Discendum Optima - instructions for administration of environment
Architecture
The Discendum Optima learning environment consists of an environment and workspaces. 'Environment' refers to an upper-level structure in which the workspaces are constructed. A 'workspace' is a mode in which it is possible to produce training and projects. In theory, an environment can contain any number of workspaces, but in practice the number of workspaces depends on the customer's needs and the agreement made between the customer and the supplier.
The workspace consists of objects. An 'object' is the basic element in the workspace. One characteristic of an object is that its use can be administered by specifying the appropriate read and write permissions In addition, objects can easily be combined to form different types of workspace structures.
A Discendum Optima workspace can be assigned a variety of objects, including folders, activities, discussion lists, and documents of different types.
Users
Each environment supports a great number of users. The number of users in an environment depends on the agreement made between the customer and the supplier. Primarily, the users operate in workspaces. Access to a workspace is not issued automatically; instead, each owner determines the access rights for his/her own workspace. A user with access rights is called a workspace member. Each user can be a member of several workspaces simultaneously.
Roles
The users' roles and access rights are defined by profiles. Each time a new user is created in the environment, he/she is also assigned at least one profile at the environment level. There are five levels of profiles: admin, supervisor, tutor, user and visitor. Environment-level profiles are used to specify the users' access rights at the environment level and in the users' personal folders.
When users are defined as workspace members, they
receive a workspace-level profile. There are four levels of profiles in the
workspace: supervisor, tutor, user, and visitor. By default, the owner of the
workspace receives the 'supervisor' profile while all the other users receive
'user' profiles. Workspace-level profiles are used to specify the users' access
rights at the workspace level. Workspace-level profile settings take effect
when the user enters the workspace.
Roles at the environment
level:
Admin
Environment administrators are users who have
been assigned the 'admin' profile and who are thereby entitled to administer
the environment. By default, the 'admin' profile contains all rights for the
administration of the environment and the workspaces.
Supervisor
Users with the 'supervisor' profile are often primary users similar to
administrators, with the difference that their access rights are mainly limited
to the administration of their own workspaces. The 'supervisor' profile is
normally issued to trainers and project leaders, whose task is to construct the
workspace, define the workspace members, create workspace-level user groups,
and customise the access rights of the workspace members by modifying the
profiles at the workspace level.
Besides the right to administer the workspace, a
supervisor has by default some limited user administration rights at the
environment level (for instance, the right to create users or environment-level
groups). Environment administrators customise these authorisations by modifying
the environment-level 'supervisor' profile.
Tutor
The
normal role of users with the profile of 'tutor' is to support the trainer or
the project leader at the workspace level. By default, tutors have
comprehensive access rights to objects but their administrative rights to the
workspace and its members are limited when compared to the rights of the users
with 'supervisor' profiles.
User
The profile of 'user' is
intended for basic users. As to training events, 'user'-level people are
normally trainees. However, since it is possible to carry out many kinds of
projects in the environment, the requirements for the 'user' profile vary from
one venture to another. By default, administration tools for the environment
and the workspace are disabled.
Visitor
The 'visitor'
profile defines the access rights for visitors to the environment. The idea is
that users with 'visitor' profiles are only allowed to obtain information. By
default, rights to perform actual operations are not issued.
Frames
When one logs in to the environment, the left frame
displays one or more workspaces, the user's personal folder, and the Members
folder.
At this stage, the right-hand frame displays the desktop
functions. At a later stage, the desktop can be displayed by selecting the
Desktop button in the top frame.
The following top frame buttons are
always visible: Desktop, Search, Help, Chat, and Logout. In addition, the top
frame always shows the location, i.e. the currently selected object. This
so-called location bar displays the information in the following hierarchical
order: Workspace > Folder > Subfolder > Object. The right-hand corner
of the frame contains the enabled Actions button for the selected object (an
alternative to the Workspace/Environment Tools button).
The top
frame's Actions button displays the following functions for the selected object
in the right-hand frame: General Settings, Notes, and - if the user has the
appropriate rights - also Settings and Operations. The Workspace Tools button
may also open the Administration section. The Environment Tools button opens
the functions that are enabled for the users in accordance with their profiles.
The main frame is located at the middle of the screen, between the
other frames. It contains the actual material and various functions.
Concepts
Working at the environment level means working in the
user folder or on the desktop. The user is transferred to the workstation level
when he/she opens the workspace in the left frame.
The number and
contents of workspaces vary from one environment to another. The contents of
the workspace include different objects and sub-objects.
Objects can refer to folders, different kinds of documents, discussion
lists, functions, or internal links.
- Folders are used to
categorise other objects.
- Documents can be of various types: HTML pages
or plaintext pages, documents compiled using external software (Word documents,
for example), and links to the Internet. Documents can also consist of
multiple-choice or fill-in exercises or forms.
- In a discussion
list, users can read other people's messages and send their own messages.
The discussion list is a public communication channel.
- Actions
include, for instance, the functions All Documents and All Messages. By means
of the Capture function, it is also possible to define any function or part of
a function as an object for the user of the environment.
- Internal
links refer to any of the above mentioned objects that have been linked to
their location from elsewhere, such as from another workspace.
- A
sub-object refers to a part of an object. Sub-objects include the
Comment function, reference creation, links, and the function for sending a
message to the owner of the object.
ENVIRONMENT ADMINISTRATION
In order to gain the most benefit from these instructions, you should be familiar with the basic functions in the Discendum Optima environment. When you use the environment, it is assumed that you have studied the user guide that can be accessed via the Help button. If you are about to construct an environment, it is best to start with the Instructions for Administration of the Environment and after that the Instructions for Administration of the Workspace.
