a pass
the checkbox for a pass or passes in the table then click Remove
to delete the passes.
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Add Pass
Overview
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.
Find this page
Follow these steps to open the Add Pass page.
1.
Navigate to the folder that contains the item or folder.
2.
Click Modify in the same row as the item or folder.
3.
Click Passes. The Manage Passes page appears.
4.
Click Add Pass in the Action Bar. The Add Pass page appears.
Fields
The Add Pass page includes the following fields.
F i e ld
Descript ion
Expiration
No
Expiration
Select this option to set an unlimited time for the pass.
Expires in
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.
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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
Overview
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 pass for accessing
the Content Collection item or folder.
If the user is granted Read and Write permissions to the item, the URL pass 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
pass. The URL pass 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.
Find this page
Follow these steps to open the Email Passes page.
1.
Navigate to the folder that contains the item or folder.
2.
Click Modify in the same row as the item or folder.
3.
Click Passes. The Manage Passes page appears.
4.
Select a pass by clicking the checkbox next to it.
5.
Click Email Passes in the Action Bar.
Fields
The Email Passes page includes the following fields.
F i e ld
Descript ion
Message Details
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.
To [r]
Cc
URL Link
options
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F i e ld
Descript ion
URL Link
options
This option only appears if one or more Read only passes were selected to
email. Select this option to link the URL pass to the file information page. The
file information page includes information about the item and access to shared
comments. If this optionis not selected, the URL provides a direct link to the file
or folder.
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Portfolios
Overview
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
Descript 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
Overview
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 customize 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
Overview
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
design 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: Add a Personal Portfolio
Follow these steps to add a Personal Portfolio.
1.
Click My Portfolios.
2.
Click Add Personal Portfolios.
3.
Select a template to apply or create a new Personal Portfolio not based on a template.
4.
Enter a Title and Description for the Portfolio.
5.
Set the Availability Options for the Portfolio and click Submit.
Step 3: Design the Appearance of the Portfolio
In most cases, Personal Portfolios created from a template already have a defined appearance
and it is not necessary to modify that appearance. 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 Visual Text Box 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.
Design the Navigation Menu: Configure the appearance 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 appearance of the portfolio.
©
1.
Click My Portfolios.
2.
Click Modify for a Personal Portfolio from the list.
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3.
Click Portfolio Style.
4.
Set the Portfolio Style elements and click Submit.
User Manual
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 building a Portfolio from a template, the Pages may already be
created. Also, it may not be possible for the user to add or remove pages.
Follow these steps to add a Page to a Portfolio and add Artifacts to a Page.
©
1.
Click My Portfolios.
2.
Click Modify for a Personal Portfolio from the list.
3.
Click Manage Content.
4.
Click Add Page. Or, to modify a Page and add more Artifacts to the page, click Modify for
a page from the list.
5.
Enter a name and description for the Page.
6.
Add Artifacts to the Page Contents. Click Browse to search for an existing Artifact. Click
Add New Artifact Form to create an Artifact and add it to the Page.
7.
Click Submit.
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Artifacts
Overview
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 Visual Text Box Editor, so users can enter text,
formulas, images, links, and multimedia files.
•
Content Collection Item: Artifacts can link to an item in the Blackboard Content
System.
•
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.
Create an Artifact
Follow these steps to create an Artifact.
©
1.
Click Personal Artifacts from the Portfolios area.
2.
Click Add 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 Visual Text Box Editor and the options for uploading
files or linking to Content Collection items.
5.
Click Submit.
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Manage Personal Portfolio
Overview
Users can manage the sharing, downloading, and comments for a Personal Portfolio from the
Modify Portfolio page. They may also access the Properties page to modify the name, style or
availability of the Personal Portfolio.
Find this page
Follow the steps below to open the menu page with options for managing a Personal Portfolio.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Modify 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 Modify next to one of the Personal Portfolios.
3. Click Manage Comments.
Comments are viewed, added, and removed from this page. Only the comment author or the
owner of the Personal Portfolio may remove 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 Modify next to one of the Personal Portfolios.
