Chapter 6: Managing content. Adobe Connect 8.0
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Chapter 6: Managing content
Adobe Connect Central has four libraries: Content, Training, Meetings, and Event Management. The Content library holds content that you use in meeting rooms and virtual classrooms. Content includes presentations, SWF files, image files, audio files, video files, and so on. The Training library holds Curriculums, Courses, and Virtual Classrooms. The
Meetings library holds meeting rooms. The Event Management library holds events.
Working with library files and folders
Administrator, limited administrators, and users with Manage permissions can create and navigate folder hierarchies in libraries. Use these hierarchies to organize content in the libraries.
Administrators, limited administrators, and users with Manage permissions can also set permissions to determine what tasks each user can perform in the libraries. For example, a manager could set up a folder for each department and assign Manage permissions to each department chairperson.
More Help topics
“ Setting permissions for library files and folders ” on page 187
Create a folder
Administrators, limited administrators, and users with manage permission for a specific folder can create subfolders within it.
Note: Administrators set permissions for limited administrators on the Administration > Users and Groups section of
Adobe Connect Central. By default, limited administrators can set permissions for content, but an administrator could choose to revoke this ability.
1 Click Content, Training, Meetings, or Event Management at the top of the Adobe Connect Central window.
Note: No one can create a folder in the Seminars library.
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Navigate to the location where you want to add the new folder.
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Click New Folder on the menu bar above the folder list.
Enter the name of the new folder on the new page that appears.
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(Optional) In Summary, enter information about the new folder.
Click Save to create the folder.
More Help topics
“ Delete a file or folder ” on page 143
“ Edit file or folder information ” on page 143
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Open a folder
1 Click Content, Training, Meetings, Seminar Room, or Event Management at the top of the Adobe Connect Central window.
2 Click the name of the folder.
The folders and files within that folder appear. The name of the selected directory appears in the navigation links at the top of the browser window.
More Help topics
“ Delete a file or folder ” on page 143
“ Edit file or folder information ” on page 143
Move a file or folder
You can move a folder or a file in a library. When you move a folder, all of the items within the folder also move to the new location. You can move folders and files in the Content, Training, Meetings, or Event Management libraries using the Move button. You can move folders and files in these libraries and in the Seminar Rooms libraries using the Up
One Level button. In Seminar Rooms libraries, you can choose to move uploaded content or recordings that are saved with a seminar.
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1 Click Content, Training, Meetings, Seminar Room, or Event Management at the top of the Adobe Connect Central window.
Navigate to the folder or file that you want to move.
Select the check box to the left of the item that you want to move. For a seminar, choose Uploaded Content or
Recordings if you want to move either of those types of items saved with the seminar.
4 Do either of the following:
• Click Up One Level to move the item up one level in the library folder directory.
• Click Move (this option is not available for the Seminar Rooms tab). Select a folder in the folder directory tree, or click Up One Level. Click Move and then click OK to apply the change.
More Help topics
“ Delete a file or folder ” on page 143
“ Edit file or folder information ” on page 143
Move up a level in the folder hierarchy
❖ Click the Up One Level button on the navigation bar above the folder list.
The folders and files within the parent folder appear. The name and location of the parent folder appear in the navigation links list at the top of the browser window.
More Help topics
“ Delete a file or folder ” on page 143
“ Edit file or folder information ” on page 143
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Return to a folder
Above the functional links is a list of navigation links called the navigation trail, which indicates your current location in the directory structure. You can move to any parent (higher) folder shown in the navigation trail.
❖ Click the name of a parent folder in the navigation trail.
The folders and files in the higher parent directory appear. The name and location of the parent folder appear in the navigation links at the top of the browser window.
More Help topics
“ Move a file or folder ” on page 142
“ Edit file or folder information ” on page 143
Delete a file or folder
When you delete a library folder or file, it is permanently removed from the library and cannot be retrieved. Be careful to delete only those items you do not need. If you delete items from the Content library that are linked to meetings, events, seminars, or courses, the deleted content is unavailable from them. When you delete an item, Adobe Connect
Central indicates whether the item is linked and allows you to cancel the deletion. In Seminar Rooms libraries, you can choose to delete uploaded content or recordings that are saved with a seminar.
Note: For the Training library, if you delete a training folder containing a course that was part of a curriculum, the deleted course is still listed on the Curriculum information page as a course item. However, the course is no longer available.
1 Click Content, Training, Meetings, Seminar Room, or Event Management at the top of the Adobe Connect Central window.
2 Navigate to the folder or file.
3 Select the check box to the left of the item that you want to delete. For a seminar, choose Uploaded Content or
Recordings if you want to delete either of those types of items saved with the seminar.
4 Click Delete on the menu bar above the content list.
5 Click Delete again to permanently delete the selected items, or click Cancel to cancel the deletion.
More Help topics
“ Move a file or folder ” on page 142
Edit file or folder information
You can edit the title or name of a library item and other information, using the Edit Information button.