Operations in a New Environment
The left frame of an empty folder contains your
personal user folder and an empty Members folder. In the top frame you see the
title of the environment and, to its right, a button for accessing the
Environment Tools. (In case the location bar is provided with a title other
than that of the environment, click the left frame caption Workspaces to
navigate to the highest level of the environment.)
The construction
of an environment normally starts with the creation of users and workspaces.
You can move to this stage straight away, but we recommend that you first
consider what kind of functions and access rights the users of the environment
need. It is useful to check and modify the settings of the profile forms as
early as possible, as this is the only way to provide the users with
appropriate profiles from the very beginning. Another important incentive for
this is the fact that when a workspace is being created, the workspace profiles
are defined according to the current defaults. Afterwards, the workspace
default profiles can only be changed one at a time.
Checking the Profile Settings
Profiles are connected either to the environment level
or the workspace level. Environment-level profiles affect the general settings
at the environment level (language and the use of the environment tools, for
instance) and user folder settings (including, for instance, the selection of
enabled tools).
Environment users can be divided among at most five
different user levels, i.e. profiles. These profiles - admin, supervisor,
tutor, user, visitor - have been pre-defined in the environment. The settings
of these profiles have been designed to suit most users.
In addition
to the environment-level profile, each user has a profile for the workspace.
The same user can have a different profile in different workspaces. The
workspace profile defines the user's access rights in a specific workspace.
Workspace-level profile settings take effect when the user enters the workspace
and the environment-level profile is not visible onscreen. The
environment-level profile takes effect again when the user transfers to the
environment level (to the Desktop or the personal folder, for example).
Workspace members can be divided among at most four different user levels,
i.e. profiles. Default profiles defined with the environment tools come into
force immediately in connection with the construction of the workspace. The
profiles have the following titles: supervisor, tutor, user, and visitor. The
settings of these profiles have been designed to suit most users.
Each workspace must have an owner. The default profile for a workspace owner is
'supervisor'. Supervisors have the constant right to modify the profiles in
their workspaces.
Environment-level Profile Form
Environment administration
- User can use environment setup tools
By default:
admin - selected; supervisor, tutor, user, and visitor - not selected
This
option is selected to issue a certain user group the right to determine the
sequence of the environment workspaces in the left frame and to specify the
home workspace for the environment (displayed by default to all users logging
in to the environment). In addition, the users are allowed to place
environment-level announcements on the start page. Announcements can be
addressed to all users of the environment or to the members of a selected
workspace. (N.B. Rights can be provided for publishing workspace-specific
announcements within the workspace in question.)
- User can
administer environment users
By default: admin, supervisor - selected;
tutor, user, visitor - not selected
This option is selected to issue a
certain user group the right to create environment users, modify the data of
existing users, and remove users from the environment.
- User can
edit the default profiles at the environment and workspace levels and assign
all profiles for users
By default: admin - selected; supervisor, tutor,
user, visitor - not selected
This option is selected to issue a certain
user group the right to modify the environment-level profiles (5),
workspace-level profiles (4), and the profiles in use in the workspaces. User
can also create new users and set them different environment-level profiles
(only if selected "User can administer environment users"). If this profile
setting is not chosen, user can set environment-level profile for users only on
same level as she/he is.
- User can create and edit groups
By
default: admin, supervisor - selected; tutor, user, visitor - not selected
This option is selected to issue a certain user group the right to arrange
users into groups at the environment level. Environment-level groups are useful
when one user group is to be assigned several workspaces, for instance.
- User can create workspaces
By default: admin - selected;
supervisor, tutor, user, visitor - not selected
This option is selected to
issue a certain user group the right to create workspaces in the environment.
- User can operate on all workspaces and configure workspace
classes
By default: admin - selected; supervisor, tutor, user, visitor -
not selected
This option is selected to issue a certain user group the
right to access all workspaces and view the objects contained there, even
without having read and write permissions. This also enables the users to
modify all workspaces and their object settings. This also enables user to
create and configure all workspace classes.
- User can follow the work
of the users in the environment
By default: admin - selected; supervisor,
tutor, user, visitor - not selected
This option is selected to issue a
certain user group the right to monitor the operations of the environment users
in real time.
- User can empty the trash bin
By default: admin -
selected; supervisor, tutor, user, visitor - not selected
This option is
selected to issue a certain user group the right to empty the trash bin of the
environment. An environment's trash bin should normally not be emptied during
the life time of the environment.
- User can administer the mail
reminder
By default: admin - selected; supervisor, tutor, user, visitor -
not selected
This option is selected to issue a certain user group the
right to switch the environment mail reminder on or off (and also to activate
it as needed). Normally it is sufficient that the mail reminder is activated
only once, at the environment implementation stage, since each user has the
ability to switch the reminder on or off for his/her own part.
- User
can see the statistics of all users
By default: admin - selected;
supervisor, tutor, user, visitor - not selected
This option is selected to
issue a certain user group the right to view the statistics of the
environment's users, including the people who have accessed the environment and
their operations therein.
- User can handle environment-level
announcements
By default: admin - selected; supervisor, tutor, user,
visitor - not selected
This option is selected to issue a certain user
group the right to manage the announcements provided for the environment start
page by different users.
User settings at the environment level
- User's default language for the environment
To
specify the users' default language at the environment level, i.e. the language
to be used for the desktop and in other top frame functions as well as in the
personal user folder. Users can have different default languages for different
workspaces. In addition, all users have the ability to change the language in
their User Information. Only the workspace language can be specified as
unalterable.
