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Resources



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Description
Examples of use
Browsing available resources
Navigating between resources and folders
Opening resources
Creating a new resource or folder:

Folder for resources
Uploaded file
Weblink (URL) resource
HTML document
Text document

Uploading multiple files
Citations
Changing folder permissions
Revising resource information
Accessing resources from other sites
Custom ordering your resources
Showing and hiding a resource after it has been created
Moving a resource
Deleting a resource
Printing PDF resources
Checking used and remaining file space
Agalychnis callidryas



Description

Resources is the most widely used tool in classes and collaborations. In Resources, you can make many kinds of materials available online. There are four types of resources: documents (word processing documents, spreadsheets, slide presentations, plain text, etc.); links to other websites; simple text documents that you create right in the Resources tool, and html documents that you create in the Resources tool.

Using the Permissions feature, site owners can control which types of users can post, delete, and read documents in specific folders.

For information on how to add the Resources tool or any other tool after you have created your site, click here, or click Adding and removing tools, and changing options on the Site Info Tool help page, which you can access under "Site Management" in the help table of contents.

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Examples of use


Many instructors post weekly readings in Resources, as well as links to websites and other kinds of documents, such as PDFs. Some users post presentations or slides used in lectures in Resources.

Using Permissions, a large collaboration site can use one folder in Resources as a space to archive important documents, and allow only certain site participants to modify those documents.




Browsing available resources

Open the Resources Tool

Click Resources in the left-hand menubar to open the tool. You will see the window where resources and/or folders that contain resources are listed.

Open a folder

Click either the folder name or the small folder icon next to the resource title.

Open a resource

Click the resource's title. Some resources will download depending on your browser settings.

Find additional information about a resource

Click the Actions drop-down menu to the right of the resource name and choose Edit Details.

Sort resources

Sort your resources by title (click Title), size (click Size), the resource creator (Created by), and when the resources were last modified (Last modified). Click any of these links again to reverse the order.

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Navigating between resources and folders

 

You can navigate between resources and folders by clicking on the folder-title links after the word "Location:"

Location: [sitename] Resources / foldernameB / foldernameC / foldernameD / foldernameE

Note that the first folder after the word "Location" is your site's top resource folder. This horizontal row or path of navigation links is commonly called "breadcrumbs." You can also click the small folder-shaped icon with an arrow in it at the end of the breadcrumbs to go up one level.



Are you finding what you're looking for? Please send feedback about this online help guide to ctools-doc-comments@umich.edu Thanks! (For questions about using CTools, send email to 4HELP@umich.edu.)

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Opening resources

 

To open a resource, click its title.


To view the contents of a folder, click the folder's title or click the little folder icon next to the folder title.




Creating a new resource

 

With the Resources tool, you can create and upload several types of resources: uploaded files, web links, and html or plain text documents.


All sites automatically have one top-level folder, which has the same name as your site, e.g., anthro 101. You can put resources directly into this top folder, or you can create additional folders for your resources. When possible, it is best to create a folder for a resource first, and then create the resource to go into it.


First Steps - Creating a New Resource


1...Click Resources in the left-hand menubar.


2...Click the Add button to the right of the folder you want the resource(s) to go in. A menu of resource types will appear.


3...Choose the type of resource you would like to create by moving the cursor down the Add drop-down menu and selecting it.

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Creating a Folder for Resources


In Resources, your site automatically has one top-level folder, which has the same name as your site, e.g., anthro 101. All new folders and resources that you create will be within this top-level main folder.


A... After you complete steps 1 through 3 under "First Steps," above, do the following:


B... Type a name for your new folder (required).

Note: If the folder into which you're putting your new folder already has permissions specified, the new folder will automatically have the same permissions. To learn more about folder permissions, click here (opens in a new browser window) or scroll down to the section "Changing folder permissions," below.

C...To create another folder, click the Add Another Folder link.

D... Click Add Details for this item to the right of a folder name.

E...Type a description (optional).

F ...Under "Availability," choose whether you would like to show or hide the folder at this time.

If you choose Show, you can specify when you want the folder to automatically begin showing so that participants can see it, and when you would like it to be automatically hidden.

