The Content Collection contains many tools to share and search for content. These options depend on the level of the shared folder. For example, the permissions you set on a top-level folder versus a sub-folder affect the search tools that are available to those users.
Remember that when a folder is shared, permissions are granted to all content in the folder.
When users open the Content Collection, they are presented with their user folder and the folders for courses and organizations they are enrolled in. You can toggle between Show All Folders and Show Enrolled Folders to filter the display between the folders to make finding content easier.
This option is available in the following top-level folders:
This tool is especially useful for eReserve librarians, who may have permission to a number of course folders in eReserves. This tool allows the librarian to display these folders under the eReserves folder in the Content Collection menu without enrolling in the courses.
The Find Folder option allows you to search for top-level folders for which you have permissions. For example, if another user has granted you read permission for their username folder, this could show up in searches using Find Folder. You can also add the folder to your Content Collection menu, making it easy to access the folder on a regular basis.
You can share a top-level folder with another user, and then adjust the permissions on the content within the folder to limit access. For example, if you want to grant a user read permission for your username folder, but not share everything within it, remove read permission for the content inside the folder that this user should not view. The user can still use the Find Folder option, but they will only see specific content in the folder.
The Find Folder option can't be used to find nested folders.
Search allows users to locate all files and folders that have been shared with them. When the user performs a search, the system only returns those items for which a user has permissions. If permissions are granted on a nested folder (and not the top-level folder), the user may search for the folder and bookmark it.
Go to Location lets you go directly to a specific folder that has been shared with you in the Content Collection. This time-saver allows users to enter the path to open the folder and bookmark it at the same time.
Bookmarks enable quick access to frequently used content without having to navigate through several folders. Users can organize bookmarks into folders and subfolders as needed. This tool is helpful when you have access to a nested folder, since the Find Folder tool doesn't return nested folders.
If a user is expected to take action or respond to an item, it can be helpful to send a workflow model with the item. When you create a workflow model, you select users to share the item with and grant them permissions to do so. You can also select an option to send the user an email saying that this item has been shared with them and that a workflow model is attached to it.
Passes are 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 you create a pass, you choose 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.
To create a pass, select Passes from the item's menu. Select Create Pass and choose your settings. Select Submit when you're finished.
Portfolios allow you to collect and organize files into custom web pages. You can present these portfolios to individuals and groups of users outside of your courses. It is important to consider the selected permissions for files linked in a portfolio. If another user has permissions (other than read) to a file that is linked to a portfolio, the file may be edited or deleted, resulting in issues for the portfolio users.
You can email files and folders to specific users, a group of users, or to anyone with a valid email address from an area in the Content Collection.
- In the Content Collection, go to the folder that contains the files or folders you want to send.
- Use the check boxes to select the items, and then select Email Items.
- Select the To button to choose who to send the email message to:
- Use Select Specific Users to browse for a username. Select Submit to add them to the recipient list.
- Use Select Group of Users to choose a group. Select Course, Course Group, Organization or Organization Group. Choose a group by selecting the appropriate check boxes. Select Submit to add them to the recipient list.
- Select Add Email Address to manually enter an email address. Select Submit when finished.
- Optionally, use Cc and Bcc and choose who to send copies of the email message to.
- Type a Subject and Message.
- Select Submit.