- User can change his/her username
By default:
admin, supervisor, tutor - selected; user, visitor - not selected
This
option is selected to issue a certain user group the right to change their
usernames. Usernames can be checked by a person who has the right to administer
environment users.
- User can change his/her password
By
default: admin, supervisor, tutor, user - selected; visitor - not selected
This option is selected to issue those in a certain user group the right to
change their passwords. N.B. There is no way of recovering a forgotten
password. Passwords can only be changed by a person who has the right to
administer environment users.)
- User can change his/her personal
information
By default: admin, supervisor, tutor, user - selected; visitor
- not selected
This option is selected to issue a certain user group the
right to add their contact information to the User Information.
- User can send private messages
By default: admin,
supervisor, tutor, user, visitor - selected
This option is selected to
issua a certain user group the right to send private messages from Desktop in
Optima.
- User can switch the mail reminder off
By
default: admin, supervisor, tutor, user - selected; visitor - not selected
This option is selected to issue a certain user group the right to switch the
mail reminder on or off.
- User can forward messages to Internet mail
By default: admin - selected; supervisor, tutor, user, visitor - not
selected
This option is selected to issue a certain user group the right
to send a message to Internet mail or to a discussion list.
- User
can use Capture function
By default: admin - selected; supervisor, tutor,
user, visitor - not selected
This option is selected to issue a certain
user group the right to save any object, function, or a part of these as a
separate object. This function is available in the right-hand frame.
- Desktop-button is available in upper frame
By
default: admin, supervisor tutor, user, visitor - selected
This option is
selected to issue a certain group the access to use Desktop. ATTENTION! Desktop
is an essential part of Discendum Optima's general structure and concept.
Removing the Desktop will take many essential functionalities from users.
Therefore removing this selection must always be carefully considered.
- Users can see member folders below workspaces
By default: admin,
supervisor tutor, user, visitor - selected
This option is selected to
issue a certain group the right to see Members-folders below workspaces in
addition to their own folder.
- Search-button is available in upper
frame
By default: admin, supervisor tutor, user, visitor - selected
This option is selected to issue a certain group the right to use Search
function.
- Help-button is available in upper frame
By default:
admin, supervisor, tutor, user, visitor - selected
This option is selected
to issue a certain group the right to use Help. ATTENTION! Make sure that all
the users can use Optima without instructions before ever removing Help from
upper frame.
- Popup windows for objects available in upper frame
By default: admin, supervisor, tutor, user, visitor - selected
This option
is selected to issue a certain group the possibility to open objects in a new
browser window from upper frame.
- Help button target is a link
By
default: admin, supervisor tutor, user, visitor - not selected
This option
is selected to replace the Optima Help with other instructions. Type the
address of web page into text field and check the option to repalce the Optima
Help.
Functions available in the user folder
- User can create objects
By default: admin,
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to create objects in their
personal folders. Users can create objects with the tools enabled in External
Objects, Internal Objects and Other Objects. N.B. If the user does not have the
right to create objects, the tool settings have no effect.
- User can
modify object mode
By default: admin, supervisor, tutor - selected; user,
visitor - not selected
This option is selected to issue a certain user
group the right to select a specific mode for the objects in their personal
folders. If a specific mode is not selected, the object opens as usual. 'Object
mode' refers to a specific way in which the object is opened for the user.
Object modes include Hidden Object (the object is not visible to the user in
the left frame even though a read permission exists) and Show Object's
Instruction First (when opening an object, the user is first given help for the
object - the actual object becomes visible by clicking the connected link). For
some objects, the mode can be set to Object Will Open in Edit Mode. In
addition, folders can be set to a mode in which the included objects open One
by One (in this case the folder objects are not visible in the left frame;
instead, the objects can be browsed with the arrow buttons in the top frame).
- User can copy, move, and link objects
By default: admin,
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to copy, move, or link objects
from their personal folders. The user has to have read and write permission for
the folder to which the object is to be copied, moved, or linked. This function
is useful when the user needs to link an object created in the personal folder
to a folder in the workspace, for instance.
- User can modify the
read and write permissions of his objects
By default: admin, supervisor,
tutor, user - selected; visitor - not selected
This option is selected to
issue a certain user group the right to specify read and write permissions for
the objects in their personal user folders. Object owners automatically have
write permission for their objects, but with this option selected, they can
extend the read and write permissions to other users of the environment (those
who are members in the same workspace as the object owner).
External objects
- User can upload objects from his/her computer
By
default: admin, supervisor, tutor, user - selected; visitor - not selected
This option is selected to issue a certain user group the right to download
objects from their computers to their folders. This is a common working method
for downloading Word, PowerPoint, HTML, or other documents from a personal
computer to the workspace.
- User can create links to the Internet
By default: admin, supervisor, tutor, user - selected; visitor - not
selected
This option is selected to issue a certain user group the right
to add objects with Internet links to their folders. This simple tool is useful
when users need to link to sites on another server or to inform other users of
certain Internet sites.
- Web folder available
Normally by
default: admin, supervisor, tutor, user, visitor - not selected
This option
is selected to issue a certain group of users the right to use web folders when
web folders are activated in your environment. Web folders can used to saving
material directly from a workstation and material in the web folder can be
linked or imported to Optima. ATTENTION! This profile option is visible only in
environments that have web folder quota. To issue the users the right to use
web folders a web folder quota must be defined in addition to this profile
option. Users web folder quotas are configured in the Environment tools in
function Users/Web folder quotas.