If you choose Show but don't specify a beginning and end, the resource will show all the time. To hide it all the time, click the radio button next to Hide this folder and its contents.

G... Click Optional Properties to add more information about the folder.

H ...Click Create Folders Now.




Resource Type: Uploaded File


A... After you complete steps 1 through 3 under "First Steps," above, do the following:


B... Click the Choose File button, select a file to upload, and click Choose.


C... You can add a name for the file resource. (If you don't add a name, CTools will use the filename for the name.)


D... To upload more files, click the Add Another File link and repeat steps A and B.


You can remove a file at this point by clicking the red X next to it.


E.... When you are ready to specify more details about a file, click Add details for this item:


F... If you want, add a description for the file resource.


G... Choose whether to use your copyright information or type in other copyright information you would like to have used.

Note: If the folder into which you're putting a new resource already has permissions specified, the new resource will automatically have the same permissions. To learn more about permissions, click here (opens in a new browser window) or scroll down to the section "Changing folder permissions," below.


H... Under "Availability," choose whether you would like to show or hide the folder at this time.

If you choose Show, you can specify when you want the folder to automatically begin showing so that participants can see it, and when you would like it to be automatically hidden.

If you choose Show but don't specify a beginning and end, the resource will show all the time. To hide it all the time, click the radio button next to Hide this folder and its contents.

I... Choose whether you would like to have members of the site notified automatically via email when the file(s) are uploaded to the site.


J... Click the Upload Files Now button to complete the process.


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A note about printing PDF resources:

Occasionally PDF resources cause error messages when they are printed from CTools. The following steps can help you avoid this problem:


- Keep PDF files sizes to less than 10MB or smaller whenever possible to reduce download and print rendering times.


- Update your desktop software to the latest PDF creation software where possible to ensure maximum compatibility.


- Select the grayscale option when converting your documents to PDFs. Use this option when your PDFs do not absolutely have to be in color. The method for choosing grayscale varies from one type of computer to the next and from one application to the next. Often the option can be found in the print dialog box that opens when you choose the Print command.





Resource Type: Web Link (URL)


After you complete steps 1 through 3 "First Steps," above, do the following:


A... Type the Web Address (URL) in the box.


You do not have to include the http:// For example, simply type umich.edu (You may need to include the www in some URLs.)


B... Add a title for the web resource. If you don't add a name, the URL will be used as the title of the resource.


C... To create another URL resource, click the Add Another Web Link and repeat steps A and B.


You can remove a URL resource at this point by clicking the red X next to it.


D.... When you are ready to specify more details about the web resource, click Add details for this item:


E...If you want, add a description for the URL resource.


Note: If the folder into which you're putting a new resource already has permissions specified, the new resource will automatically have the same permissions. To learn more about permissions, click here (opens in a new browser window) or scroll down to the section "Changing folder permissions," below.


F... Under "Availability," choose whether you would like to show or hide the folder at this time.

If you choose Show, you can specify when you want the folder to automatically begin showing so that participants can see it, and when you would like it to be automatically hidden.

If you choose Show but don't specify a beginning and end, the resource will show all the time. To hide it all the time, click the radio button next to Hide this folder and its contents.


G... Choose whether you would like to have members of the site notified automatically via email when the file(s) are uploaded to the site.


H... Click the Upload Files Now button to complete the process.

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Resource Type: HTML Page


You can create html resources using the editor in CTools.


After you complete steps 1 through 3 under "First Steps," above, do the following:


A...Type the content of your html document.

To switch to html mode, click the Source button in the upper-left corner of the formatting palette. Click it again to return to regular mode. It will automatically translate what you write in regular mode into html.


B... Click Continue.


C...Type a name for your html page.


D...Type a description (optional)


E...Specify the copyright information.


Note: If the folder into which you're putting a new resource already has permissions specified, the new resource will automatically have the same permissions. To learn more about permissions, click here (opens in a new browser window) or scroll down to the section "Changing folder permissions," below.


F... Under "Availability," choose whether you would like to show or hide the folder at this time.

If you choose Show, you can specify when you want the folder to automatically begin showing so that participants can see it, and when you would like it to be automatically hidden.

