Discendum Optima - workspace administration
  Operations in a New Workspace
  Validation of the Workspace's General Settings
  User Access Rights, or Profiles, in the Workspace
   General
   Default Profiles at Workspace Level: General
  Assigning Users as Workspace Members and Defining Member Profiles
  Check access rights
  Creating Groups in the Workspace
  Workspace Contents and Structure
   Using the Same Material in Different Workspaces
   Administrating Material in the Workspace
  Creating Material
   General Guidelines
   Basic Tools
   Importing HTML Document with Images or Links to Other HTML Pages
   New Object > SCORM Scorm-material
   New Object > Discussion list Discussion List
   New Object > Action Action
   New Object > Multiple choice Multiple choice
   New Object > Form editor Form
   New Object > Palautekysely Survey
   New Object > Monivalinta Multiple choice drill or exam
   New Object > Lomake Create folders for workspace members
   New Object > Lomake Create an exercise
   New Object > Palautuslaatikko Return box
   New Object > Calendar Create a calendar
   New Object > Imagemap Imagemap editor
   New Object > Chat Chat-object
   New Object > Compilation Compilation object
   Capture Function
   Object Tools > subobjects Create a New Sub-Object
   Graphical view for sub-objects
  Deleting Material

WORKSPACE 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, you can also start with the Instructions for Administration of the Environment and after that the Instructions for Administration of the Workspace.

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Operations in a New Workspace

The left frame of the start view contains your personal user folder, Members folder, and at least one workspace. You can also see the workspaces of which you are a member. In workspaces, the members can have different roles. Furthermore, the same person can have different roles in different workspaces. For example, you can have the role of a basic user for one workspace while you function with the most responsible role - that of a workspace owner - in another.

After you have opened the workspace, you can see the Workspace Management button Workspace managementat the right-hand edge of the top frame. By selecting this button, you can open a frame that includes all the operations that you are entitled to use in this specific workspace. If you are a workspace owner, the list includes such areas as Administration, Settings, and Operations. These are links to different administration tools with which you can construct the workspace. You can define the access rights for the workspace and the activities available to different users.

The users who are granted access to your workspace are called members. To assign users as members, you should have first created them at the environment level. Usually the environment administrator is the person who creates users for an environment, but it is possible that other people also have this right.

The activities possible in the workspace are specified in profile forms (Workspace Profiles). You can use the workspace tools in many other tasks as well. These tasks have been described in these guidelines.

You can select an appropriate working order based on the current situation and the timetable. We recommend, however, that you first check the general settings for your workspace. After that, check the default profiles, including at least your own profile ('supervisor') and the profile of the basic users ('user'). If needed, also check the profiles 'tutor' and 'visitor'. This accomplished, the next logical step is to select the members for the workspace, define their profiles, and create the workspace groups. After that, you can start creating the contents for the workspace (i.e. different materials and functions).

Occasionally, trainers are provided with tools for environment administration, such as for creating users or groups. Confirm that you have the appropriate rights for administrating the environment by clicking the title Workspaces in the left frame. This gives you access to the highest level of the environment (at this stage, only the name of the environment is visible in the top frame's location bar). If enabled, click the button Environment Tools Environment Tools at the right-hand edge of the top frame. At least one of the following sections will be displayed: Users, Profiles, Groups, Workspaces, Actions. Within these sections you will find the tools allowed to you by the environment administrator. Please read the appropriate sections of the environment administration instructions.

N.B. If no workspace is visible in the left frame, it is likely that you yourself are allowed to create a new workspace. If this is the case, navigate to the highest level of the environment and select Environment Tools > Workspaces > Create a New Workspace. Link to the instructions by the environment administrator > Creating a Workspace

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Validation of the Workspace's General Settings

Workspace Tools > Administration > General Settings

- If required, assign a new name for the workspace.
- If required, assign a new owner for the workspace. *) See the end of this paragraph for a description of workspace ownership.
- Check 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. N.B. 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).
- Hidden workspace: Members can be assigned to the workspace, and the creation of the workspace can be completed. Only the workspace owner (and the environment administrator) can see the workspace in the left frame.
- 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. You can monitor the registration information in Workspace Tools > Members > Add or Remove Members. Users with rights for workspace member administration can either accept or reject the 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.)
- Workspace information can be provided with working guidelines for such things as operating in the workspace (in this case, the users can see an 'i' symbol in the top frame).
- Close by selecting OK.

Workspace Ownership

- The person who created the workspace is by default the owner of the workspace. Any user of the environment can later be defined as the workspace owner, provided that the user has been assigned as a member 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 remains at the supervisor level.
- Workspace owners are able to create objects directly in the workspace. In addition to 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 cases where the owner's environment-level profile includes the right to create workspaces for the environment).

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User Access Rights, or Profiles, in the Workspace

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General

The environment administrator has specified certain default eligibility for activities and default access rights for four different workspace user groups. This is to say that a workspace can contain a maximum of four user groups operating with different roles. These roles are managed through four profile forms. The default names for the roles are 'supervisor', 'tutor', 'user' and 'visitor'. The names can differ from the aforementioned, as they can be changed by the environment administrator. You are entitled to modify the names used in your own personal workspace. The titles 'supervisor', 'tutor', 'user', and 'visitor' refer to different roles. 'Supervisor' refers to a trainer and 'tutor' to a person responsible for controlling the progress of the training. Tutors operate with fewer rights than supervisors. The 'user' profile refers to trainees, who normally require only the basic tools for operating in the workspace. The 'visitor' profile is intended for users who need to access the workspace but who should not have the right to perform any actual operations there. Notice that you are not obliged to use this particular role selection. Instead, you can choose four different roles according to your personal needs and name them in a way that best fits the use of your own workspace. Notice also that you do not have to deploy all of these profiles. In many cases, all you need is the 'supervisor' and 'user' profiles. You should bear in mind, however, that the default profile for the workspace owner is always a first-level profile ('supervisor') and the default profile for all the users assigned to the workspace is a third-level profile ('user'). The profile form settings can be changed at any stage when using the workspace. The changes take effect immediately. If there are users operating in the workspace when the modifications are made, their old profiles remain valid until they update the browser view or re-enter the environment. You can test the different profile settings and the modifications by using a test ID. Assign the profile to be tested this ID and log in. At this stage it is convenient to use a second browser. This system enables you to make further changes to the profile or select another profile for the test user while monitoring the implementation of these changes by using the Update function of the second browser. The profile setup you make in the workspace is only valid in your own workspace. To sum up, you can modify your own view and the view of the other users within your workspace. (The selection of environment-level functions and tools in the users' personal user folders is defined by the environment administrator in the environment profile forms.) You can view the contents of the environment profile form by following this link. To return to these guidelines, select the Back button on the browser.

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Default Profiles at Workspace Level: General

Each profile form setting has been described below. The descriptions include the most commonly used default settings. In practice, the defaults can vary since the environment administrators may change the settings suggested by the service provider.

Workspace administration

- User can administer workspace users
Normally 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
Normally 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
Normally 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
Normally 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 selection also entitles the users to modify the settings and contents of all objects and to create objects for the highest 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 in the trash bin can be restored to their original locations.

- User can choose the start page for the workspace
Normally 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 specified in Workspace Tools > Settings > Start Page. - User can make announcements Normally 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
Normally 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
Normally 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.

- User can access this workspace when it is closed according to end or start dates
Choose, when you want to give a certain group of users the right to access the workspace outside its validity period. When a workspace is not valid, only its owner sees it in the left frame. This option can be used for example, when several persons are constructing the workspace.

Functions available at the workspace level

- User can create objects
Normally 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
Normally 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 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 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
Normally 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
Normally 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
Normally 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 set, 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
Normally 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 upload and export SCORM material
Choose, when you want to give a certain group of users the right to import SCORM material packages into Optima. SCORM (Sharable Content Object Reference Model) is a standard on digital learning material. The material package will be imported to Optima in zip format and it has to conform to SCORM standard.

- User can create links to the Internet
Normally 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.