Internal objects
- User can open internal editors into popup windows
Normally by default: admin, supervisor - selected; tutor, user, visitor - not
selected
This option is selected to issue a certain user group the right to
open internal editors into separate web browser windows. If the option is
selected there will be an icon for this action in the "Add a new object" page
on the right side of the internal editors.
- Webeditor available (Browser must have new Java
plug-in)
Normally by default: admin, supervisor - selected; tutor, user,
visitor - not selected
This option is selected to issue a certain group of
users the right to create HTML documents with Web-editori. ATTENTION! To use
Web-editor users must have relatively new Java Runtime Environment installed on
their workstation. See "Instructions about web browser settings" subheader
"Java ja JavaScript settings""Java ja
Javascript -asetukset"
- Plaintext editor available
By default: admin,
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to create plaintext documents
in their folders. This basic tool is normally provided when the users need to
create documents. By means of a plaintext editor, it is easy to enter text and
save it quickly in document form.
- HTML editor available
By
default: admin, supervisor, tutor, user - selected; visitor - not selected
This option is selected to issue a certain user group the right to create
simple HTML documents in their folders. An HTML editor can also be provided to
a basic user, but the deployment requires some knowledge of how the tool is
used.
- Multiple-choice exercise editor available
By default:
admin, supervisor, tutor - selected; user, visitor - not selected
This
option is selected to issue a certain user group the right to create
multiple-choice and fill-in exercises in their folders. Exercises are usually
compiled by trainers and tutors. Users are entitled to fill in the forms but
they do not have the right to create actual questions.
- Form editor
available
By default: admin, supervisor, tutor - selected; user, visitor -
not selected
This option is selected to issue a certain user group the
right to create forms in their folders. Forms are usually compiled by trainers
and tutors. Users are entitled to fill in the forms but they do not have the
right to create them. (This right issued, the users also have to be entitled to
specify the read and write permissions for their personal objects since write
permission is required for filling in forms.)
Other objects
- User can create folders
By default: admin,
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to create folders in their
personal folders.
- User can create discussion lists
By default:
admin, supervisor, tutor - selected; user, visitor - not selected
This
option is selected to issue a certain user group the right to create discussion
lists in their folders. (This right issued, the users also have to be entitled
to specify the read and write permissions for their personal objects since
write permission is required for discussion lists.)
- User can create
actions
By default: admin, supervisor, tutor - selected; user, visitor -
not selected
This option is selected to issue a certain user group the
right to create actions in their personal folders (includes all objects,
messages, statistics, and the trash bin).
- User can create calendars
By default: admin, supervisor, tutor, user, visitor - not selected
This option is selected to issue a certain user group the right to create
calendars in their personal folders.
Sub-objects
- User can add Comment sub-object
By default:
admin, supervisor, tutor, user - selected; visitor - not selected
This
option is selected to issue a certain user group the right to complement the
objects in their folders with sub-objects that enable other users to issue
comments. Sub-objects can easily be assigned when the object itself is created.
Select the Comments checkbox. (If commenting is to be permitted at a later
stage, this can be done in Object Tools > Create a New Sub-Object.)
- User can add Related Documents sub-object
By default: admin,
supervisor, tutor - selected; user, visitor - not selected
This option is
selected to issue a certain user group the right to complement their folders
with a sub-object that enables the other users to attach, for instance,
documents or links to the actual object. This can be done in Object Tools >
Create a New Sub-Object. - User can add all kinds of sub-objects By default:
admin, supervisor, tutor - selected; user, visitor - not selected This option
is selected to issue a certain user group the right to complement the objects
in their folders with all kinds of sub-objects. This means that, besides being
able to use the Comment and Related Document mentioned above, users are also
entitled to add the sub-objects Send Mail to Author and Link. With this option
selected, the two previous selections have no effect.
Chat
- Chat available
By default: admin, supervisor,
tutor, user - selected; visitor - not selected
This option is selected to
issue a certain user group the right to use the Chat function. If this option
is not selected, the users cannot see the Chat button in the top frame. N.B.
The Chat function can also be modified on a workspace-specific basis.
(Workspace Tools > General Settings).
- Chat-painike toimii
linkkinä:
By default: admin, supervisor tutor, user, visitor - not
selected
This option is selected the replace the Optima Chat with another
chat client. Type the address of the chat client to the text field and check
the option to make the replacement.
- User can invite other users to
chat
By default: admin, supervisor, tutor, user - selected; visitor - not
selected
This option is selected to issue a certain user group the right
to invite other users to the session. Users can open the Chat window to check
who is currently using the environment workspace (in workspaces where Chat is
enabled).
- Private chatting available
By default: admin,
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to send private messages
during a chat session.
Default Profiles at Workspace Level
Workspace administration
- User can administer workspace users
By default:
supervisor- selected; tutor, user, visitor - not selected
This option is
selected to issue a certain user group the right to assign users of the
environment as workspace members or to remove workspace members. This selection
also entitles the users to define and modify the existing member profiles in a
specific workspace.
- User can edit workspace profiles
By
default: supervisor- selected; tutor, user, visitor - not selected
This
option is selected to issue a certain user group the right to define the
profile settings and to modify the settings using four different forms
(workspace profile forms).
- User can create and modify groups at
workspace level
By default: supervisor- selected; tutor, user, visitor -
not selected
This option is selected to issue a certain user group the
right to create groups for the workspace and to add members to these groups.
This option may sometimes be useful for users with 'tutor' profiles.
