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Site Info Tool


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Description

Participants

Viewing a site's participant list
Adding one or more participants with VIDEO
Removing one or more participants
Changing participant roles
Updating the list of students in a course site

Tools

Adding and removing tools, and changing options
Reordering, renaming, removing, disabling and hiding tools

Site Management

Publishing your site after you have created it
Making your site joinable
Editing information about a site
Linking to a parent site
Importing material from another with VIDEO
Duplicating a site
Adding and removing classes
Project Sites only: Changing the order of the tools

Group Management

Creating and using groups in CTools

Site Access

Publishing your site after you have created it
Making your site joinable



Description

The Site Info tool provides information about the site you are in and allows you to make changes to the information about the site, the tools, and access to the site. Using the Site Info tool you can also publish the site, duplicate the site, and specify material from other sites that you own to include in your site.

Note that many of these functions are also available in the Worksite Setup tool, which is visible in the left-hand menubar when you have My Workspace" open.

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Viewing a site's participant list

While you are in that site, click the Site Info button in the left-hand menubar.

The window that opens will include the site's participant list.



Adding one or more participants

If you would like to see a tutorial on adding participants to a site, click here:

Adding a Participant to a Site Video Tutorial

Instructions for adding a participant:

1... While you have the site open, click the Site Info link in the left-hand menubar.

2... Click the Add Participant button near the top of the main CTools window.

3... Type the participant's uniqname. If you type more than one uniqname in the box, press Return or Enter on your keyboard between each entry

4... Choose whether to give all your newly-added participants the same role or different roles.

5... Click Continue.

6... In the next window, if you chose to give all your participants the same role, choose which role. If you chose to give each participant a different role, pull down the menu by each uniqname and choose a role for each.


For course websites:

Affiliate - Can read, add, and revise content on sites in a particular department.

Assistant - Can read, add, and revise most content on the site.

Instructor - Can read, revise, delete and add both content and participants to a site.

Observer - Can read content on the site.

Owner - Can read, revise, delete and add both content and participants to a site.

Student - Can read content, and add content ot a site where appropriate.


For project websites:

Member - Can read, revise, delete, and add their own content to a site.

Observer - Can read content on the site.

Organizer -Can read, revise, delete and add both content and participants to a site

Owner - Can read, revise, delete and add both content and participants to a site.


7... Click Continue.

8... On the next page, you have the option to automatically send email to the newly-added participants notifying them of the site's availability.

9... Click Continue.

10.. Click Finish.

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Removing one or more participants

1... While you have the site open, click the Site Info button in the left-hand menubar.

You will see the Participant List for the site.

2... Check the box under "Remove" for each participant you want to remove.

Note: You will NOT be asked to confirm whether you want to remove this participant.

3... Click Update.



Changing participant roles

1... While you have the site open, click the Site Info button in the left-hand menubar.

You will see the Participant List for the site

2... Pull down the drop-down menu and choose roles for each participant.

3... Click Update.



Updating list of students in a course site

You can update the list of students in a site so the list reflects the current students, including those who registered for the class and without those who dropped it. In an official course site, you cannot remove students yourself. They have to offically drop the course and then you can update the list.

1... While you have the site open, click the Site Info button in the left-hand menubar.

You will see the Participant List for the site.

2... Click the Update Participants button at the bottom of the list.

3... Click Update.

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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)



Adding and removing tools, and changing options for some of the tools in a site

Adding tools is part of the process of creating a course or project site. (See "Setting Up and Publishing a Site" under "Creating a Site" in the table of contents of this online help.) You can also add and remove tools after your site has been created as follows:

1... While you have the site open, click the Site Info button in the left-hand menubar.

2... Click the Edit Tools button near the top of the main CTools window.

3... To add a tool, check the box next to it. Uncheck the box to remove a tool.

4... Click Continue.

5... If you have Email Archive, News or Web Content, you will be asked if you want to change the information about these, or add new information if the tool is new to your site.

6... Click Continue.

7... Click Finish.

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Reordering, renaming, removing, disabling and hiding the tools in the left-hand menubar (project sites only)

In the CTools feature that allows you to reorder and make other changes to the tools in the left-hand menubar, "tools" are called "pages." On this online help page, we call them "tools".

To change the tool order, click Page Order along the upper part of the window.

In the list of tools that appears, simply drag them to the desired positions. To activate the change, click Save.

You can also use this list of tools to:

Remove a tool -- Click the "X" next to the tool.

Hide a tool from users -- Click the tiny lightbulb so it turns off.