- Web folder available
Normally by default: 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: 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: 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
Normally 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
Normally 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.

- Light web editor available
Choose, when you want to give a certain group of users a possibility to use Light web editor. Light web editor does not require Java plug-in installation in the browser, so it is easy to take in use. NOTE! Light web editor works with the following browsers: Internet Explorer 6.0 and Mozilla 1.3, or newer versions of those.

- Imagemap editor available
Normally by default: supervisor, tutor, user, visitor - not selected
This option is selected to issue a certain group the right to create Image Map web pages from image files. The tools is meant for workspace owners and course leaders for creating illustrative start pages for workspace and folders.

- Multiple-choice exercise editor available
Normally 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
Normally 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.)

- User can create Tasks
Choose, when you want to give a certain group of users a possibility to create a return system for exercises. The examiner of the exercise and returner can follow up the status of the exercise (e.g. unfinished, sent to examiner, approved, rejected) on their own desktop.

- Survey object available
Choose, when you want to give a certain group of users a possibility to create surveys. Using Survey object the user can create question sets with multiple choice answer options. Survey results can be viewed in a visual summary.

- Return box object available
Choose, when you want to give a certain group of users a possibility to establish return boxes. Return box object allows the user - usually teacher, tutor or project leader - to build in the workspace places for returning different tasks.

- Multiple choice drills and exams available
Choose, when you want to give a certain group of users a possibility to create Multiple choice tasks. This is usually a tool for a teacher, tutor or project leader.

Other objects

- User can create folders
Normally 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
Normally 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
Normally 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).

- User can create chat objects
Normally by default: supervisor, tutor, user, visitor - not selected
This option is selected to issue a certain group the right to create chat objects. Typically in use for workspace owners only.

- 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.

Sub-objects

- User can add Comment sub-object
Normally 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 with Object Tools > Create a New Sub-Object.)

- User can add Related Documents sub-object
Normally 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
Normally 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
Normally 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. The language used in the workspace can thus 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
Normally 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
Normally 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 Objects. All notes made in different workspaces can be found on the user's desktop. This profile item also gives users the right to use function "Mark as important" for the discussion list messages.

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Assigning Users as Workspace Members and Defining Member Profiles

- Select Workspace Tools > Administration > Members > Add or Remove Members.

You can assign environment users as workspace members.

Access the environment and select the appropriate users to be assigned as workspace members. The user list contains the users created at the environment level. (If the user list is empty or nearly empty, navigate to Environment Tools > Users > Create a New User.) If the environment contains groups, they can be seen at the beginning of the user list. It is possible that some users have been arranged into groups by default.) You can assign all users in a group as members of the workspace at the same time (by checking one checkbox). Notice that if you select All when defining members on the Members page, all users of the environment will automatically become members of the workspace (even if the users were created later than the workspace).

Workspace members can see the title of the workspace in the left frame of the environment. The contents of the workspace depend on the access rights assigned for the folders and other objects in the workspace. The access rights of workspace members are specified in the workspace profile forms.

By default, the workspace profile for new members is 'user'. This profile determines the operations enabled for the members. If required, it is possible to change the users' profiles. (When a workspace member is defined as a workspace owner, his/her profile is automatically changed to a supervisor-level profile.)

- Workspace Tools > Administration/Members > Edit Member Profiles.

It is advisable to select the appropriate workspace member profiles immediately after assigning the users as members. However, they can also be changed at a later stage. With this function, you can define all member profiles at the same time. The menu contains the four different workspace profiles.

If you want to know how the workspace appears to users with a specific profile, assign the workspace a test user who has the profile in question. Log in to the environment and the workspace using the test user ID. If you wish to use the environment simultaneously with two different usernames, log in using another browser.

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Check access rights

You can check access rights of workspace in one place. Click the link “Check settings and access for objects”, when list of objects and settings opens in main frame. You can change object's general settings and read and write access by clicking links.

You can check access rights for users by clicking link “Chech access rights for user”. After this choose user which one you want to check. You will see list of object which user sees and you can change his/her access rights.

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Creating Groups in the Workspace

Workspace Tools > Administration/Groups at Workspace Level

You can arrange workspace members into groups. To create a new group, select Create a New Group in Workspace. Assign the group an appropriate name and select its members.

It is advisable to create groups in case there is a need to provide the workspace with objects that are usually accessible only to certain workspace members. Groups can also be created to clarify the different roles between the members or the members' links to specific groups (for instance, the pupils of a certain school or the representatives of a certain region).

All workspace members are able to view the workspace groups when, for instance, setting read and write permissions for objects. While one is operating in the workspace, group structures can be viewed using the Members folder in case the group has been selected as a workspace member. (Thus, the list in the Members folder displays the groups that have been selected as members in the specific workspace.)

N.B. Currently: If you wish the workspace to be without a given member who belongs to a group, you must also remember to delete the member from the group.

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Workspace Contents and Structure

The contents of a workspace consist of different objects and their combinations. In principle, workspaces can contain any number of folders, discussion lists, and different types of documents, as well as links and functions. Workspace members can only see those contents for which they have read permission or read and write permission.

As required, the workspace structure can either be vertical and directory-like, appearing in the left frame, or horizontal and network-like. The horizontal structure is generated by means of certain types of objects or functions and their assigned sub-objects.

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Using the Same Material in Different Workspaces

In designing the workspace structure, it is advisable to consider the overall situation in the workspace and, if possible, plans for the future use of the workspace.

Linking Material

If you are, for example, about to construct new workspaces in which the same material is to be used, we recommend that you implement a workspace that functions only as an archive, a kind of material store. The archive workspace can include, for instance, all your personal material (separate plaintext documents, exercise templates, etc.) divided into folders as entities that are easy to administer. The material could be used in the actual workspaces via internal links.

This arrangement offers the following advantages in administrating the material: The material needs to be updated in only one location. The update takes immediate effect anywhere where there is a link to this material. This operational model also allows the creation of different workspaces with the same material contents. These workspaces can then have unique structures. This is a flexible way to search for the best possible deployment method without having to modify the structure of the same workspace and the same material many times before the actual training event.

Notice that even if the bulk of the workspace's material was created by linking from another workspace, the workspace's basic structure has to be created first. After this, it is possible to, one by one, link the objects to their appropriate locations in the structure. Folders or folder structures cannot be linked.

Copying Material

It is also possible to copy material from an archive workspace or another workspace constructed for a specific purpose and to attach it to another workspace. This enables, for instance, the use of single documents as templates for other documents. One of the major advantages of the copying function is that in addition to single objects, it is also possible to copy entire folder structures from one workspace to another. Note, however, that when using the copying function, you miss the update benefit available for linked objects.

It is also possible to copy an entire workspace, i.e. the folders and objects in a workspace. However, since members cannot be copied, the owner of all of the copied objects will be the owner of the new workspace. Owing to the same reason, the contents of certain objects will not be copied. For instance, discussion lists and forms will be empty. Having added the new members, you should customise the permissions.

When you are copying workspace, select settings. You can copy only objects of workspace and profile settings of workspace (setting "Only documents"). You can also select "Documents, groups and permissions". Setting means that in copied workspace’s profile setting are according to original workspace. Groups at workspace level will create at the same name than original workspace. Groups at environments level will name in form “Name of Workspace, Name of group of environment’s level”. Groups will be created empty in copied workspace and groups have same access than original workspace (for example read and write access).

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Administrating Material in the Workspace

Normally, it is logical to populate the highest level of the workspace structure with folders. However, this level can also include different kinds of functions or documents. Only the workspace owner or a member whose profile includes the right to process all objects can create new objects at the highest level of the workspace.

If, for instance, a tutor is to construct the workspace but you do not want to grant him access to all objects in the workspace, it is advisable that you use the authority of the workspace owner to create the main folders, i.e. the highest-level folders for the workspace, and provide the tutor with the required read and write permissions for these folders. After this, the tutor is able to administer the workspace structure.

If you cannot find the material you require, you can locate it easily by means of the Search function. Clicking the search result displays the exact location details for the object.