- User can operate on all workspace objects
By default: supervisor-
selected; tutor, user, visitor - not selected
This option is selected to
issue a certain user group the right to view all objects in the workspace
(folders, documents and message lists) regardless of read and write
restrictions. This option also gives the users the right to edit the settings
and contents of all objects and to create new objects in the top level of the
workspace. Users with access rights to all objects in the workspace are also
able to view the contents of the workspace trash bin, i.e. the objects removed
by the users of the workspace. if required, objects can be restored from the
trash bin to their original locations.
- User can choose the start
page for the workspace
By default: supervisor- selected; tutor, user,
visitor - not selected
This option is selected to issue a certain user
group the right to select the start page for the workspace. The start page is
displayed immediately when the user opens the workspace. The start page can
consist of any page contained in the workspace. Workspace start pages are
defined in Workspace Tools > Settings > Start Page.
- User can
make announcements
By default: supervisor, tutor - selected; user, visitor
- not selected
This option is selected to issue a certain user group the
right to publish announcements on the environment's start page. Announcements
can be addressed to all users of the environment or specifically to a group in
a selected workspace. This function is useful for tutors in case their roles
include communications.
- User can see workspace statistics
By
default: supervisor, tutor - selected; user, visitor - not selected
This
option is selected to issue a certain user group the right to view the general
statistics of the workspace. - User can follow the work of the users in the
workspace By default: supervisor, tutor - selected; user, visitor - not
selected This option is selected to issue a certain user group the right to
follow the operations of the workspace members in real time. Activity Monitor
is enabled. - Workspace Help button functions as a link to: By default, this
field is empty. The field can be completed with a link/file path to a specific
site. The selected user group can access this site by clicking the Help button
in the workspace. By default, the Help button displays the instruction site
created by the service provider. This function is useful if the users need
customised instructions for operating in the workspace. N.B. When working at
the environment level, the users can always access the actual software
instructions.
Functions available at the workspace level
- User can create objects
By default: supervisor,
tutor, user - selected; visitor - not selected
This option is selected to
issue a certain user group the right to create objects in workspace folders.
Provided that they have write permissions, users can create objects in
workspace folders by using the tools enabled in External Objects, Internal
Objects, and Other Objects. N.B. If the user does not have the right to create
objects, the tool settings have no effect.
- User can modify object
mode
By default: supervisor, tutor - selected; user, visitor - not
selected
This option is selected to issue a certain user group the right
to assign specific modes for objects (applies only to objects for which the
users have read and write permission). If a specific mode is not defined, the
object opens as usual. Object mode refers to a specific method in which the
object is opened for the user. Object modes include Hidden Object (the object
is not visible to the user in the left frame even though read permission
exists) and Show Object's Instruction First (when opening an object, the user
is first given help for the object - the actual object becomes visible by
clicking the connected link). For some objects, the mode can be set to Object
Will Open in Edit Mode. In addition, folders can be set to a mode in which the
included objects open One by One (in this case, the folder objects are not
visible in the left frame; instead, the objects can be browsed with the arrow
buttons in the top frame).
- User can copy, move, and link objects
By default: supervisor, tutor, user - selected; visitor - not selected
This option is selected to issue a certain user group the right to copy,
move, or link objects for which they have read and write permission. The user
has to have read and write permission for the folder to which the object is to
be copied, moved, or linked. This function is useful when the user needs to
link an object created in the workspace to the personal folder for archiving,
for instance.
- User can schedule operations By default: supervisor,
tutor, user, visitor - not selected
This option is selected to issue a
certain user group the right to schedule object-related functions. It is
possible to schedule, for instance, a mode, name, or owner modification or read
and write permissions. The last-mentioned determines the moment when the
selected object appears in the workspace or disappears from it. Schedule
function is a special feature that makes working more flexible for users
responsible for workspace administration.
- User can modify the read
and write permissions of his/her objects
By default: supervisor, tutor,
user - selected; visitor - not selected
This option is selected to issue a
certain user group the right to specify the read and write permissions for
their personal objects. If this permission is not defined, the default setting
that remains valid for the user-created objects is either Reading Rights
Granted to Everyone or Reading Right Granted Exclusively to Owner. Object
owners automatically have write permission for their objects, but with this
option selected, they can also extend the read and write permissions to other
appropriate users of the environment (it is possible to select individual
users).
External objects
- User can upload objects from his/her computer
By
default: supervisor, tutor, user - selected; visitor - not selected
This
option is selected to issue a certain user group the right to download objects
from their computers. This is a common working method for downloading Word,
PowerPoint, HTML, or other documents from a personal computer to the workspace.
- User can create links to the Internet
By default: supervisor,
tutor, user - selected; visitor - not selected
This option is selected to
issue a certain user group the right to create objects with Internet links.
This simple tool is useful when users need to link to sites on another server
or to inform other users of certain Internet sites.
Internal objects
- Plaintext editor available
By default:
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to create plaintext documents.
This basic tool is normally provided when the users need to create documents.
By means of a plaintext editor, it is easy to enter text and save it quickly in
document form.
- HTML editor available
By default: supervisor,
tutor, user - selected; visitor - not selected
This option is selected to
issue a certain user group the right to create simple HTML documents. An HTML
editor can also be provided to a basic user, but the deployment requires some
knowledge of how the tool is used.
- Multiple-choice exercise editor
available
By default: supervisor, tutor - selected; user, visitor - not
selected
This option is selected to issue a certain user group the right
to create multiple-choice and fill-in exercises. Exercises are usually compiled
by trainers and tutors. Users are entitled to fill in the forms but they do not
have the right to create actual questions.