3.
Select Portfolio to Go.
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.
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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
Overview
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.
The following list explains scenarios for sharing a Personal Portfolio:
•
Share a Personal Portfolio with another Blackboard user - the Personal Portfolio
is listed in the user’s Received Personal Portfolios for easy access.
•
Share a Personal Portfolio with an external user - a URL is created for access to
the Personal Portfolio. This may be emailed to the user from the Content Collection.
•
Share a Personal Portfolio with a Course or Organization - the Personal Portfolio
is listed in the Personal Portfolios tool in the Course, and Course or Organization
users may search for the Personal Portfolio in Personal Portfolio Search.
•
Share a Personal Portfolio with an (Undefined variable:
BbVariables_AS.institution role) - all users with that role may search for the
Personal Portfolio in Personal Portfolio Search.
•
Share a Personal Portfolio with All System Accounts - any user on the system
may search for the Personal Portfolio in Personal Portfolio Search.
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.
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.
Share 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.
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.
Follow these steps to open the Share with Courses or Share with Organizations page.
1.
©
Click My Portfolios under Personal Portfolios on the Content Collection menu.
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2.
Select Modify next to one of the Personal Portfolios.
3.
Click Share Personal Portfolio.
4.
Select Share with Courseor Share with Organization from the drop-down list in the
Action Bar.
5.
Enter the Course ID or (Undefined variable: BbVariables_AS.organization user 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 returning to this page,
privileges for all Courses or Organizations 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 Courses or Organizations if the Course ID or (Undefined variable:
BbVariables_AS.organization user id) is not known.
Share with (Undefined variable: BbVariables_AS.institution role)s
A Personal Portfolio is shared with users who have specific (Undefined variable:
BbVariables_AS.institution role)s through the Share with (Undefined variable:
BbVariables_AS.institution role)s page.
Follow these steps to open the Share with (Undefined variable: BbVariables_AS.institution role)s
page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Personal Portfolios.
3.
Click Share Personal Portfolio.
4.
Select Share with (Undefined variable: BbVariables_AS.institution role)s from the
drop-down list in the Action Bar.
5.
All roles available in the system appear in the multi-select box. This Personal Portfolio is
available to users with roles that appear in the Selected Roles box. 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.
Share with all system accounts
A Personal Portfolio is shared with all users who have an account on the Blackboard Learning
System Share with the All System Accounts page.
Follow these steps to share a Personal Portfolio with all system accounts.
©
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Personal Portfolios.
3.
Click Share Personal Portfolio.
4.
Select Send to All System Accounts from the drop-down list in the Action Bar.
5.
Select Submit to share this Personal Portfolio with all users who have an account on the
system.
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Share 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.
Follow these steps to open the Share with User page.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Personal Portfolios.
3.
Click Share Personal Portfolio.
4.
Click Share with User from the Action Bar.
5.
Complete the Share with User page according to the table below.
F i e ld
Descript ion
Choose Users
Usernames [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 optionto 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 Learning System 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.
Share 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.
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.
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Find this page
Follow these steps to share a Personal Portfolio with external users.
1.
Click My Portfolios under Personal Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Personal Portfolios.
3.
Click Share Personal Portfolio.
4.
Click Share with External Users in the Action Bar.
5.
Fill out the form using the table below as a guide.
F i e ld
Descript 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 Learning System 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 optionto 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
Overview
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.
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
Overview
This section explains how Basic Portfolios are collections of content organized into customized
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
Descript ion
Basic Portfolio
Wizard
Explains how the Basic Portfolio Wizard is the quickest and easiest method
for creating a new Basic Portfolio.
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.
Basic Portfolio
Contents
Explains how the contents for a Basic Portfolio are controlled through the
Modify Content page.
Manage Basic
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 Basic
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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Basic Portfolio Wizard
Overview
The Basic Portfolio Wizard is the quickest and easiest method for creating a new Basic Portfolio.
The wizard is completed in eight steps that do everything from name the Basic Portfolio and
define the color scheme to add content items and URLs to the Basic Portfolio. The contents and
settings for a Basic Portfolio may be modified after the Wizard is completed.