Location of Workspace Folders and Other Objects

Folder Tools > Operations > Move
Object Tools > Operations > Move

You can move single objects and folder structures to any folder or workspace for which you have the write permission.

Workspace Tools > Settings > Folder order
Workspace Tools > Settings > Object order
Folder Tools > Settings > Object order

On creation, an object is always displayed in the bottom-most position. Despite this, you can create the required folders and other objects in any order as their order can easily be changed. Folders and single objects can be arranged in any sequence desired. The sequence can be changed at any time.

Workspace Start Page

Workspace Tools > Settings > Start Page

You can assign a start page for the workspace. This page appears in the main frame when the user opens the workspace. The start page can be provided with, for example, instructions for operating in the workspace or links to key material. Typically, the workspace's start page is a Welcome page which gives the user central information about the training: contents, objects, timetable, and trainer's contact information.

By default, the start page has not been specified. The start page can consist of any page contained in the workspace. You can change (or delete) the start page at any time. Notice, however, that if you delete the object which has been specified as the start page, the start page displays the note: 'The object is in the trash bin'. You can correct the situation by defining a new page to be the start page or by selecting 'None' as the start page.

Workspace Announcement

Workspace Tools > Settings > New Announcement

You can create a workspace-specific announcement to appear on the workspace's start page or to be sent to the e-mail addresses of the users. Announcements can be addressed to all users of the environment or specifically to a group or several groups in the workspace. 

Write the announcement in the proper field and fill in the publishing and end dates and times. Select the publication mode of the announcement: will it be added to the announcement page and/or will a notification about the announcement be sent by e-mail to the users. (Note: E-mail notification requires that the user has a working e-mail address in his user data and permits the use of e-mail notifications). Select also the receivers of the announcement: will it be shown to all users, to some group or individual users. If you have searched the receivers of the announcement using the search engine, you will see the list of receivers below.


You can modify or delete existing announcement by selecting Workspace Tools > Settings > Manage Announcements.

Different Modes for Material/Objects

Folder/Object Tools > Settings > General Settings > Object Mode

If you cannot see the item Object Mode, check that your workspace profile includes the right to define object modes.

All objects can be set to a mode other than the default mode (Normal). You can hide objects, set them to open in the space that is currently being modified, or set them to open only after the help information for the object has been displayed.

The Hidden Object mode displays the material to the users but hides the actual object from the left frame. This mode can be used when, for instance, displaying documents created with an HTML editor. The document can be assigned with links to several other objects. These objects are not visible in the left frame and can only be accessed via the main document links.

Object Will Open in Edit Mode is a mode that simplifies and speeds up the process when the user has to make a number of changes in the object (frequent supplements or corrections).

The Show Object's Instruction First mode provides the user with the object's help information before opening the actual object. This mode can be used to make sure that the users read the instructions first. If this mode is not selected, the users can access help for the object by navigating to the Object Tools Info page or by clicking the Info button in the top frame when processing or viewing the object.

Folder Start Page

You can assign a start page for the folder. This page appears in the main frame when the user opens the folder. The start page can be used to provide instructions or, for instance, to display the folder's contents. By default, the start page has not been specified. The start page can consist of a page that is located in a folder or in a workspace. You can change (or delete) the start page at any time. Notice, however, that if you delete the object which has been specified as the start page, the start page displays the note: 'The object is in the trash bin'. You can correct the situation by defining a new page to be the start page or by selecting 'None' as the start page.

Folder Objects Open in a Specific Order

Folder Tools > Settings > General Settings > Object Mode > One By One

You can set the folder to a mode in which its contents, i.e. the objects, are opened one by one. The objects open in the order displayed in the left frame, from top to bottom. With this mode selected, the objects are no longer visible in the left frame and they must be accessed via the arrow button in the top frame. If you have selected this mode and it becomes necessary to change the order of the objects or modify the contents of a specific object, you must deactivate this mode in order to display the objects in the left frame and to access the object tools.

 

Defining Objects' Read and Write Permissions

Users are provided with read permission for

- folders and documents which they need to open/view in order to familiarise themselves with the contents
- documents that they can access via an internal link (for instance, HTML documents). If you do not want the documents to appear in the left frame, you can define them as hidden.
- fill-in and multiple-choice exercises when they need to practise.

Users are provided with both read and write access to - discussion lists to allow them to read and write messages.

- forms to fill in. (If the users need the right to modify forms' contents, they must be designated as form owners.)
- documents in general, in case they are not only supposed to view the documents but also modify their contents and settings.
- folders, in case the users are supposed to provide them with new objects.

N.B. N.B. Users whose profiles include the right to process all workspace objects are automatically assigned read and write permission for all objects (with folders, this also includes the right to make amendments typical of owner status).

 

Scheduling material

You can pre-set folder or object revisions to take place on a specific date. Using this feature, you can schedule any change in the general settings: name change, owner change, or mode change, for instance.

Select Use Events and set the appropriate date. The Use Events function is visible if your profile includes the right to schedule objects. It is also possible to select the date on when the read and write permissions take effect. You can do this in Object tools: activate object in Optima’s left frame, click Object tools open and click “Access control” –function.

If you cannot see any date fields when defining read and write permissions, check that your profile includes the right to schedule objects (“User can schedule objects”).
 
To summarise, a major part of material administration is carried out by defining read and write permissions. The process has been made flexible by allowing scheduling of the date when these rights are to take effect. Objects can be scheduled to become visible on a specific date and disappear on another. Thus the trainer does not have to make the changes in real time. Using the Use Events function demands careful planning and precision.

It is possible to schedule several successive operations for the same object.

All schedule events are collected in Desktop. When user has schedule events, she/he finds below Notes-title link “Events”. By clicking link “Events” user can cancel schedule event.
 
Administrator of environment sees all schedule events in Environment tools: place “Actions > Events”. Administrators of environment can also cancel schedule event if necessary.

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Creating Material

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General Guidelines

Creating Objects and Defining Settings

Create the object by following the instructions provided. Then specify appropriate settings:

Name - By default, the program creates a name for the object. You can change the name, if required. Object names can consist of a maximum of 42 characters. For folders, the maximum length is 32 characters.

Keywords - You can assign keywords to objects. The Search function checks the objects' keywords.

Mode (visible, if enabled in the profile) - You can set objects to different modes. Read further. Help - You can assign further information or instructions to objects. If you do so, the users can see an Info button in the top frame when processing or viewing the object.

Comments (visible, if enabled in the profile) - You can assign the object a sub-object that allows the other users to add comments. Access Control - You can verify the default read and write permissions assigned to the object.

Verifying and Scheduling Settings:

If you want to verify or change the object's settings, open the object first by selecting the Actions button object tools at the right-hand edge of the top frame.

Select Settings > General Settings in the right-hand frame if you want to verity or change the object's name, owner, keywords, help, or mode. The change takes effect immediately. You can also schedule the change by selecting Use Events and giving the appropriate date. Setting the date is enabled in case your profile includes the right to use the Use Event function.

Select Settings > Access Control if you want to verify or change the access rights for the object. The new settings take effect immediately. You can also schedule a change that affects the read and/or write permissions by selecting Use Events and providing the appropriate date. Setting the date is enabled in case your profile includes the right to use the Use Event function.

If there is a sub-object added to the document, select Sub-Objects > Sub-Object Name > Pen button editsub if you want to verify or change the sub-object settings (name, access rights).

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Basic Tools

New Object > folder Folder

Folders are needed in creating the workspace structure because they are used for grouping the included objects. Folders can be provided with instructions and a start page.

Notice that if you assign the folder with write permission, the other users are entitled to create object in it too.