Note: If you are editing a Seminar library folder, you can view information about the Seminar license for that folder to see how many users and meetings are available for a specific Seminar folder. In the navigation bar next to the Editor
Information link, click License Info. Information that appears includes title, summary, start date, end date, number of concurrent users, and number of concurrent meetings.
1 Click the Content, Training, Meetings, Seminar Room, or Event Management tab at the top of the Connect Central window.
2 Navigate to the folder or file.
3 Click on the folder or file.
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Click the Edit Information link in the navigation bar below the navigation trail.
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Edit the title, name, or other properties that you want to change.
Click Save.
More Help topics
“ Move a file or folder ” on page 142
Edit seminar folder names or descriptions
1 Click the Seminar Rooms tab at the top of the Adobe Connect Central window.
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Navigate to the folder and click its name.
Click the Edit Information link above the seminar list.
Enter a new name for the folder and, if desired, a description in the Summary text input box.
Click Save.
More Help topics
“ Creating and managing seminars ” on page 96
Working with content in the Content library
Content library supported file types
All content in the Content library must be one of the following types:
• A single PDF file
• A single PPT or PPTX file
• A single SWF file
• A single HTML file
• A single Adobe Captivate SWF file
• Adobe Captivate content published through the Adobe Captivate application
• Adobe Presenter content published through the Presenter plug-in
• Presenter content packaged as a ZIP file
• A ZIP file that contains multiple SWF files and extra files (images, XML files, and so on) and a file called index.swf that is loaded first
• A ZIP file that contains multiple HTM or HTML files and extra files (images, SWF files, and so on) and one file called index.htm or index.html
• A ZIP file that contains a single PDF file.
• An FLV file
• A single image (JPEG, GIF, or PNG)
• A single audio file (mp3)
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• A single video file (mp4, f4v)
More Help topics
“ View data about all content ” on page 149
Upload content
Only members of the built-in Authors group with Publish permissions for a specific Content library folder can upload files to that folder.
You can upload new versions of content that exists in the Content library.
Note: If you have Adobe Presenter or Adobe Captivate installed, you can also use the Publish option within those applications to upload content to the Content library. You can also upload content from a Meeting room.
More Help topics
“ View data about all content ” on page 149
Upload files to the Content library
1 In Adobe Connect Central, do either of the following:
• On the Home tab, select Content from the Create New bar.
• On the Content tab, click the New Content button.
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Under Select Content File, click Browse to locate the file, click its name, and then click Open.
Enter a title for the new content file (required) and a summary (optional) in the Enter Content Information text boxes.
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(Optional) Enter a custom URL (if you do not assign a custom URL, the system automatically assigns one).
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(Optional) In Summary, enter information about the new content.
Click Save.
The file is uploaded to the server and appears in the content folder.
Note: If you attempt to upload a file of an unsupported file type, the Enter Content page reappears with the message
“Invalid file format selected.”
Upload a new version of a file to the Content library
1 On the Home tab, click Content.
2 In the Content List, click the content file you want to update.
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Click Upload Content.
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Click Browse to locate a file in the format specified in the message, click the name of the file, and then click Open.
Click Save.
The new version of the content is upload to the Content library. To check that the process was successful, find the file in the Content List and check the Date Modified. You can also go to the Content Information page, click the URL, and view the new version of the content.
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Uploading AICC content
For Adobe Connect to track scores in quizzes and data, content must be AICC compliant. To upload AICC content into the Content library, store the files in a ZIP archive and upload it from Adobe Connect Central, not from a meeting room.
Keep in mind the following when you create AICC content:
• The content package must have an index.htm or index.html file that the server relies on to launch the content.
• Content must report “Incomplete” on all communications until the user has finished interacting with the content.
• The content must be able to report either “complete” or “passed” to indicate that the user has finished interacting with the content.
Download files from the Content library
Users who have permission can download Content library files to their computers. If the content is composed of more than one file, it is packaged into a ZIP file.
1 Click the Content tab.
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Navigate to the content file that you want to download.
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Click the name of the content file.
Click the Download Content link on the navigation bar.
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The Download Content link is on the information page of the item
5 Under Download output file(s), click the content filename.
Users who have Manage permission can download a presentation to deploy it on the Internet or distribute it on a CD.
You can download the presentation PPT source files or output files. To deploy a presentation, download the output files and extract them.
6 Save the file to your disk.
More Help topics
“ View data about all content ” on page 149
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Download presentation source files from the Content library
Downloading source files can be helpful if you no longer have your source files for an Adobe Presenter presentation.
(It is critical that you do not overwrite the PPT filename extension with a PPC extension; if you do, the file can become unusable.)