Change the name of a tool -- Click the pencil and paper icon next to the tool. To save the new name, click the green check mark button. To cancel, click the red "X" button.

Disable a tool for most users -- Click the lock icon. Locking the tool will allow only those who have maintain-site permissions to see the specific tool. Participants can be given additional access to view the locked tools by changing the permissions for each tool.

Click Cancel (below the list) to leave the Page Order tool.



Publishing a site after it has been created

Publishing your site makes it available to site participants. You may have already published your site while you were creating it. If not, here are two options for publishing it:

Option 1 -- Above the left-hand menubar in sites that are not yet published, there is a (Publish Now) button you can click.

Option 2 -- You can publish a site using the Site Info tool:

1... Open the site you would like to publish.

2... Click Site Info in the left-hand menubar.

3... Click Manage Access near the top of the main window

4... In the box that opens, click the radio button next to "Publish Site."

5... Click Update.

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Making your site joinable

In addition to the participants you've added to your site, you can open a project site so that anyone who can sign on to CTools can join it.

Important: People who join your project site can access the materials on your site. Sites with sensitive materials should not be made joinable.

It is not possible to make a course site joinable. When you create a site for an official course, the students registered for that course will automatically become members of the site and can access the site once you have published it.

The steps below explain how to make a project site joinable after it has been created. The process for making a site joinable while you are creating it is nearly the same. You will see the "Global Access" page, where you can choose the option, while you are working your way through the site-creation steps. (See Setting up a site.)


Reminder: Sites with sensitive materials should not be made joinable.


1... Open the site you would like to make joinable.

2... Click Site Info in the left-hand menubar.

3... Click the Manage Access link along the top.

4... Under "Global Access" choose an option:

- Limited to whom I add manually

- Allow anyone to join the site with valid login id

5... If you choose the latter, you will also need to click the drop-down menu and select a role to assign to everyone who joins.

- Members can see everything in your site and read, revise, delete and add their own content to a site.

- Observers can see everything in the site, but cannot make any changes, additions, or posts.

6... Click Update.

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Editing information about a site

You can edit the site title, term, site description, short site description, appearance, site contact name, and site contact email.

1... While you have the site open, click the Site Info button in the left-hand menubar.

2... Click the Edit Site Information button near the top of the main CTools window.

3... Make your changes.

4... Click Continue.

5... Confirm that the changes are accurate.

6... Click Finish.



Linking to a parent site

You can link sites together so that navigation links between the sites are created, making it so that users who are members of both sites and have permission to view both sites can easily move back and forth between the two sites. Linking a site to a parent site does not affect membership, permissions, tool behavior or tool content in either the parent or child sites.

A site can have many child sites pointing to it, but a child site can have only one parent.

To link a site to a parent site:

1. Click Site Info in the left-hand menubar while you are in the site you'd like to link to a parent site.

2. Click Link to a Parent Site along the top of the window.

3. Pull down the menu and choose the site you would like to link to.

4. Click Set Link.

You will then see "breadcrumbs" in the upper-left corner of the window. These are links to each of the sites. In the parent site, a link to the child site will appear in the left-hand menubar with "SubSite:" before the site name.

To remove a link to a parent site, simply return to Link to a Parent Site in the Site Info tool. You will see the option to remove the link to the parent site.

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Importing material from another site that you own


You can choose to reuse material only from other sites that you own. You can also combine material from more than one site.

If you would like to see a video tutorial on importing materials from another site, click here:

Importing Materials from Another Site Video Tutorial

Instructions for importing materials:

1... While you have the site open, click Site Info in the left-hand menubar.


2... Click the Import from Site button along the top of the main CTools window.


3... Click the link for one of the three options:

Replacing your data

Any existing data will be overwritten, replaced by your import data. This method allows you to import Gradebook settings.

Check the box(es) next to the site or sites from which you would like to import materials and then click Continue. In the next window, check the box(es) next to the materials you would like to use and click Finish.

Merging your data

Your imported data will merge with existing data. This method does not import Gradebook settings.

Check the box(es) next to the site or sites from which you would like to import materials and then click Continue. In the next window, check the box(es) next to the materials you would like to merge and click Finish.

Merging your user(s)

Your imported user(s) will merge with existing users. This method does not import roster-provided students.

Check the box(es) next to the site or sites from which you would like to import users and then click Finish.


Duplicating a site

Duplicating a class site creates a site exactly like the original, except that it will not include student-entered material. Only content posted by instructors will be included.

Duplicating a project site creates a site exactly like the original. All participant-entered materials will be duplicated.

1... While you have the site open, click Site Info in the left-hand menubar.