New Object > upload Object from My Computer Disk

Instructions for importing a personal object from a computer are available in the basic users' instructions accessed via the Help button. Navigate to instructions

New Object > upload zip Importing a zip-archive into Optima

Instructions for importing and storing or unzipping a zip archive into Optima are available in the basic users' instructions accessed via the Help button. Navigate to instructions

New Object > link Link

Instructions for creating links are available in the basic users' instructions accessed via the Help button. Navigate to instructions

New Object > plain text Plain Text Document

Instructions concerning the use of the plaintext editor are available in the basic users' instructions accessed via the Help button. Navigate to instructions

New Object > HTML HTML Document

Instructions concerning the use of the HTML editor are available in the basic users' instructions accessed via the Help button. Navigate to instructions

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Importing HTML Document with Images or Links to Other HTML Pages

If the user has used an external HTML editor to create an HTML page with links to other HTML pages or images, the contents of these links have to be imported separately to the environment. The users have to be provided with separate reading rights to these documents. If it is appropriate, however, that the users do not see the documents in the left frame and can only access them via a link, the documents must be defined as hidden documents (mode: Hidden Object).

To make the main document links operable, you must change the original HTML code. This can be done in two different ways:

1. If the document contains no tables or style files, it can be opened using the environment's internal HTML editor. The objects that are to be linked can be corrected using the editor functions. Select the editor's Link button htmlink to correct the document references. Use the Image button picture to open the images for the document.

2. It is also possible to correct the HTML document's code directly in plaintext editor mode (for instance, when documents contain tables or when the HTML editor is not considered the appropriate means for making corrections).

First you need to obtain the ID number for the referenced document/image in the environment. You can see the number by moving the cursor over the name in the left frame. The bottom edge of the browser displays a long address string at the end of which you can see "/docuse?id=194&ws=159". In this case, the ID number is 194.

You must change the HTML code so that references to the document or image names are replaced by their ID numbers. The space between the quotation marks should in this case contain doc_show?id=194. As you can see, the ID number is document-specific.

With corrections made, the HTML code reads:

<IMG SRC="doc_show?id=192" WIDTH="32" HEIGHT="32">

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New Object > SCORM Scorm-material

Uploading of SCORM material from your own computer

SCORM (Sharable Content Object Reference Model) is a standard for digital learning material. The SCORM support of Optima enables importing of learning elements and larger learning entities, produced according to SCORM. Optima accepts learning material packages according to SCORM versions 1.2 and 1.3.

This function accepts only valid SCORM packages. It means that the package in zip format has to contain the control files required by the SCORM standard. One of them is SCORM manifest, which tells Optima how the material will be offered to the users. Optima notifies the user if the imported material is not valid.

If the SCORM package is correctly compiled, Optima unpacks it. The user sees only one object in the left frame. It is a starting object, through which the user gets access to the entire material. The material will be opened through the information page in the main frame, where the user is informed about the use of the learning material (author, description, rights etc.). After that the material will be opened in its own window for use. Browsing the material takes place with help of Java applets, so the user has to have Java plug-in (1.4.2 or newer) installed in his/her computer.

  1. In "Add a new object", choose "Upload SCORM material from your computer".
  2. Choose the object from your own computer by clicking on "Browse". You do not need to write the path in the text box.
  3. Choose the desired SCORM package (in zip format) and click on "Open".
  4. The path and file name appear in the text box. Don't do any changes in the text box, e.g. for changing the name.
  5. Click on "Upload the chosen object from your computer".
  6. Check object name and settings.

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New Object > Discussion list Discussion List

Typically, discussion lists are provided with names that describe the subjects dealt with. There are three types of discussion lists: Normal, Anonymous, and Tutor.

- The most commonly used type, Normal, appears as default. In a discussion list of this type, users can send each other public messages either by defining All as the message recipient or by selecting a specific discussion list user as the recipient (in both cases, the message will be public). All users who have reading rights for the discussion list can follow the conversation. Users with write permission are also entitled to send messages.

- In a discussion list of the type Anonymous, users can appear under self-created pseudonyms. Not even the environment administrator is able to find out the real identity of the message senders.

- A Tutor discussion list is used when the users only need to communicate with their tutor. When this discussion list type is used, the users cannot see each other's messages and they can only send messages to the tutor. The discussion list owner is automatically specified to be the tutor. Since it is possible to change the discussion list owner at any time, it is also possible to divide the tutor's tasks among several people. (The current owner can access the general settings in order to specify the new owner. This can also be carried out by a person who has access rights for all objects.) The current discussion list owner, i.e. the tutor, can view all the messages sent within the discussion list even if the message was sent or received by another tutor.

Select Rights to define discussion list functions for the users. (The discussion list owner is always entitled to use these functions.)

- You can specify whether the users have the right to add comments to the messages (if they do, the function Add a Comment appears at the bottom edge of the message view). It is advisable to consider the deployment of the comment function with care in order to prevent the discussion from becoming scattered.

- Specify whether the users are allowed to delete the messages they have sent (if they are, the function Delete appears at the bottom edge of the message view). It is advisable that this function not be enabled for users at the User level since deleting a message from a public discussion may mean that an important link in the conversation is lost.

- Define whether the users can view the names of the people who have read the messages (if they can, the link Reader appears at the bottom edge of the message view). With this option enabled, the users can access message-specific information, including the names of the people who have read the message and the latest date on which they have done so.

Close by selecting OK.

You can define discussion list access rights to meet different needs. You can assign all workspace users with read and write permission, which allows all workspace users to take part in the conversation equally. Alternatively, you can issue these rights to only a subset of the workspace members and thus create smaller groups for discussion. If required, some of the workspace members can be provided with read permission alone, which entitles them to follow the conversation without taking part in it.

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New Object > action Action

You can assign the following actions as objects within the folder:
- New Messages
- All Objects
- Trash Bin

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New Object > multiple choice Multiple choice

The multiple-choice exercise editor can be used to produce material for different purposes. Most often, the editor is used to compile tests and self-study exercises.

The trainer is able to use the multiple-choice exercise editor to create multiple-choice and fill-in exercises. The exercises are compiled by filling in the forms provided in the editor. The trainer can use the link at the bottom of the Statistics page to follow the trainees' progress during the course.

Getting Started

The editor opens two windows. Use the Settings window (sometimes overlapped by the main window) to define the basic setup for the exercise and select the instructions provided to the trainees. Use the Form window to compile the actual exercises.

Settings

Target Language - Select the language that is the target of training.

Help Language - Select the language used in the instructions and hints. The actual program (buttons, for instance) uses the language selected for the trainees in the environment. (N.B. The multiple-choice exercise editor uses either Finnish or English.)

Introduction (Help) - Fill in this section with the instructions and further information provided for the trainees. Introduction/Help appears in the top frame at the beginning of the exercise, and it can be accessed at any time via the Show Instructions button. The introduction can either consist of a text (select Text to open a new window) or a link (select Link to open a window in which it is possible, for instance, to indicate that the introduction consists of another document in the environment, opened via a link).

Number of Tries - Choose, how many times the trainee is allowed to change his/her answers (1-5). If you select 3, for instance, the program allows 3 tries. Notice that this choice affects the score the trainees get for their answers. Points are given according to performance. If the trainee answers correctly at the first time, he/she gets the full 3 points. If the second answer is correct, the score is 2 points. A right answer at the third try yields one point. If it is considered appropriate that there should also be an alternative which yields no points at all, the multiple-choice exercise in our example above must be complemented with one further alternative answer.

Select One Question at a Time (the selection All Questions at the Same Time is under construction).

Differentiate/Do Not Differentiate Between Lowercase and Uppercase Letters - If you choose case-sensitivity, the program will not accept an answer that may otherwise be correct but is in the wrong case. Differentiating between cases is reasonable in, for instance, German exercises. (This option can also be selected separately for each question in the form.)

Show/Do Not Show the Correct Answers - You can select whether the program displays the correct answer after the user's attempt(s).

Name of the Lesson - Here you can select an appropriate name for the lesson (the name can not be changed at a later stage). N.B. The lesson is named again in the object general's settings. Here you can change the name, if required.

Exercise Author - This field is completed automatically.

Key Words - Here you can enter keywords for the lesson so that certain exercises can be retrieved at a later stage using the search program. Keywords are separated with commas.

Close by selecting OK. Later on, you can return to modify the settings by selecting Settings at the bottom of the editor form.