If you choose Show but don't specify a beginning and end, the resource will show all the time. To hide it all the time, click the radio button next to Hide this folder and its contents.

G... Click the Email Notification drop-down menu and choose whether you would like to have members of the site notified automatically via email when the resource is posted.


H... Click Finish.


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Resource Type: Text Document


After you complete steps 1 through 3 in "First Steps," above, do the following:


A... Type or paste the content of your document. (Continue with Step B, below.)



A note about using the editor with Microsoft Word


The editor in CTools (called CKEditor) lets you add text from MS Word and retain most of the formatting (colors may be removed). Along the top of the editor, click the Paste from Word button (a clipboard with a "W"). Then paste the MS Word text. You may be asked to first paste the Word text in a small box that opens instead of directly into the editor.

CTools Screen

To see the functions of the buttons on the editor, hover over them with your cursor.



B... Click Continue


C...Type a title for your text document.


D...Type a description (optional)


E...Specify the copyright information.


Note: If the folder into which you're putting a new resource already has permissions specified, the new resource will automatically have the same permissions. To learn more about permissions, click here (opens in a new browser window) or scroll down to the section "Changing folder permissions," below.


F... Under "Availability," choose whether you would like to show or hide the folder at this time.

If you choose Show, you can specify when you want the folder to automatically begin showing so that participants can see it, and when you would like it to be automatically hidden.

If you choose Show but don't specify a beginning and end, the resource will show all the time. To hide it all the time, click the radio button next to Hide this folder and its contents.


G...Click the Email Notification drop-down menu and choose whether you would like to have members of the site notified automatically via email when the resource is posted.


H...Click Finish.



Are you finding what you're looking for? Please send feedback about this online help guide to ctools-doc-comments@umich.edu Thanks! (For questions about using CTools, send email to 4HELP@umich.edu)


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Uploading multiple files


To efficiently upload multiple files into a Resources folder, we recommend using an application specifically designed for multiple-file uploading. Click here for information on uploading multiple files. (You can also click the Multiple File Upload - WebDAV link under "Using the Tools" in the left-hand menubar of this online help.)




Citations


Citations enables users to search and retrieve citations and make URLs to content. It uses library metasearch tools and/or manually added citations.

Note: To create a citation list, your Resources Tool must be set to allow this feature. This can be set under "Options" on the home page of the Resources Tool.


Citations List - FIRST STEPS

1. To create a citations list, first click Resources in the left-hand menubar

2. Click the "Add" button to the right of the folder you want the citation list to go in. A menu of resource types will appear.

3. Move the cursor down the menu and click Add Citation List.

4. Type a name for your citation list.

5. Find and add citations using one or more of the following methods:


Citation List -- MIDDLE STEPS: FINDING CITATIONS


Search Library Resources -- Search library catalog, article databases, and other resources.

1. Click the Search Articles-Plus button.

2. In the ArticlesPlus window that opens, enter search terms and click search.

3. Check one or more check boxes next to the search result items to select them.

4. Click the CTools icon and then the Close This Window button to import the selected items into the CTools Citation list.

5. Click the Done button in the CTools window to complete the import and continue with the section "Final Steps: Adding Details" below.

You can add additional information about the citation list and control who can see it when by using the Edit Details item from the Actions pulldown menu for that item displayed in the Resources list.


Manually Create a citation list


1. Type in the necessary information in the form. that appears.

2. When you have typed in all your citations, click Click Save Citation. On the page that appears you can export or remove any of the articles. (Check the box next to an article and pull-down the Select Action menu to choose an action.)

3. Click Finish and continue with the section "Final Steps: Adding Details" below.

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Citation List -- FINAL STEPS: ADDING DETAILS

1. Type a name for your Citation List.

2. Type a description (optional)

3. For project sites only (not course sites): Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

Note that if the folder into which you're putting the new file resource already has access specified, the new resource will automatically have that same access.

4. Under Availability, choose whether you would like to show or hide your resource at this time. If you choose Show, you can specify when you want the resource to automatically begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time.

5. Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

6. Click Finish.

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Changing folder permissions


You can change the participant and group permissions for folders.

