Before adding any content to the Content Collection, users should plan out how they will manage their content. This allows you to organize content in a way which best meets your 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 sub-folders 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.
The system does not allow sub-folders 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.
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.
Your institution determines whether username folders are available for all users or only users with certain roles.
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.
Users should only grant read permission on the top-level username folder. Granting additional permissions to this folder makes it 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 sub-folders or items that should remain private.
Private Content Space and Public Content Space
Creating separate folders for personal content and public content is a good best practice. 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.
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).
Creating a Private Folder
A private folder is created in the same way as other folders in the Content Collection, through the Create Folder option on the action bar. The permissions granted on the folder determine whether or not it is private. For example, a user may create a sub-folder in his or her username folder and not grant other users permissions to see it.
Creating a Public folder
Similar to private folders, public folders are created in the same way as other folders, using the Create Folder option on the action bar. The permissions granted on a folder determine whether or not it becomes available to multiple users and groups of users. Any user with manage permissions may share the item with a wider audience. For example, a public folder may be created within a username folder and shared with a group of users collaborating on a project.