Compiling Exercises

A new form is opened for each exercise. Use the > button (next row) to move to the next form. This function required that you have filled in the Question and Correct Answer fields. You can open as many forms for the lesson as required. It is also possible to compile the lesson in several sessions. For instance, you can save your work after filling in two question forms and continue with the third one later. Use the < and > buttons.

The rightmost number in the form indicates the total number of exercises in the lesson. For instance, if there are five exercises in the lesson and you are currently processing the second one, the form number is 2/5.

The buttons < and > also appear elsewhere in the form. In this case, they indicate the possibility of booking several alternatives.

Special characters can be added to the text by using the character box. At the bottom of the form, you can see the button Characters, which opens a dialog box. Select the appropriate character. It will be added to the specified location when the window is closed. You can import several special characters at the same time.

Filling In the Actual Question and Answer Lines:

At the beginning of each question line you can see the '?' symbol. Clicking the question mark displays a short help text at the bottom of the form.

Question - Enter a question or a sentence. This is all you need to do if the option/answer is to appear at the end of the question/sentence. If you wish to add a multiple-choice menu or fill-in blank somewhere within the sentence, enter '#' in the appropriate place.

Correct Answer - You can allow for several correct answers both in fill-in and multiple-choice exercises. Click the buttons at the end of the line to create an appropriate number of blank lines for the answers.

Help - The help material appears to the trainee below the question (can consist of a link). The final comment appears at the top of the exercise when the question has been answered correctly or when all tries have been used (can consist of a link).

Multiple-choice Answer

If you are about to compile a fill-in exercise, you can omit this field.

If you want to create a fill-in exercise, fill in this field and enter as many choices as appropriate. Naturally, the correct answer has to be included as one of the choices. It is advisable to add the correct answer by using the button Add Correct Answer. Remember to change the location of the correct answers from one menu to another or as appropriate.

Hint - Hint number 1 appears after the first wrong try, hint number 2 after the second wrong try, and so on (can consist of a link).

Anticipated Wrong Answer - The trainer may anticipate the mistakes the trainees are going to make and write comments for certain wrong answers (can consist of a link).

Save the lesson when it is complete, and check the title and read permissions for the trainees. (If you are going to add or modify the questions at a later date, we recommend that you use the Test function after you have saved the lesson. This is a convenient way to check the changes.)

How Does the Form Function from the Point of View of the Trainee?

The trainee fills in the blank by writing the answer or selects one of the choices available, after which he/she confirms the answer by selecting OK. The program lets the respondent know whether the answer was correct or not and guides him/her forward by optionally presenting a hint and providing a new try or the option of proceeding to the next question.

N.B. Do not allow the use of the browser's Back button, as it confuses the results.

When proceeding with the lesson, the trainee is able to check how many tries remain and what the current score is.

Show Instructions - The top field displays the trainer's instructions.

Language - The language used in the instructions can be selected here in case several languages have been entered.

Summary - At the end of the lesson, the trainee receives a summary which once again displays the questions and the trainee's answers.

Exit - Selecting this button ends the lesson. If the trainee has not completed all of the exercises, the next time the form is opened, the program asks whether the trainee wishes to redo the whole lesson or to carry on with the interrupted lesson.

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New Object > form Form

Working Principle of Forms

The form editor is a form-making tool intended mainly for trainers, tutors, and project leaders. From the point of view of the users, these forms are very simple to fill in.

There are four different types of form: 1) Each user has their own form, 2) One shared form, 3) Anonymous form and 4) Tabular presentation of form. The form types are used as described below:

1) Each user has their own form. The form program saves the users' answers in its database. The program creates a summary on the basis of the information in the database. The form's author can use the summary to administer and monitor the fill-in process (who has answered the questions and how). The form's author and other users defined as owners can access this so-called summary page simply by selecting the form. The summary opens as a new window and allows the operations described below:

The left frame displays the usernames of those who have filled in the form. Selecting a username displays the relevant form, including the answers. Form authors can modify and/or comment on the answers via the available Edit and Comment links. The users can see the comments connected with their answers. The comments appear in a green colour.

2) One shared form. All users will fill the same form and they can edit or complement each others answers.

3) Anonymous form. No data about form fillers is saved to database. Owner of the form will receive separate answers the same as in type 1 but no information about answerers is available.

4) Tabular presentation on form. User who have read and write access to form, can fill form. All information is presented as in tabular. Users can also edit or delete information filled by other users.  

 

Compiling a Form

The working principle of the form editor is based on fields. The form's author creates different fields, one at a time. The fields can be recognised in the editor but not in the ready-made forms.

Basic settings:

- Which type of form will be used? Select the right type for this case.
- Do all users have the right to view each other's forms or are they restricted to their own forms?
- Are the users entitled to change each other's answers or are they only allowed to modify their own forms?

These setting affect the respondents to the forms and not the form's author or any other owners with the right to view all information contained in the forms. Normally, the options Read Rights Restricted to Personal Data and Edit Rights Restricted to Personal Data are selected. The basic settings field is also used to specify the type of user information that is to be displayed on the summary page and to select the persons who function as form owners.

Producing text and answers (or other material:

Use the "Add an element" -button (or double-click the green field) to add different fields to the form. You can select Title, Text Field, Text, Choice, Multiple Choice, Link, or Image. Save the completed field by selecting OK. After you have created the fields, you must save the form as an entity and name it both in the form editor and in the environment page.

N.B. The green colour indicates an active field. If you activate a field that was created earlier, you can modify it at the bottom of the editor. If you need to add a new field between two existing fields, the editor adds it above the active field. 

Add an element -function

Header - You can assign a title for the form (functions as the uppermost title). 

Textfield - Write the question in the Name field and specify the size of the answer field by number of characters. (The text entered in the Name field will be displayed on the summary page when one uses the search program.) It is recommended that you enter only a short question in this field. If the question needs clarification, write the explanation in the Subject field so that the search function remains visually simple. 

Text - This field is for entering the text section for the form (the text for a reading comprehension exercise, for instance). 

Checkbox - A selection item that the trainee can either omit or select by ticking. 

Radiobuttons - A multiple-choice menu from which the trainees can select one alternative. 

Link - Either an internal link in the environment or an external link. Fill in the Name field with the string that functions as the link. We recommend that you consider the deployment of the link function with care. If a trainee leaves the environment without completing the form and does not return by using the Back button, the form remains unsaved. 

Image - You can complete the form with an image imported to the environment.

 
Other top-line buttons

You can use the arrow buttons to move from one field to another in the editor.

Delete - You can delete an active field. 

Restore - Use this button to immediately save the deleted field to a new location. 

Properties - Displays the options related to access rights for the form. 

Load - You can use existing forms as templates for other forms in the same environment. Navigate the table to select an appropriate template for the new form (if there are existing forms in the environment). 

Save - Assigns a name for the form (the same name is used as a default in the environment).

Quit - If you want to stop working in the editor without saving your work, use this button to exit. Re-select the function when the editor asks for confirmation.


The users must be provided with both read and write permissions. N.B. You need to issue write permission so that the users can fill in the forms. Write permission to a form does not allow modifying the actual contents of the forms or the included questions. The form can be edited only by the owner or a person who has access rights for all objects.

 

Using the Form: Trainee's Point of View

1) Each user has their own form.The other users can open the form by clicking. The form opens directly in a mode which allows answering the questions even if the user is only entitled to view his/her own form. If the user is also entitled to view (and edit) the answers in the other users' forms, clicking the form displays a user list. In this case, the user has to access his/her own form by selecting the correct ID from the list.

The users fill in the appropriate fields, make their choices, and exit by selecting OK at the bottom of the form.

The Clear link available to the users erases the entries from the form.

2) One shared form. Form will open in editable mode and all the answers made earlier are visible. Users can add their own answers and save them.

3) Anonymous form. User will always get an empty form to fill.

4) Fill-in form for a table. Users with read and write access to object can fill a form, the content of which is shown in table format. Users can also edit or remove information filled in by other users.

 

How to administrate answers

Owner of a form can see and comment user’s answers by clicking link “Form administration”. Clicking the link opens a new window.