- Form editor available
By default: supervisor, tutor - selected; user, visitor - not selected
This option is selected to issue a certain user group the right to create
forms. Forms are usually compiled by trainers and tutors. Users are entitled to
fill in the forms but they do not have the right to create them. (This right
issued, the users also have to be entitled to specify the read and write
permissions for their personal objects since write permission is required for
filling in forms.)
Other objects
- User can create folders
By default: supervisor,
tutor, user - selected; visitor - not selected
This option is selected to
issue a certain user group the right to create folders.
- User can
create discussion lists
By default: supervisor, tutor - selected; user,
visitor - not selected
This option is selected to issue a certain user
group the right to create discussion lists. (This right issued, the users also
have to be entitled to specify the read and write permissions for their
personal objects since write permission is required for discussion lists.)
- User can create actions
By default: supervisor, tutor - selected;
user, visitor - not selected
This option is selected to issue a certain
user group the right to create actions (includes all objects, messages,
statistics, and the trash bin).
Sub-objects
- User can add Comment sub-object
By default:
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to complement their objects
with sub-objects that enable other users to issue comments. Sub-objects can
easily be assigned when the object itself is created. Select the Comments
checkbox. (If commenting is to be permitted at a later stage, this can be done
in Object Tools > Create a New Sub-Object.)
- User can add Related
Documents sub-object
By default: supervisor, tutor - selected; user,
visitor - not selected
This option is selected to issue a certain user
group the right to complement objects with a sub-object that enables the other
users to attach, for instance, documents or links to the actual object. This
can be done in Object Tools > Create a New Sub-Object.
- User can
add all kinds of sub-objects
By default: supervisor, tutor - selected;
user, visitor - not selected
This option is selected to issue a certain
user group the right to complement their objects with all kinds of sub-objects.
This means that, besides being able to use the Comment and Related Document
features mentioned above, users are also entitled to add the sub-objects Send
Mail to Author and Link. With this option selected, the two previous selections
have no effect.
User's personal settings
- User's default language for a workspace
An
appropriate default language is specified.
N.B. This setting is valid when
the user is operating in the workspace. When users work at the environment
level, the language used is the one selected in the environment-level profile
or the one selected in the users' personal User Information.
- Chosen
language is enforced in workspace
By default: supervisor, tutor, user -
not selected; visitor - selected
This option is selected in order to
prevent the language selection made in a specific user group's User Information
from taking effect in a specific workspace. Thus, the language used in the
workspace can be specified as unalterable. This selection should be made with
consideration in, for instance, a workspace designed for language studies. By
default, the language is also enforced for users with 'visitor' profiles in
order to prevent the language from changing from one visitor to another.
- User can forward messages to Internet mail
By default: supervisor,
tutor - selected; user, visitor - not selected
This option is selected to
issue a certain user group the right to send a message to Internet mail or to a
discussion list. Normally there is no need to send Internet mail since all
matters relating to a specific topic are discussed using a dedicated discussion
list.
- User can add personal notes to objects
By default:
supervisor, tutor, user - selected; visitor - not selected
This option is
selected to issue a certain user group the right to add personal notes to
workspace objects. These notes are always personal and intended to help the
users in their learning process. Possible notes include Bookmarks, Annotations,
and Incomplete Object. All notes made in different workspaces can be found on
the user's desktop.
User administration
Environment tools > User administration > Congifure users
Choose if you wish to configure users information "From
complete user list" or "By search".
"From complete user list" will
list all the users in the environment. By clicking users' name you can edit
users' settings.
"By search" you can search for a group of users you
wish to configure. You can choose as search criteria one of the following:
After choosing the criteria you will proceed to a form
to specify your search. Click Proceed and you will receive the search result.
Click Proceed to configure users in your search result or click "Refine
search".
If you choose "Refine search" you will again make a choice of
search criteria. Choose again the general search criteria and proceed to a form
to specify your search. In the second phase the search is confined to the users
in your first search result.
Note that you can always remove
individual users from search result by unticking the select box. Therefore it
is not always necessary to refine your search to remove individual users from
search result.
When the first or later search result has listed users
you wish to operate, you can proceed to edit these users by clicking Proceed in
the search result page.
In the following page you will make a
selection of which attribute of the users' you wish to change. (From this and
the following page you take a look at users' information card by clicking the
name.) You can choose from the following attributes:
Choose one and you will proceed to a form to change users' information. Type the information and click Proceed.
Environment tools > User administration > Remove users
Choose if you wish to remove users "From complete user
list" or "By search".
"From complete user list" will list all the
users in the environment. By checking users' name you can remove user.
"By search" you can search for a group of users you wish to remove. You can
choose as search criteria one of the following:
After choosing the criteria you will proceed to a form
to specify your search. Click Proceed and you will receive the search result.
Click Proceed to remove users in your search result or click "Refine
search".
If you choose "Refine search" you will again make a choice of
search criteria. Choose again the general search criteria and proceed to a form
to specify your search. In the second phase the search is confined to the users
in your first search result.
Note that you can always remove
individual users from search result by unticking the select box. Therefore it
is not always necessary to refine your search to remove individual users from
search result.
When the first or later search result has listed users
you wish to operate, you can proceed to remove these users by clicking Proceed
in the search result page.
Environment tools > User administration > Announcement for users
Choose if you wish to select announcement receivers
"From complete user list" or "By search".
"From complete user list"
will take you to announcement form. You can select as receivers all the users,
one or more environment level groups or members of one or more workspaces. Type
your announcement and specify appearance and disappearance date of the
announcement. Click Proceed. Users will see the announcement in the main frame
when they login into the environment.