 

Click the "Actions" button to the right of the folder, then move the cursor down the menu and click Edit Folder Permissions link to the right of the folder. (To change folder permissions for the top folder, click the Permissions link along the top of the window.)

 

The visible boxes you see on the grid indicate where permission can be granted or removed. (Click the box to add a checkmark. Click again to remove the checkmark.) Click Save to apply the changes you have made in Folder Permissions.

The top level folder can be set up with group-specific permissions. With all resources, it's possible to clear permissions or undo changes.

See the section "Permissions and Roles" in this online help for a description of the various participant roles.




Revising resource information

 

Note: With the exception of Simple Text and HTML document resources, the revise option only allows you to revise the information about the resource, such as the description or copyright information, and not the contents of the actual resource itself.

 

1... Click the "Actions" button to the right of the resource, move the cursor down the menu, and click the Revise details.

 

2... In the window that opens, make the changes you want.

 

3... Click Update.

 

For information about navigating between resources, see the section "Navigating between resources and folders," above.

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Accessing resources in another site

 

It is possible to view, copy, delete or move resources in other sites and between sites that you have permission to.

 

To view other resources, click the link "Show other sites" at the end of your resource list.

 

The directions in this section (Resources) of the online help for revising, moving, copying and removing resources apply to the resources in other sites as well.

 

To copy or move a resource from another site to the site you are in:


1... Check the box next to the resource in another site that you want to move.

 

2... Click the Move link above the resource list.

 

3... Go to the top resource folder in your site by clicking that folder in the breadcrumbs. (For information about navigating between resources and using the breadcrumbs, see the section "Navigating between resources and folders," above.)

 

4... Click the clipboard icon next folder you would like to put the resource in.

 



Custom ordering your resources

Site owners and those with site edit/maintain permissions can reorder the resources in a site to create a custom view.

A... Click Resources in the left-hand menubar.

 

B... Click the Actions menu to the right of the folder that contains the resources you want to reorder, and select Reorder.

 

C... To move a resource in the list, click the resource and drag it up or down.

 

D... Click Save.

 

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Showing and hiding a resource after it has been created

While you are creating a resource or folder, you have the option to make a folder or resource show or hide at specific times, or show or hide all the time. You can also edit a resource or folder after it has been created and at that time specify show and hide options.

1... Find the resource or folder you would like to change in the resource list for a site. (Click Resources in the left-hand menubar.)

2.. Click the Actions button to the right of the resource, move the cursor down the menu, and select the Edit details.

3... Under "Availability," choose whether you would like to show or hide the folder at this time.

If you choose Show, you can specify when you want the folder to automatically begin showing so that participants can see it, and when you would like it to be automatically hidden.

If you choose Show but don't specify a beginning and end, the resource will show all the time.

To hide it all the time, click the radio button next to Hide this folder and its contents.

4...Click Update at the bottom of the page.


 


Moving a resource

 

1... Check the box next to the resource you want to move.

 

2... Click the Move link above the resource list.

 

3... An icon of a clipboard will appear next to each folder. Click the icon next to the folder you would like to move the resource to.

 

For information about navigating between resources, see the section "Navigating between resources and folders," above.

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Deleting a resource

 

1... Check the box next to the resource you want to delete.

 

2... Click the Remove link above the resource list.


A confirmation screen will appear asking if you are sure you want to delete the item(s).


3... Click Remove or, if you don't want to delete the Resource, click Cancel.

 



Printing PDF resources

Occasionally PDF resources cause error messages when they are printed from CTools. The following steps can help you avoid this problem:

1. Keep PDF files sizes to less than 10MB or smaller whenever possible to reduce download and print rendering times.

2. Update your desktop software to the latest PDF creation software where possible to ensure maximum compatibility.

3. Select the grayscale option when converting your documents to PDFs. Use this option when your PDFs do not absolutely have to be in color. The method for choosing grayscale varies from one type of computer to the next and from one application to the next. Often the option can be found in the print dialog box that opens when you choose the Print command.

Up


Checking used and remaining filespace

To see how much file space you've used out of the total that is available to you, open the Resources tool by clicking Resources in the left-hand menu bar, and then click the Check Quota link along the top of the window.



 

 

 

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