You see in left frame of Form administration –window user’s name and clicking the name you will see answers in main frame. You can edit or comment answer.

In top frame of Form administration –window you see functions which will help to analyze answers.

All – You see in left frame users who have filled the form

Not commented – You see in left frame users whose answers you haven’t commented.

Commented – You see in left frame users whose answers you have commented.

Empty – You see in left frame users who haven’t answer the form.

Modified after previous login – You see in left frame users who have made changes to the form after your previous login

Locked – You see in left frame users who don’t have write access to form. Users see their answers but they can’t fill form anymore. This is useful function for teacher to assess the answers.

All – You see in main frame every users’ form. If you want to print the list you should open the frame in new window. Move cursor above link All and click right button of mouse, choose from opened menu “Open in new window” and print forms by browser’s print function (File > Print).

Table – You see in main frame forms in tabular. You can save table in csv-formular by clicking link below table.

Search – You see in main frame Search function.

Statistics – You see in main frame statistics from forms.

Write access – You can change users’ write access.


User who owns a form-object has rights to Form administration –window. Usually who makes the form is also owner but you can broaden ownership other users who needs form administration in this form. Users, whose profile have been selected function “User can operate on all objects”, see automatically Form administration.


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New Object > survey Survey

Using Survey object, the user can construct question sets with multiple choice answer options. Survey results can be viewed in a visual summary.

Survey is built by first choosing the settings and then constructing the survey, question by question.

Choose Survey from the list of objects.

Give the survey a name (Name field) and write instructions for it (Instruction or description field).

Choose settings for Survey.
The results of Survey can be viewed in a visual summary with names of the respondents. If you want that answers are shown without names, check box "Names not visible". This selection cannot be changed afterwards.

You can also choose from a drop-down menu how the visual summary is shown to respondents. "Always" means that the user sees the summary always, even having not answered him/herself. "After user has answered all questions" means that the user sees the summary after answering all Survey questions. "Never" means that the summary is not shown to the user.

You can set Survey start and end dates. Date format is dd mm yyyy. The user can answer Survey during the time from start date to end date only. After the end date the user can view the summary (if he/she is entitled to do it).

If you see the Object mode field, you can choose how Survey appears to other users. "Hidden object" keeps it hidden from other users. Only the owner sees it in the left frame. "Show object's instruction first" shows the instruction pertaining to Survey, before the actual survey.

Accept the selections by clicking on Proceed.

After choosing the settings, Survey questions are made through link "Add new question". The questions are written one by one and answer options are given to each question. There are two ready sets of answers, and you can also define a set yourself.

The owner of Survey can edit it. It is possible to edit a question, if there are no answers returned. If there are answers, the question can only be removed.

Survey answers can be viewed in a visual summary. The answers are shown in circle and bar diagrams, one question at a time. Also a text-based summary of answers is available.

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New Object > Monivalinta Multiple choice drill or exam

"Multiple choice drill or exam" is a versatile editor for creating Multiple choice tasks. Tasks can be performed as drills or exams. Answer alternatives may be text based, or different media formats may be used (e.g. pictures, sound etc.). Using different formats one can meet the needs of music branch or sciences, for example.

The editor supports different question formats, allowing to import queries, which conform to various standards.

Creating a task with the editor proceeds in steps. Select from object list "Multiple Choice drill or exam".

Give object a name and select the type of task. Drill type task can be performed several times or without limit. Exam type task is made only once. Confirm your selections and the object will appear in the left frame.

Click on Edit button or on the Multiple choice exercise in the left frame. This allows you to specify or import questions, change settings and view the exercise.

Defining questions (Create buttons)


You may create Multiple choice or Fill-in questions. Select the type of question.
 

Question type: Multiple choice
 
Select the method of creating the instructions for the multiple choice task. "Text instructions" means that the instructions for the question will be written using Text editor. "HTML instructions" means that HTML editor is available for writing the instructions.

Next, choose the answer options. "Text options" means that the options are written as text. "File options" means that files are imported for answer options.

Choose still in the drop-down menu the number of answer options for this question.

After making the selections, click on Proceed.


Next, the question itself will be written with answer options. Write in field "Name of question" a short title for identifying the question. The title is shown later in the question set, e.g. for editing the question. The name of the question will not be shown to the answerers.

Choose whether the answerer can select only one or several answer options.

Write in the text field the question itself and the instructions for the question.

Write the answer options in their respective fields. Set a score value for each option. Example: A correct answer gives 2 points, select 100%. Another option may give half of the maximum (1 point, value 50% of maximum score), zero points (value 0%), or the answerer may loose points due to wrong answer (-1 point, value -50%).

You may write feedback for each answer option. In case of a drill, the feedback is shown after the allowed number of attempts or not at all. In case of an exam, you can choose whether to show the feedback after the answering time has run out or not at all.

When the question and answer options are ready, click on Proceed.


Question type: Fill-in

If the question is of Fill-in type, select first how many acceptable answers there will be to this question.


Next, write the question itself. Write in field "Name of question" a short title for identifying the question. The title is shown later in the question set, e.g. for editing the question. The name of the question will not be shown to the answerers.

Write in field "Beginning of sentence" the first part of sentence pertaining to the Fill-in task. Write the answer options in the "Acceptable answer" fields and, if necessary the last part of the sentence in the "End of sentence" field. 

Example:
Field "Beginning of sentence": The Capital of Finland
Field "Approved answer": Helsinki
Field "End of sentence": is the largest city of Finland.


When the question and answer options are ready, click on Proceed.

Import button: importing questions to the exercise

You can import to "Multiple choice drill or exam" editor standard questions from outside Optima (click on the link "Import questions from a file") or from other tasks inside Optima (click on link "Import questions from another assessment").


Import questions from file

You can import to Optima external questions. Choose the question standard from the drop-down menu. Search the file from your computer by clicking the Browse button.

When the file has been searched, confirm the selection by clicking on Proceed.



The editor supports GIFT and Aiken specifications. Only files conforming fully to the specifications can be imported.

GIFT format
Multiple choice in Gift document format consists of three parts:
1.) Optional title surrounded by two colons (::).
2.) Instructions.
3.) Answers surrounded by brackets ({}). No text is allowed after closing bracket.

An example of Gift quiz is shown below.
::The president of Finland::Who is the president of Finland?{~Eino Leino ~Lasse Viren =Tarja Halonen}

If title is not specified, instructions are used as title.
Who is the president of Finland?{~Eino Leino ~Lasse Viren =Tarja Halonen}

Answer format

Basic

In most basic answer form correct answers are preceded by equals sign (=) and incorrect answers are preceded by tilde (~).

An example of quiz with one correct and two incorrect answers is shown below.
::The president of Finland::Who is the president of Finland?{~Eino Leino ~Lasse Viren =Tarja Halonen}

Feedback

Gift answers may contain feedback fields, feedback is separated from answer using hash sign(#).

An example of quiz with feedback is shown below.
::The president of Finland::Who is the president of Finland?{
~Eino Leino#No, he was a poet.
~Lasse Viren#Lasse is a runner and politician too, but not a president.
=Tarja Halonen#Correct. Tarja is the president.}

Weighted answers

It is possible to have weighted answers in Gift, weight values (in percents) are written before answer text after tilde (~). Weights are surrounded by percent signs (%).

An example of quiz with one right answer, feedback and weighted answers is shown below.
::The prime minister of Finland::Who is the prime minister of Finland?{
~Jean Sibelius#No, he is a composer.
~%25%Esko Aho#Esko was the prime minister, but he isn’t any more.
~%50%Paavo Lipponenf#Not anymore. Paavo was previous prime minister.
=Matti Vanhanen#Correct. Matti Vanhanen is the prime minister of Finland.}

Inquiry will decode as a question with one right answer (type "choose one") and selection of this answer gives 100% of  points.