Start the wizard
Click Basic Portfolio Creation under Basic Portfolios on the Content Collection menu to open
the Basic Portfolio Wizard. Or follow these steps:
1.
Under the heading Portfolios, click My Portfolios.
2.
Click Basic Portfolio Creation Wizard from the Action Bar.
Wizard fields
The table below outlines the options available when creating a Basic Portfolio through the Basic
Portfolio wizard.
F i e ld
Descript ion
Wizard Start
The first page of the wizard displays information on creating a Basic Portfolio including how to
navigate the wizard. A navigation bar appears at the bottom of each wizard page with the
following buttons:
Cancel: Click to erase and end the Basic Portfolio, this will erase all information entered into
the Basic Portfolio Wizard.
Back: Click to navigate to the previous page. This button does not appear on the first page of
the wizard.
Next: Click to navigate to the next page. This button does not appear on the last page of the
wizard.
Finish: Click this button to complete the wizard and create the Basic Portfolio. This button
replaces the Next button on the last page.
If the Basic Portfolio Wizard window is closed without first selecting Cancel, a partial Basic
Portfolio will be created. The User may remove this partial Basic Portfolio.
Step 1: Basic Portfolio Information
Title [r]
Enter a title for the Basic Portfolio. This name will identify the Basic
Portfolio in the My Basic Portfolio folder.
Description
Enter a description for the Basic Portfolio.
Step 2: Basic Portfolio Design
Menu Style
Select how to display the items in the Basic Portfolio menu by clicking the
Buttons option or the Text option. The other options on this page will
differ depending on the option selected in this field.
Buttons
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F i e ld
Descript ion
Button Type
Select a button type by clicking on the drop-down arrow and highlighting a
button type. The button type is simply the pattern that appears in the
button background.
Button Shape
Click a button shape option.
Button Style
Select a button style by clicking on the drop-down arrow and highlighting a
button style. The button style is made up of colors and shapes. Click
Gallery of Buttons to preview button styles.
Text
Menu
Background
color
Click Pick and select a color from the palette. The color chosen appears
as the background color for the Basic Portfolio menu.
Menu Text
Color
Click Pick and select a color from the palette. The color chosen appears
as the text color for objects in the Basic Portfolio menu.
Step 3: Basic Portfolio Welcome Page (Optional)
Title
Enter a title for the welcome message. The welcome message is the first
page that appears when others view the Basic Portfolio.
Welcome
Message
Enter a message to display to those who view your Basic Portfolio. This
message appears on the first page of the Basic Portfolio.
The welcome message appears in the contents of the Basic Portfolio and
can be modified just like any other Web page added to the Basic Portfolio.
Step 4: Add Content (Optional)
Menu Link
Name
Enter the name of the item. This title appears on the Basic Portfolio Menu
item.
File or Folder
Enter the path to the item that will be added or click Browse to search the
Content Collectionfor an item.
Step 5: Add Links (Optional)
Menu Link
Name
Enter the name of the item. This title appears on the Basic Portfolio Menu
item.
URL
Enter a link to external Web pages.
Step 6: Add Items (Optional)
Menu Link
Name
Enter the name of the item. This title appears on the Basic Portfolio Menu
item.
Item Type
Select Blank Item or select a Template from the list of Templates. Item
content may be added to a Blank item after the Wizard is completed.
Step 7: Basic Portfolio Availability
Available?
Determine if the Basic Portfolio will be available to other users.
Step 8: Basic Portfolio Comments
Shared?
©
Determine if other users may share and add comments to the Basic
Portfolio.
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Create a Basic Portfolio
Overview
Basic Portfolios may be created from the Basic Portfolio Wizard or 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.
Find this page
Follow these steps to open the Add Basic Portfolio page.
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Click Add Basic Portfolio from the Action Bar.
Fields
The Add Basic Portfolio page includes the following fields.
F i e ld
Descript ion
Basic 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
Objective
Enter the objective of the Basic Portfolio.