Note: The only source files available for download are files that have been uploaded. For example, Adobe Presenter and
Adobe Captivate give users the option to upload or not upload source files. If the option to upload source files is not selected, those files are not available for download later.
1 Click the Content tab.
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Navigate to the presentation and click its name.
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Click the Download Content link on the navigation bar.
In Download source files, click a file.
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Save the file to your disk.
(Optional) In Download output files, click the zip file and save it to your disk.
More Help topics
“ View data about all content ” on page 149
Creating custom URLs
When you add a new piece of content, a new meeting, a new course or curriculum, a new seminar, or a new event, you can create a custom URL for the content. This URL is unique across the entire Adobe Connect account and identifies the content.
A B
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Adding a custom URL
A. Uneditable portion of URL set by your administrator B. Customizable portion of URL
A custom URL can be used with one piece of content at a time. For example, if you assign the custom URL /yourname to a piece of content, you cannot assign that URL to another piece of content or to a meeting, nor can any other user who shares your account assign that URL to anything. If you delete the content that uses the custom URL, the custom
URL becomes available for reuse.
If another user is currently using the custom URL, you receive an error message when you enter the URL. If you want to, you can check with your administrator to see who is using the URL.
Custom URL rules:
• You cannot edit a custom URL after you create it.
• You cannot use digits (0 - 9) at the beginning of a custom URL.
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• Custom URLs cannot contain any punctuation, spaces, or control codes.
• If you enter any uppercase letters, they are automatically converted to lowercase letters to conform to URL case sensitivity conventions.
• Do not use any of the following reserved keywords in your custom URL: archives breeze builder close com common connect console account acrobat adobe admin administrator api app download event fcs flash gateway go home hosted content course cs cs2 curriculum data default idle info input livecycle macromedia meeting metadata monitor open output photoshop presenter producer public publish soap source src stream systems training user xml report sco search seminar send service servlet
More Help topics
“ Upload content ” on page 145
“ View data about all content ” on page 149
View content
You can open content for viewing from the Content library. If you have the URL for viewing the file, you can also browse to it directly from any browser window.
More Help topics
“ Upload content ” on page 145
“ View data about all content ” on page 149
View content in the Content library
1 Click the Content tab at the top of the Adobe Connect Central window.
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Browse the Content library, and click a filename to view the associated Content Information page.
Click the URL For Viewing link.
A new browser window displays the selected file or presentation.
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View content in a web browser
1 Open a browser window.
2 Enter the URL for viewing the content in the browser URL address box or click a link received in an e-mail.
Send a content URL by e-mail
Every content file in the Content library has a unique URL that lets users view the contents of the file. You can send this URL to other people by e-mail from within Adobe Connect Central.
Adobe Connect creates a unique version of the URL for each e-mail recipient. Compared to pasting the URL in an email, using Adobe Connect Central has these advantages:
• You can request that Adobe Connect send you a return receipt when an e-mail recipient clicks the web link. You can track who viewed the contents because a unique URL was created for each recipient.
• Recipients can view the content without having to log in to Adobe Connect. This is true even if the permissions for the content file in the Content library are not set for public viewing.
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Click the Content tab at the top of the Adobe Connect Central window.
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Navigate to the content file and click its name.
Click E-mail Link on the navigation bar.
Enter the e-mail addresses for all recipients in the To box on the E-mail Link page.
If necessary, separate multiple e-mail addresses with commas to create a unique URL for each e-mail recipient.
5 Edit the Subject and Message Body text boxes as needed.
Note: Do not delete the information in the curly brackets (“{tracking-url}”) in the message body. This placeholder is replaced with the content URL in the e-mail message.
6 Select Generate a Return Receipt When Content Is Viewed to receive an e-mail notification when a recipient views the content file; otherwise, clear the check box.
7 Click Send.
More Help topics
“ Creating custom URLs ” on page 147
“ Upload content ” on page 145
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Viewing data about content
View data about all content
1 In Adobe Connect Central, click Content > Content Dashboard.
The Content Dashboard provides a graphical representation of statistical data about your content. The data reflects all of the content in your My Content folder and is output to the following categories:
Most Viewed Content Over Last 30 Days The number of views.
Most Effective Presentations Over Last 30 Days Determined by percentage of slides viewed across all viewers.
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Most Recently Viewed Content Over Last 30 Days In list format, shows the name, content type, number of views, and last time this content was viewed. The most recently viewed is listed first.
Aging Content In list format, shows the name, content type, and last time this content was viewed. The most recently viewed is listed last.
Click any item to view the corresponding Content Information page.
2 To print the data, click Printable Version.
More Help topics
“ Content library supported file types ” on page 144
“ Upload content ” on page 145
View reports about individual pieces of content
Note: In Adobe Connect 7 and later, you can retrieve data about individual pieces of content from a new Reports wizard viewing data about individual pieces of content. This user interface was left in the product for backwards compatibility.