An example of quiz with several chosen answers (type "choose many"). Weighted answer will give points as they have write down.
::The prime ministers of Finland2::Who are the prime ministers of Finland?{
~Jean Sibelius#No, he is a composer.
~%25%Esko Aho#Esko was the prime minister, but he isn’t any more.
~%25%Paavo Lipponenf# Paavo was previous prime minister.
~%50%Matti Vanhanen#Correct. Matti Vanhanen is the current prime minister of Finland.}

Fill-in-blank question

An example of quiz with fill-in-blank and several approved answers
::The prime minister of Finland3::Prime minister of Finland is{
=Matti Vanhanen
=Vanhasen Matti
=Masa} tällä vaalikaudella.

Weighted answers or feedback don't comprise to question.

Multiple quizzes in file

Multiple quizzes in same file are separated by two newlines (return or enter in keyboard): Quiz1[ENTER][ENTER]Quiz2[ENTER][ENTER]Quiz3 ...

An example multiple quizzes separated by newlines is shown below.
::The president of Finland::Who is the president of Finland?{~Eino Leino ~Lasse Viren =Tarja Halonen}

::The prime minister of Finland::Who is the prime minister of Finland?{~Jean Sibelius ~Esko Aho ~Paavo Lipponen =Matti Vanhanen}

Aiken format
Multiple choice in Aiken format consists of three parts:
1.) Instructions.
2.) One or more choices separated by newlines.
3.) Correct answer.

Instructions, each choice and correct answer must appear in its own line. Each choice line must consist of an uppercase letter from A to Z, a dot (.) and answer text. Answer line must contain text "ANSWER" in uppercase letters followed by colon and correct answer.

It is not possible to add title, feedback or weighted answers to Aiken quiz.

An example of Aiken quiz is shown below.
Who is the president of Finland?
A. Eino Leino.
B. Lasse Viren.
C. Tarja Halonen.
ANSWER: C

Multiple quizzes in file

Multiple quizzes in same file are separated by two newlines (return or enter in keyboard): Quiz1[ENTER][ENTER]Quiz2[ENTER][ENTER]Quiz3 ...

An example multiple quizzes separated by newlines is shown below.
Who is the president of Finland?
A. Eino Leino.
B. Lasse Viren.
C. Tarja Halonen.
ANSWER: C

Who is the prime minister of Finland?
A. Jean Sibelius.
B. Esko Aho.
C. Paavo Lipponen.
D. Matti Vanhanen.
ANSWER: D

 

Import questions from other Fill-in tasks

You can bring in questions to this exercise from other tasks in Optima. Choose in the left frame a workspace containing questions for "Multiple choice drill or exam". A list of exercises and questions will be shown in the right frame. Select the questions to be brought in and confirm the selection.

 

Edit button: editing questions

You can edit questions as long as there are no answers sent in. If there are already answers and you want to edit questions, you can delete the answers through Statistics button.

You can change the order of questions using arrow buttons. The scoring of questions can be changed in the drop-down menu either question by question or for all the questions at one time. Questions can be viewed, edited or deleted by clicking on the icons next to the questions. 

Settings for Drill (Settings button)

You can choose the mode of the task: is it a drill or an exam. The mode can be changed from drill to exam, but after this it cannot be changed. When there are answers to the drill or exam, the settings can be changed, but changing the settings will make the task different for those answering later.

You can define the order of the questions: are they in the order you made or are they drawn in random from the questions of the task. If in random order, you can also decide how many questions are presented to the answerer. For example, of ten questions in total, five will be drawn for answering.

You can define how the feedback and correct answers will be shown to the user. Choose appropriate options from the drop-down menus.

Define the sequencing of questions (all at once or one at a time) and the number of answer attempts. Choose proper options from drop-down menus.

Choose the number of allowed answer attempts. You can choose between 1 and 4, or an unlimited number of attempts.

Set the start and end dates of the answering time. NOTE! An exam cannot be answered before the start and end dates have been set.


Settings for Exam (Settings button)

You can define the order of the questions: are they in the order you made or are they drawn in random. If in random order, you can also decide how many questions are presented to the answerer. For example, of ten questions in total, five will be drawn for answering.

You can define whether the exam results will be shown after the answering time has ended, or never. Choose a proper option from the drop-down menu.

Choose also how the feedback and correct answers are shown to the answerer. Will only the total score be shown, scores of all questions or scores and feedback? Choose a proper option from the drop-down menu.

Write a notification to the answerers, to be shown after performing the exam.

Set the start and end dates of the answering time. NOTE! An exam cannot be answered before the start and end dates have been set.

Preview button

Preview button enables you to see the exercise from the student's point of view.


Access button

You can define answering and editing rights for the task. Give answering right to those users who are supposed to do the task. Editing rights allow to change the settings of the task.

Statistics button

In Statistics you can view the answers of the answerers with respective scores and answering date, and you can remove the answers, if necessary. Removing the answers may be necessary, if you want to edit questions after some users already have answered.

Close button

You can exit the task by clicking on "Close".

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New Object > member folders Create folders for workspace members

You can create folder for workspace members at once. Folders will be named Last name First name according to user card information.

The function is used from ”Add a new object > “Create folders for workspace members“ it is available when option ”User can create folders for members at once ” is checked in user's workspace level profile.

Folders are created in steps. First choose “Create folders for workspace members” from the list of new objects.

From the list choose the members choose the group or users for whom you wish to create folders. Folders will be created only for the chosen.

In option “Owner of member folders” you will choose whether users themselves or the creator of folders will be their owner.

In option “Access rights for member folders” you will define access for folders. You can choose to set access only for users themselves or for all workspace .

Choose startpage for member folders (“Set startpage for member folders”). You must check that user has at least read access to startpage. Otherwise user won’t see the startpage in his/her folder.

ATTENTION! You can’t create several folders with the same name in same location

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New Object> task Create an exercise

Working Principle of Exercises

An exercise is a tool intended mainly for teachers, tutors and project leaders. With this tool it is possible to create a send-back/feedback system for exercises.

User can send the exercise back to teacher for evaluation, and teacher can accept an exercise and send it to next teacher, or return it to user for completion. For an exercise there can be one or several examiners. Each of them can return exercise back to user for example to complete the exercise. User can send exercise back to examiner.

Supervisor must be provided with selection of "Exercise" from workspace level profile. The users must be provided those editors with which they are meant to do the exercise ("User can upload objects from his computer", "Plain text editor available" and "HTML editor available").

Compiling an Exercise

Create an exercise from the "Add a new object" list by selecting "Create an exercise". Give the exercise a name and keywords and write the exercise's instructions or description. Instructions will be shown first when user opens the exercise ("Show object's instruction first" must be selected from object mode).

You can select different settings for exercise. Automatic copying is useful when several users do the same exercise. They will get their own copy of the exercise by automatic copying. If only one user does the exercise or each user will have their own task, you don't need automatic copying.

You can define beforehand which editor will be used (select "HTML editor", "A plain text document" or "Import an object"). You can also leave this selection for users themselves (select "User selectable"). You can set deadline for exercise, use form day/month/year. Click Proceed.

You can choose 3 examiners for exercise. You find from the list of examiners all users who are selected as members in this workspace. You can also choose a workspace level group as an examiner. You can also choose several examiners for exercise. When last examiner has accepted the exercise, he/she can choose a new examiner. The new examiner can after accepting the exercise again choose another new examiner and so on. Click Proceed.

Give read access to users who will do the exercise. Write access will give also rights to edit settings of the exercise. When exercise is created, read and write access will be given by default for examiner. So remember to give read access for users who will do the exercise.

Using the exercise: Trainee's point of view

When user comes to folder containing an exercise, he/she will open it into the main frame by clicking the exercise in left frame. If there are instructions for exercise, they will open first. User will see "Make your own copy of this exercise" -button, if he/she are expected to make a copy. The exercise with user's name will turn up in the left frame by clicking the button. User is the owner of the copied exercise. User will only see original exercise and a copy of exercise with his/her name in the folder. Supervisor / teacher will see original exercise and also the copies of all users. You can change the visibility of copies by read and write access.