Basic Portfolio Menu Style
Menu 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.
Basic 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
Descript ion
Text Options
Menu
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.
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.
F i e ld
Descript 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.
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.
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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 customize 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.
Find this page
Follow these steps to open the Copy Basic Portfolio page.
1.
Select folder view for the Content Collection menu.
2.
Under the heading Basic Portfolios, click My Portfolios.
3.
Click Copy for a Basic Portfolio.
Fields
The Copy Basic Portfolio page includes the following fields.
F i e ld
Descript ion
Basic 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.
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.
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©
2.
Select Modify next to the Basic Portfolio name.
3.
Click Check Links.
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Basic Portfolio Contents
Overview
Contents for a Basic Portfolio are controlled through the Modify 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 Basic Portfolio: Basic Portfolio Name page.
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Click Modify for a Basic Portfolio.
3.
Click Modify Content.
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.
Follow these steps to add content.
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Click the Contents link for a Basic Portfolio.
3.
Click Add Content in the Action Bar.
4.
Complete the Add Content page according to the table below.
F i e ld
Descript 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 Collectionfor an item.
Menu Item Availability
Available
©
Select Yes or No to determine whether or not the item is available when
other users view the Basic Portfolio.
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Add Link
Links to external Web sites can be added to a Basic Portfolio from the Add Link page.
Follow these steps to add a link:
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Click the Contents link for a Basic Portfolio.
3.
Click Add Link in the Action Bar.
4.
Complete the Add Link page according to the table below.
F i e ld
Descript ion
Menu Item Name
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.
Add External Link
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.
URL[r]
Menu Item Availability
Available
Select Yes or No to set the availability of the link.
Add 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.
Follow these steps to add an item:
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Click the Contents link for a Basic Portfolio.
3. Click Add Item in the Action Bar.
Select a Blank Item or a template from the drop-down list to create a Web page. 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
Overview
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 modify the name, style or availability of the Basic Portfolio.
Find this page
Follow the steps below to open the menu page with options for managing a Basic Portfolio.
1.
Click My Portfolios under Basic Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Basic Portfolios.
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 Basic Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Basic Portfolios.
3. Click Manage Comments.
Comments are viewed, added, and removed from this page. Only the comment author or the
owner of the Basic Portfolio may remove 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 Basic Portfolios in the Content Collection menu.
2.
Select Modify next to one of the Basic Portfolios.
3. Click Check Links.
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. Remove 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 Basic Portfolios on the Content Collection menu.
2.
Select Modify next to one of the Basic Portfolios.
3.
Select Download Basic Portfolio.
4.
After Download Basic Portfolio is selected on the Manage Basic Portfolio page, the
Download Basic Portfolio: Basic Portfolio Name page appears.
5.
Select the Click to download Basic Portfolio link. A window appears with options to
open or save the Basic Portfolio.
6. 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 Basic Portfolio
Overview
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 (Undefined variable: BbVariables_AS.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
Overview
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
Descript 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
Overview
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 the Blackboard Community System 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 Criteria field and select Go. Once
an item is located, select Details to view information about the entry.
Clicking Go without specifying a search criteria will return 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:
•
Assignments
•
Course Content
•
Discussion Board
•
Grade Center
•
Snippet
•
Portfolio Content
See Create a Reusable Object for more information.
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:
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•
Name
•
Authors
•
Description
•
Keywords
User Manual
•
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 return 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
Overview
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 Community System 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.
Find this page
Follow these steps to open the Manage Catalog Categories page.
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
Add Category. 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
Modify next to the category name. The Modify Category page appears.
remove a
category
select the check box next to the categories to remove and click Remove.
This action will remove the category and all subcategories. All items in
these categories will be moved to a system-created category called
“Uncategorized”. The Administrator may rename this category.
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Manage Catalog Entries
Overview
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 Community System 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.
Find this page
Follow these steps to open the Manage Catalog Entries page.
1.
Select Manage Catalog under Learning Objects in the Content Collection menu.
2.
Select Manage Catalog Entries.