"By search" you can search for a
group of users you wish to send the announcement for. You can choose as search
criteria one of the following:
After choosing the criteria you will proceed to a form
to specify your search. Click Proceed and you will receive the search result.
Click Proceed to make the announcement for users in your search result or click
"Refine search".
If you choose "Refine search" you will again make a
choice of search criteria. Choose again the general search criteria and proceed
to a form to specify your search. In the second phase the search is confined to
the users in your first search result.
Note that you can always remove
individual users from search result by unticking the select box. Therefore it
is not always necessary to refine your search to remove individual users from
search result.
When the first or later search result has listed users
you wish to send the announcement for, you can proceed to make your
announcement for these users by clicking Proceed in the search result page.
In the announcement form you can view information cards of the receivers
by clicking their name. Saat esiin ilmoituslomakkeen. Sen alla
näkyvästä listasta käyttäjän nimeä
klikkaamalla saat esiin hänen käyttäjäkorttinsa. Type your
announcement and specify appearance and disappearance date of the announcement.
Click Proceed. Users will see the announcement in the main frame when they
login into the environment.
Environment tools > User administration > View user lists
You can view user lists. You can choose one of the following:
By clicking users' name from the list, you can edit user information and settings.
Environment tools > User administration > Web folder quotas
ATTENTION! This function and profile settings concerning web folders are visible only in such environments that have acquired web folder quota in their Optima agreement.
You can view and set web folder quotas of the users. You can change the quota by clicking users' name. This quota defines how much material users can save into their web folder.
Remember that you must select the option "Web folder available" in the workspace level profile in order to make the web folder functions available in the workspace. In the second table you will see a summary of web folder quotas in your environment. "Current uses" sums the quotas given to the users. "Total" is the quota reserved for your whole environment. "Available" is the quota that is left - if this is 0, you have used all the quota.
Environment tools > User administration > Statistics
Statistics for environment users' activities as a whole are collected in a log file which is updated once every 24 hours.
Creating Users
Environment Tools > Add new users > Create a New User
Fill in the name of the new user in the following
fields: User's First Name and User's Last Name.
Specify the username.
(Profiles can be assigned which include the right to change the username.)
Enter an appropriate password (twice). N.B. There is no way of recovering
forgotten passwords. They can only be changed. (Profiles can be assigned which
include the right to change the password.)
Choose an appropriate
environment-level profile for the user. In case the user is to administer a
workspace, it is advisable to define him/her as a supervisor. If the user is to
operate in the workspace as, for instance, a trainee, he/she can be assigned
the 'user' profile.
Contact information does not have to be
completed, as each user can do this from his/her own desktop.
Create
the user. The program verifies that the operation succeeded. However, it might
instead indicate that the given username already exists. In this case, you
should use the browser's Back button to return to the username definition. The
Discendum Optima environment does not support identical usernames.
When a user has been created, his/her name appears automatically in a list,
from which he/she can be selected for assignment as a workspace member. Select
Workspace Tools > Administration/Members > Add or Remove Members.
In order to access the environment, users need the address of the login
page (https://optima.discendum.com/), a username, and a password.
Environment Tools > Add new users > Create a Batch of New Users
This function can be used to create several users at
the same time. The first part of the user names and passwords are identical;
only the sequence number at the end of the string is changed. N.B. If you are
about to create more than 9 users, the sequence number begins with 01, 02, etc.
It is advisable to leave the User Information for Forms fields
vacant.
When providing usernames and passwords, the users should be
prompted to without delay fill in their first and last names and to change
their passwords. Also the issue of changing the user name should be mentioned.
Environment Tools > Add new users > Import Users
The user list contains users from the organisation
whose environment is currently in use.
- Should this organisation be
using an existing environment, the users created therein are added
automatically to the user list.
- If the customer and the service supplier
have agreed on transfer of the user information to the list, the user
information is also displayed.
- The list also displays users who were
created in the environment but removed as users at a later stage.
Creating User Groups
The Create a New Group function can be used to create
new groups in the environment.
There are situations in which
environment-level groups are especially useful. For instance, a specific group
of trainees may need to be connected to several workspaces or a group requires
periodical access to a workspace (access granted for the first week, denied for
the second, and granted again for the third, for example).
Environment user groups can be viewed in Workspace Tools > Members > Add
or Remove Members.
At the environment level, the list in the Members
folder provides the user with the environment groups that have been selected as
members in the workspace that he/she uses.
At the workspace level,
the list in the Members folder displays the groups that have been selected as
members in the specific workspace.
Creating Workspaces
By default, creating workspaces is only allowed for
environment administrators. This is to say that only people with the profile of
'admin' can create new workspaces for an environment. If this centralised model
causes additional work for the administrators, the situation can easily be
rectified by granting workspace creation rights also to supervisors at the
environment level. With this approach, the trainers do not have to ask the
administrative personnel for new workspaces, as they can create them
themselves.
The maximum number of workspaces in the environment
depends on the agreement made between the customer and the service supplier.
Environment Tools > Workspaces > Create a New Workspace
- Provide the workspace with an appropriate title. The workspace title, as
well as the other settings, can be modified at a later stage.
- Specify
the workspace activity time. If no activity time is defined, it is by default
the same as the environment's lifetime. The workspace activity time can be used
to control the period during which the members can access the workspace. NB.
Workspace owners are entitled to access their workspaces even outside these
hours.
- Closed workspace: The workspace can be accessed as usual. All
operations can be carried out except copying, transferring, and linking
material to other locations (other workspaces or user folders).