2... Click Duplicate Site button.

3...Type in a new name for the site

4... Click Duplicate.

5... Click Finish.

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Adding and removing classes

In CTools course sites, you can add and remove classes and sections.

To remove a class or section:

1... While you have the site open, click Site Info in the left-hand menubar.

2... Click the Edit Classes button near the top of the main CTools window.

3... Check the "Remove" box next to the class or section you want to remove.

4... Click Update.


To add a class or section:

1... While you have the site open, click Site Info in the left-hand menubar.

2... Click the Edit Classes button near the top of the main CTools window.

3... Click the Add Classes button near the top of the next window.

4... Check the box next to "I would like to add a course/section not listed above to this site."

5... Click Continue.

You will see a window for entering course information.

6... .There are two ways to specify the course for your site. You can pick one or the other but not both.

- If you are listed as the instructor of record for courses in the course catalog, these courses, and their sections, will be listed. "CL" indicates a cross-listed course. If you select one or more sections of a course from that list, a course sit! e will be set up for you now, and the rosters you have selected wil l be added.

- If you are not listed as the instructor of record for a course, you will need to enter the instructor's (authorizer's) uniqname. An email requesting his or her authorization for the site will be sent.

7... If you need to add even more classes or sections, pull down the "Add More Classes/Sections?" menu and choose 1, 2, or 3 more.

8... You can optionally add special instructions that may help the support staff authorize the site request.

9... Click Continue.

10 ... On the next page, review the information to make sure it is correct and click Add Classes.

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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)



Group management -- Creating and using groups using the CTools group feature

In CTools, it is possible to designate separate groups of participants or students in a project or course website. At present, groups can only be used with the Announcements and Assignments tools.



New! Course groups with MCommunity/Google

In addition to using the group feature in CTools, which is described below, instructors on the Ann Arbor campus can now create course groups in the MCommunity Directory based on course membership information from Wolverine Access. The groups are updated regularly as students drop and add courses. The groups are synchronized to Google UMICH and can be used for sending email and sharing Google resources.

Read more about using MCommunity/Google Groups here:

http://www.itcs.umich.edu/itcsdocs/s4390/

You can learn about using MCommunity/Google Groups with CTools here:

MCommunityGroups.html



Creating a group using the CTools group feature

Note that you can create groups more efficiently using the Auto Group tool, which is described in the section "The Auto Group tool," below.

1. Open the site you would like to create groups in.

2. Click the Site Info link in the left-hand menubar.

3. Click the Manage Groups link near the top of the main window.

4. Click the Create New Group link above the words "Group List."

5. Type a title for your first group.

6. You can optionally type a description.

7. Choose a name in the Site Member List in the left-hand box by clicking it.

8. Click the Add to group button.

9. When you have added all the members you would like in the group, click the Update button.

10. If you would like to create another group, repeat the process described above.

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Important note about assistants and affiliates

When creating Groups on your site, especially when using the Auto Group function, you must specifically include your assistants and/or affiliates that support your course in the Group. Otherwise, they will not receive any email notifications that are posted to that group, even if the Assistant/Affiliate posted the announcement or resource. This will ensure that Assistants/Affiliates can reference the email to verify that the notification was sent out properly or for additional troubleshooting purposes.


The Auto Group tool

1. Open the site in which you'd like to create a group.

2. Click the Site Info link in the left-hand menubar.

3. Click the Manage Groups link near the top of the main window.

4. Click the Auto Group link near the top of the main window.

5. Click a role to create a group in which all members have the same role.

6. Continue with Step #5 under "Creating a Group using the CTools group feature," above.


Removing a group

1. Open the site that has the group you'd like to remove.

2. Click the Site Info link in the left-hand menubar.

3. Click the Manage Groups link near the top of the main window.

You will see a list of the existing groups for that site.

4. To remove a group, click the checkbox next to the group.

5. Click the Remove Checked button.

6. You will be asked to confirm this. Click Remove or Cancel.


Using groups with the Assignments and Announcements tools

When you create new announcements and assignments, you fill out a form. If you have created groups in your site as described above, you will see a new checkbox ("Display to selected groups") automatically added to the new annoucement form and the new assignment form. This checkbox is near the bottom of the form. If you check it, information will appear allowing you to choose groups for your announcement or assignment.

If you have not already created groups in your site, you will need to do this first. If you have not already created groups, the "Display to selected groups" option will not appear near the bottom of the new announcement form and the new assignment form.

This is described in greater detail in the "Assignments" and "Announcements" sections (under "Using the Tools" in the table of contents) of this online help.

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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)