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 approve 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.
remove a
catalog
entry
the check boxes next to those entries to approve and select Remove. These
items are removed from this page and will not appear in the catalog. This
action is permanent; the item is removed 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.
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.
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To . . .
c lick…
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
Descript ion
Create a Group Folder
Create a folder that is shared with 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 functionality in the Blackboard Learning System. 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.
Create a group folder
Follow the steps below 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.
Select Add Folder in the Action Bar
3.
Enter a folder name, such as ‘Biology Group Folder’, and complete the rest of the page.
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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.
Open the Content Collection tab, and click Bookmarks in the Tools area.
2.
Select Add Bookmark in the Action Bar.
3.
Enter a Bookmark name.
4.
Enter the location of the Bookmark, such as:
/users/jsmith/Biology Group Folder (note the forward slashes: / ) Bookmark locations are
case-sensitive.
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, modify, and remove 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 Workflowssection.
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 Modify next to the folder name, and then select Properties.
3. In the Lock Options section, select Lock this folder and everything it contains.
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
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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.
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 modifies a file.
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Collaboration
Introduction
All Blackboard Content System users can create workflows that define the tasks and order of
execution of a specific process, including which documents and individuals are involved.
Blackboard Content System 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
Descript 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 Content System users can build a Workflow
Model that can be used many times.
Creating a
Workflow Model
Explains how Blackboard Content System 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.
Modifying a
Workflow Model
Describes how a Workflow Model is created it can be modified by its
owner.
Sharing Workflow
Models
Explains how Blackboard Content System users can share workflow
models with other users. Users must have permission to share a
workflow model based upon their (Undefined variable:
BbVariables_AS.institution role).
Copying Workflow
Models
Describes how Blackboard Content System users can copy a workflow
model they have created or one that has been shared with them.
Linking Items to a
Workflow
Explains how Blackboard Content System items or files from a local hard
drive can be linked to a workflow instance.
Deploying Workflows
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T op i c
Descript ion
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 building 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 ItemBased Workflow
Explains how users can create a new workflow using a Blackboard
Content System item as a starting point
Modifying an
Active Workflow
Describes how Blackboard Content System users can modify 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.
Workflow Detail
Explains how the Workflow Detail page provides a convenient display of
the details of a particular workflow instance.
To Do List:
Actions
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
Overview
All Blackboard Content System users can create workflows that define the tasks and order of
execution of a specific process, including which documents and individuals are involved.
Blackboard Content System 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
Content System 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
•
Modifying a Workflow Model
•
Sharing Workflow Models
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Collaboration Splash Page
Overview
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
Descript 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.
Check Progress &
the workflows
Click either of these links to display the Workflows page.
Design Models &
Create a new
model
Click either of these links to display the Make a Request: My Models
page.
To Do List
Click this link to display the To Do List: Actions page.
Email
Click this link to send email to other workflow participants using the
Email Items page.
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Working with Models
Overview
Any Blackboard Content System user can build 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 Make a Request: My Models page. This page is accessed
in one of two ways:
•
Click the Make a Request link from the Tools menu.
•
Click the Design Models link from the Collaboration splash page.
The Make a Request: My Models page contains the following functions:
F un ct io n
Descript ion
Add Model
Click to display the Add Workflow Model page and create a new model.
Remove
Click to remove selected workflows.
Copy
Click to copy selected workflows.
Display Models
Choose from the following options and click Go:
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.
Modify
Click to display the Modify Model page and change the properties of 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
•
Modifying a Workflow Model
•
Copying Workflow Models
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Creating a Workflow Model
Overview
Any Blackboard Content System user can create a workflow model that can be used and reused.
A workflow model is like a 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 may be many instances. Workflow
models can be shared with all Blackboard Content System users or to certain user roles in the
system.
Find this page
Click Add Model from on the Make a Request: My Models page and the Add Workflow Model
page appears.
Follow these steps
To create a new workflow model:
1.
Enter a name for the model in the Name field.
2.
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.)
3.
Define the Action Status terms to be used in this model: In Progress, Approved, and
Not Approved.
4.