The new Reports wizard is a better reporting tool.
You can download reports whenever necessary to analyze information about how content is being used.
Where appropriate, you can restrict the information you see on a report by specifying report filters. When the filters are in effect for a given report, the Report Filters link appears above the report display.
Any filters you set apply to all reports that you create, both for the specific report and for any other Adobe Connect functionality. For example, if you create a training report after you set filters for a content report, the filters apply to the training report. This rule applies to any date range you specify. If you do not clear a date range filter that you set for one report, it applies to all reports.
Note: Report filters are only saved for the current session. If you set report filters, click Save, then logout of Adobe Connect, when you log in again the report filters you previously set are not retained. However, the Reports wizard does save filters across sessions.
More Help topics
“ About Connect Central reports ” on page 195
“ Content library supported file types ” on page 144
“ Upload content ” on page 145
Set report filters
1 Access the information page (for example, the Content, Meeting, or Course Information page) for the file whose report filters you want to set.
2 On the information page, click the Reports link above the Content Information title bar.
A set of report links appears above the title bar, with Summary highlighted, and the Summary report for this meeting appears below the information heading.
3 Click the report type for which you want to set filters.
The data for the report type you selected appears in the Adobe Connect Central window.
4 Click the Report Filters link, to the right of the No Filters Have Been Set label.
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The Set Report Filters options for a curriculum
5 Set one or more of the following filters:
• To set the date range filters, select the From and To check boxes and the start and end dates and times. For example, if you select a date range for the By Slides report, it shows only the slides that were viewed within the specified dates.
• To set filters for groups, click the Add/Remove Groups link and select the check box for the groups you want to track in your report. The data on the report applies only to the members of a specific group that participated. You can select more than one group, and then deselect any group.
• To select team members (managers only), click either Show Data From People I Manage Directly or Show Data
From People I Manage Directly And Indirectly.
To clear filters you have set, click Reset on the Set Report Filters page.
6 Click Save at the bottom of the Set Report Filters page.
The report page reappears with the filters you set, above the display bar.
Download reports
1 Access the information page (for example, the Content, Meeting, or Course Information page) for the file whose report you want to download.
2 On the information page, click the Reports link above the Content Information title bar.
3 Click a report type, for example, By Slides or By Questions.
Summary The Summary provides the content name, the date that the content was last modified, and the number of times this content was viewed.
By Slides or By Pages (PDF) Applies to presentations only. A bar graph lists each slide in the presentation by slide number and the number times it was viewed. Below the graph is a table with the same information, which also includes the last time each slide was viewed.
By Questions A bar chart shows each question, color-coded as correct or incorrect, and the number of respondents to the question. Click a question in the bar to display a pie chart with a table that provides the answer key and answer distribution. The answer key lists all possible answers for the selected question and their corresponding answer
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By Answers A table provides the maximum possible score, the passing score, the average score, and the high score for the quiz. For each question, the table also shows the question number, the question itself, and the answer distribution; that is, how each question was answered, if at all. Click the View Answers link to display a pie chart with a table that provides the answer key and answer distribution. The answer key lists all of the possible answers for the selected question and their corresponding answer number or letter. The answer distribution lists all of the answer choices selected for this question, flags the correct answer, and shows the number of users who selected each answer, as well as what percent of the total each number of users represents. Finally, the chart totals the users by number of users and percent of users.
Note: Adobe Connect resets content scores for quizzes and surveys each time the user retrieves the content. This means that if a user closes the quiz or survey without completing it, then returns to it later, all of the previous answers are lost.
If you do not want the score to reset, and you have access to the Training tab, you can create a course and select the content in question as the course content. This way, you have turned the content into a course.
The Hide Answer Distribution/Show Answer Distribution button is a toggle for showing and hiding the distribution of answers for each question.
4 Click the Download Report Data button.
This exports all the report data to a comma-separated values (CSV) file. You can either save or open the report. If you are running Adobe Connect Central in an Internet Explorer browser and choose to open the report, Windows automatically opens it in Microsoft Excel. In this case, double-click each cell to see its information.
Another option is to save the CSV file to your desktop, select Notepad from the Accessories menu (select Start >
Accessories > Notepad), and open the file from Notepad, which makes it easier to read.
In addition, if the Printable Version button appears for a report, you can click the button to export the report to a browser window and print the report.
Remove report filters
1 Access the information page (for example, the Content, Meeting, Course Information page, and so on) for the file whose report filter you want to remove.
2 On the information page, click the Reports link above the Content Information title bar.
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Click a report type, either By Slides, By Questions, or By Answers.
Click the Report Filters link.
5 In the Set Filters page, do either of the following:
• To clear all filters, click Reset.
• To clear a specific filter, deselect the check box and click Save; if it’s a group, click Add/Remove Groups, deselect the group check box, and click Save.
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