- You can
specify that the registration for the workspace must take place within a
specific period. If no period is defined, registration is continuous. Users can
use the Workspaces function on their desktops to view the workspaces available
for registration. Registration information can be monitored in Workspace Tools
> Members > Add or Remove Members. The workspace owner has the right to
accept or reject registrations.
- The Chat function can be enabled in
order to allow chatting in the workspace. N.B. For this function to work, it
must also be enabled in the users' profiles at the environment level.
-
Default read access for the objects created in the workspace is defined on a
workspace-specific basis. Default read permissions are issued either
exclusively to an object's author or to all members of the workspace. However,
users are entitled to change these read permissions if their profiles include
the right to modify the read and write permissions of their own objects. Thus,
trainers are able to specify, for instance, that everybody can view the objects
created by trainees in the workspace and that this default setting cannot be
changed by trainees themselves. (The trainees always have their personal user
folders to which they can add personal objects.)
- Close by selecting OK.
On the workspace creation confirmation page you find the link Members
for defining members. If the workspace is to be constructed by someone other
than you, assign this person as a workspace member. At the moment, you are the
owner of the workspace and also the only member of it. When you have assigned
the workspace overseer as a member, grant him/her appropriate access rights to
the workspace by defining him/her as an owner (Workspace Tools >
Administration > General Settings). See the following paragraph for an
explanation of workspace ownership. If you want to remain the owner of the
workspace, you can assign the responsible party the 'supervisor' profile
(Workspace Tools > Administration > Members > Edit Member Profiles).
Notice that if you select All when defining members on the Members
page, all users created in the environment will automatically become members of
the workspace (as do users created at a later date). *)
Workspace
Ownership
- The person who created the workspace is by default the
owner of the workspace. Any user of the environment can be defined as a
workspace owner, provided that the user has been assigned membership of the
workspace in question.
- Each workspace can be assigned one owner. The
user designated as an owner automatically receives the workspace-level profile
'supervisor'. The previous owner retains the profile of 'supervisor'.
-
Workspace owners are able to create objects directly to the workspace. Besides
owners, this operation is reserved for users with the selection User Can
Operate on All Workspace Objects selected in their user profiles.
-
Workspace operations allowed only to workspace owners: deleting and copying a
workspace (the latter only in the case of the owner's environment-level profile
including the right to create workspaces for the environment).
Other Environment Tools
Environment Tools > Workspaces
Further settings for creating workspaces:
Home Workspace - If a home workspace has been specified, the contents of this
workspace are automatically opened to the users as they log in to the
environment (invariably to all users of the environment). This feature can
safely be used in an environment where only one main workspace is in use.
Otherwise, the users must be instructed in searching for the other workspaces
by selecting the Workspaces button.
Workspace Order - The order of
the workspaces' appearance can be modified.
Workspace Level Profiles
- You can use this option to focus the view on the profiles used in the
workspaces.
Environment Tools > Workspaces > Workspace classes
Creating workspace classes is by default allowed only for environment administrators. With default profiles only the users in admin-profile can create new workspace classes. When workspace classes have been created, the environment administrator can categorize workspaces into workspace classes with function "Order workspace classes". Also workspace owners can choose the workspace class for their workspaces from the form Workspace tools/General settings.
When workspace classes have been brought into use, the left frame used for browsing workspaces and object will have a different structure. In the entrance level there are no workspaces but workspace classes and links Other workspaces and All workspaces. Note that this change will only take place to users that have the item "User can see workspace classes when they are in use" in their environment level profile chosen.
By clicking some workspace class you will get a view with that workspace class opened and all the workspaces put into that class shown. From this view you can open workspaces.
By clicking the link Other workspaces you will open a list of those workspaces that have not been put into any workspace class.
By clicking the link All workspaces you will open a view with all the workspaces in workspace classes and all the workspace in Other workspaces. The list is ordered so that that first are listed all the workspaces outside workspace classes and then all the workspace in workspace classes organized by workspace classes.
ATTENTION! When you remove a workspace class, the workspaces inside it will not be deleted but moved into Other workspaces.
Environment Tools > Functions
The environment's start page can be assigned
announcements that are visible either to all users of the environment or to the
members of one workspace/several workspaces. Announcements are provided with
titles, contents, and expiry dates. If required, announcements can be modified
and deleted.
Events - Here you can view the events created by any
user.
Activity Monitor - You can use the activity monitor to control
the users' operations in the environment in real time.
Statistics -
Statistics for environment users' activities as a whole are collected in a log
file which is updated once every 24 hours.
Trash Bin - You can view
the contents of the environment's trash bin. If need be, you can also retrieve
material which has been deleted by mistake. If the deleted object is a
workspace, you cannot restore it as a workspace (it will be restored as a
folder). Trash bins should not be emptied during the lifetime of the
environment unless there are good reasons.
Mail Reminder - Includes
the administration activities for the environment mail reminder, i.e. switching
the reminder on or off. If the mail reminder has been switched on, the
environment checks if the user has received new mail, at 24-hour intervals. If
the user has received mail, the environment sends a notice to the user's
Internet mail address. In addition, regardless of whether the mail reminder is
on or off, the mail check can be performed when necessary by selecting the Run
the Mail Reminder Once function. If their profiles allow the choice, users can
decide whether or not to accept mail reminders. Even if this option did not
exist, users could block the reminders by omitting the E-Mail Address field in
their User Information. The user receives a reminder about a message which
he/she is entitled to read if
- the mail reminder has been switched on
(Environment Tools > Actions > Mail Reminder)
- the user's e-mail
address has been provided in the User Information
- the user has allowed
mail reminders (Desktop > User Information > Settings).