Click the Browse… button to link content items to this model.
5.
Add permissions for the item. See Adding Permissions for more information.
6.
Click Submit when finished. The Model Design page appears.
7.
Click Add Milestone. The Add Milestone page appears.
8.
Enter a name for the milestone in the Name field.
9.
Enter a description of the milestone in the Description field. (This step is optional.)
10. 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.
11. Click the Browse… button to link content items to this milestone.
12. Add permissions for the item. See Adding Permissions for more information.
13. Click Add Another File to add another content item to this milestone.
14. Click Submit and Add Action to add an action to this milestone or Submit and Finish to
return 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.
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See also
The following topics provide detailed information on creating workflow models:
©
•
Adding Actions
•
Adding Milestones
•
Adding Permissions
•
Linking Items to a Workflow
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Adding Milestones
Overview
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 Make a Request: My Models page:
1.
Click the Modify button next to the appropriate workflow model.
2.
Click Model Design.
3.
Click Add Milestone. The Add Milestone page appears.
Follow these steps
Follow these steps to add a milestone to a workflow:
1.
Enter a name for the milestone in the Name field.
2.
Enter a description for the milestone in the Description field. This step is optional.
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 return 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.
5.
Click Add Another File to add another content item to this milestone.
6.
Add permissions to the item. See Adding Permissions for more information.
7.
Click Submit and Add Action to add an action to this milestone or Submit and Finish to
return 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:
•
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©
•
Modifying a Workflow Model
•
Workflow Detail
•
Adding Actions
•
Adding Permissions
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Adding Actions
Overview
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.
•
Click the Modify button for the appropriate workflow on the Make a Request: My
Models page. Click the Model Design link and then click the Add Action button for
the appropriate milestone.
Follow these steps
Follow these steps to add an action:
1.
Enter a name in the Name field.
2.
Enter a description of this action in the Description field. This step is optional.
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.
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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.
10. Click Submit to finish the action and return to the Model Design page.
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Adding Permissions
Overview
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 modified 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.
Follow these steps
To add permissions to an item:
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 Descript 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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Modifying a Workflow Model
Overview
Once a workflow model is created it can be modified 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 modified but only after they are stopped. Once
stopped, the owner can modify any milestone that has not been started and any associated
actions.
Find this page
To open the Modify Workflow Model page:
1.
Open the Make a Request: My Models page.
2.
Click the Modify button that corresponds to the appropriate model.
Functions
The Modify Workflow Model page contains the following links:
©
L i nk
Descript ion
Properties
Click this link to open the Model Properties page; the name, description, and
status labels of a model can be modified there.
Design
Click this link to open the Model Design page; milestones and actions may be
added or removed.
Sharing
Click this link to open the Workflow Sharing page; the settings for sharing the
model are located there.
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Sharing Workflow Models
Overview
Certain Blackboard Content System users can share workflow models with other users. Users
must have permission to share a workflow model based upon their (Undefined variable:
BbVariables_AS.institution role).
Find this page
Click the Model Sharing link on the Modify Model page.
Follow these steps
Follow these steps to share a workflow with other Blackboard Content System 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.
Removing Shared Workflows
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.
Navigate to the Modify Model page.
2.
Click the Model Sharing link.
3.
OR
Click the No radio button to remove the workflow share.
4.
Click the Selected Roles radio button and select the roles to share this model.
5.
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
Overview
Blackboard Content System 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 modify it accordingly.
Note: If a user copies a shared workflow model they become the owner,
meaning they can modify the model and reuse it, even if the original is removed
from the system or is unshared with them.
Follow these steps
To copy a workflow model:
©
1.
Navigate to the Make a Request: 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
Overview
Blackboard Content System items or files from a local hard drive can be linked to a workflow
instance. Blackboard Content System 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.
Follow these steps
From the Add Workflow Model, Add Milestone, or Add Action pages, follow these steps:
1.
Click the Browse… button.
2.
To add a Blackboard Content System item:
•
Use the My Content, Course 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.
•
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.
©
To add a local file:
Add permissions for the item. See Adding Permissions for more information.
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Starting a Workflow
Overview
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 Content System item and build 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,
choose Start Workflow from the drop-down list and click Go.
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
Overview
Users can create an Instant Workflow, which leads the user through a seamless process of
building 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.
Follow these steps
Follow these steps to create a new workflow:
1.
Click the Create Instant workflow radio button.
2.
Enter a name for the new workflow in the Name field.
3.
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.
4.
Define the Activity Status terms to be used in this workflow: In Progress, Approved,
and Not Approved.
5.
Click the Browse… button to link content items to this workflow.
6.
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
Overview
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.
Follow these steps
Follow these steps to start a new workflow based upon a Shared Workflow:
1.
Navigate to the Make a Request: 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. This step is
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
Overview
Users can create a new workflow using a Blackboard Content System item as a starting point.
This method insures that a particular item is in included in the workflow.
Find this page
From any Content Collection folder page, select an item, choose Start Workflow from the dropdown list and click Go.
Follow these steps
Follow these steps to create a new workflow based upon a Blackboard Content System 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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Modifying an Active Workflow
Overview
Blackboard Content System users can modify any workflow that they own and that is in progress.
Milestones and Actions that have not started yet can be modified. Milestones and Actions that are
in progress or are already completed may not be modified.
Find this page
From the My Workflows page, click Modify next to the appropriate workflow.
Note: The system must stop the workflow before it can be modified; a message
appears with this warning. Click OK to stop the workflow.
Functions
The Modify Workflow page contains the following link:
L i nk
Descript ion
Design
Click this link to open the Workflow Model Design page.
Follow these steps
To modify an active workflow:
1.
Select a workflow and click Modify. The Modify Workflow page appears.
2.
Click Design to change the milestones and actions of the workflow. See Adding
Milestones and Adding Actions for more information.
3.
Click Submit when finished.
See also
The following topics provide additional information:
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•
Adding Milestones
•
Adding Actions
•
Adding Permissions
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About Workflows
Overview
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,
modify, 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
The Workflows page can be accessed in the following ways:
•
Click Check Progress from the Workflows menu.
•
Click Check Progress or the Workflows link from the Collaboration splash page.
Functions
The Workflows page has the following functions:
©
F un ct io n
Descript ion
Remove
Users can remove 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.
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F un ct io n
Descript ion
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.
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.
Modify
Click to display the Workflow Design page for this particular workflow. See
Modifying an Active Workflow for more information.
Details
Click Details to display the Workflow Detail page for that workflow.
Select
Choose one of the following selection options: Select All, Unselect All, or
Invert Selection and click Go.
Items per page
Choose how many workflows to display on this page: 25, 50, 100, 200, or
ALL and click Go.
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Workflow Detail
Overview
The Workflow Detail 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 update 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 Workflow Detail page:
•
Click the Details button next to the appropriate workflow on the Workflows page.
•
Click the Details button next to the appropriate action on the Actions page.
Functions
The Workflow Detail page contains the following functions:
F un ct io n
Descript 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
©
Update 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: Actions
Overview
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
Descript 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
Overview
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 Workflow
Detail page.
Note: Any user involved in the workflow can add comments to actions while only
users assigned to an action can update 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 Update Action page can be accessed in the following ways:
•
Click Update for the appropriate action on the Actions page.
•
Click Update Action for the appropriate action on the Workflow Detail page.
Functions
The Update Action page contains the following functions:
©
F un ct io n
Descript 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
Overview
The Workflow Notifications page allows users to manage the notifications from a particular
workflow. The following options are available:
•
Actions are ready to be completed: 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.
•
These events occur: the user receives all notifications from a workflow, including
action and milestone status.
•
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 modify the notification settings for one or more
workflows at the same time.
Subscribe to workflow
Follow these steps to set notification preferences:
1.
Select one of the following options: Actions are ready to be completed, These events
occur, or Never.
2.
Click Submit.
Opt-Out of Workflow Notifications
Blackboard Content System 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 Items
Overview
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.
Follow these steps
Follow these steps 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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