User can select by clicking the button, which editor (HTML editor, A plain text editor or Import an object) he/she will use for doing exercise, if he/she have been given rights to do that. It's also possible that supervisor/teacher has made this selection and user will start doing the exercise with default editor.

User can start doing the exercise by clicking "Edit"-button. When exercise is finished, user can send it with comments to examiner. User writes comments and after that clicks "Send to examiner" -button. User can also continue exercise later by clicking a button "Continue later". User can see his/her exercise by clicking "View"-button.

The view will vary depending on if user is doing the exercise, continuing exercise or sending it to examiner. Exercise will be "Unfinished" as long as user sends it to examiner.

Following the State of Exercise

When user has sent the exercise to examiner, he/she can follow the state of exercise from Desktop. In the Desktop there is a link "Status of my objects", where user sees, if the exercise has been returned to user ("Returned to author"), accepted ("Passed"), sent to another examiner ("Sent to examiner: N.N.") or is unfinished ("Unfinished").

Examiner can follow the state of the exercise from Desktop. In the Desktop there is a link "Examinable objects", where examiner sees, if the exercise has been returned to user ("Returned to author"), accepted ("Passed"), sent to another examiner ("Sent to examiner: N.N.") or if the exercise is still unfinished ("Unfinished").

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New Object> Calendar Create a calendar

There is a separate instruction document for calendar. You can access it here

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New object > return box Return box

Return box object allows the user - usually teacher, tutor or project leader - to build in the workspace places for returning different tasks. The student returns to Return box a document he/she has produced. The examiner sees the status of returns and can evaluate the returned documents. The student sees the result of the evaluation on his/her own Desktop.

Establishing Return box proceeds in steps. Choose Return box from the list of New objects.

Give Return box a name and write the necessary keywords and instructions.

Define start and end dates for the return period. During this period students can return documents and they also can bring new versions to replace documents left earlier. Documents cannot be returned outside return period. Owner of Return box can examine the returned documents only after the return period has ended. If start and end dates are not set, return period is always on. After the examination new versions cannot be returned.

If you have the right, you can set Object mode. It defines how the object you established will be shown to other users. "Hidden object" hides the object in the left frame and only you as its owner can see it. "Show object's instruction first" shows the instruction you wrote, before opening the object itself.

Next you choose those users – students - who are expected to return documents to the box. Choose individual students by checking the checkboxes or choose an entire group. The student can return the document from his/her own computer or copy an Object, which already exists in Optima.

After this you choose the examiner(s). The examiner sees on his/her own Desktop the returned documents and can examine them after the return period, if such has been set. In the other case the examination can be done immediately after receiving the document. If there are several examiners for the task, they will see each other’s evaluations.

Return box object appears in the left frame after accepting the selections.

Evaluation of documents in Return box

As examiner of Return box you can evaluate returned documents. You see in the left frame the status of evaluated, returned and not returned tasks.

In the main frame you see the details of the selected status group (evaluated, returned or not returned). You see the submitter of the document and possible other contributors, name of task (acts as link to the document) and time of submission. Through "Grade" you can give the returned task a mark (numeric or in words). When all the tasks have been evaluated, a summary of the evaluations and feedback can be saved in the own computer as a csv file. The student sees the feedback on his own Desktop or by clicking on the Return box in the left frame.

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New Object> imagemap editor Imagemap editor

With Image Map editori you can define active areas as links in a image file. Links can point to objects inside Optima or to internet pages. Object created with Image Map editor is a html-page that is created on top of image file inside Optima. This means you must have uploaded the image file to Optima in order to create image map. You can use for example PowerPoint pages saved as jpeg or gif -files in Image Map editor. This is how you create an image map object:

  1. Upload your image file to Optima with " An object from my computer disk" from "Add a new object".
  2. Start Image Map editor and load the image file to editor.
  3. Define active area to image file and set the links. Alternatives are objects inside Optima or Internet pages.
  4. Save the object.

The Image map editor adds new possibilities for creating web pages inside Optima. With it you can easily and quickly create, for example stylish start pages where parts of the image are links forward.

Image Map object is a HTML page that can be edited also with HTML editor or Web Editor. With them you can add text and images to Image Map objects but you cannot define the linked active areas with them.

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New Object > Chat Chat-object

Choose Chat object from the list of objects.

  1. Define a name for the Chat object (Name field) and write the instructions for Chat (Instruction or description field)
  2. Define, if necessary, Object mode. A Hidden object means that the owner of the object will see it in the left frame, but other users will not. Option "Show object's instruction first" will show your instructions before letting the user into Chat object.
  3. If you want to record the discussions in Chat (the file can be printed or saved separately), choose option "Record discussions". This setting has to be chosen when establishing the Chat object.
  4. Click on Proceed to accept the selection.

Note: Use of Chat object requires port 4444 to be open in the firewall of the user organization.

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New Object > Compilation Compilation object

Compilation object is a tool for compiling several objects in one view. It is a versatile tool for forming various entities. It can be used for example for following purposes

Compilation object is used from ”Add a new object > Compilation” and it is available when option ”User can create compilation objects” is checked in user's workspace level profile.

Compilation object is created in steps. First choose ”Compilation” from object list.

Give compilation a name and fill in the necessary keywords and instructions.

If you see the Document mode options you can choose how compilation will appear to other users. ”Hidden object” will hide it from other users and only owner can see it in the left frame. ”Show object's instruction first” will show the instructions before the compilation.

You can choose which metadata concerning the objects in compilation will be shown from option ”Show object information”. Choose ”No information” to show only the objects, ”Owner information” to show each object's owner and ”Full information: owner, name and modification date” to show as much metadata as possible.

In the next phase you will choose the objects into compilation.

In the edit mode of compilation object you can add or remove objects, edit the structure of compilation and edit the options for showing objects in compilation.

Adding new object or structure element to compilation object

If you wish to add a new object to compilation, click ”Add a new object to compilation”-link. Here you can add a new object. By default you will see the contents of your current workspace but you can also choose object from other workspaces by choosing another workspace from the left column.

You can also add a structure element to the compilation. You can add either a header or a horizontal rule. You can select the size of the header from 1 to 3, where 1 is the largest and 3 the smallest.

You can edit your compilation in edit mode. Each object in compilation has the following functions:

Adding new object or structure element can also be done from the link at the very end of compilation.

Notes about the use of compilation object

When choosing objects to a compilation please note that opening several large imported documents (Office-files, pdf-documents etc.) in browser can be a very slow operation. Take great consideration before placing too many large documents opening in an inline frame.

It is not sensible to place an automatically copied task in compilation. Copies made for students will not automatically be part of the compilation and therefore the users will get announcement ”You already have a copy of this task” when the later open the compilation.

View mode of compilation object

Objects in compilation can be shown as links or inside inner frames in page.

If the object is behind a link, you see icon by object type next to the name. Object opens in new window.

Notice that the size of inner frames in page can vary. Owner of compilation decides size of object in compilation. If object shows only partly, you can watch object by using sliding bar in the right side of the frame.

Users see objects and they can edit them in compilation according to access rights. Objects function in compilation as they do in Optima in general.

If you see a little pen icon on the right side of the object in compilation, you can edit object. By clicking pen icon you will start edit mode.

If you can edit compilation object, you see a link “Open compilation in edit mode” on the top of page. By clicking the link you move to edit mode of compilation.

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Capture Function

Any object, object-related function, or view in the main frame can be saved as a separate object in the environment.

Open the appropriate object/function/view and select the Capture link at the bottom edge of the right-hand frame. Select a folder for saving the object. Notice that the object that is to be captured must remain selected in the main frame during the process. If required, use the View function in the right-hand frame first and then select the Capture link.

From here on, the saved function or view operates as an independent object. Therefore, you may have to modify the object name and the read and write permissions.

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Object Tools > Create a New Sub-Object subobjects

It is possible to complete any object with sub-objects. The available sub-objects include: Comment, Related Documents, Link, and Send Mail to Author. Sub-objects can have different names for different situations. The descriptions below give an overview of the sub-object contents.

The Comment activity allows, for instance, discussing the contents of a specific document. Users with access rights to the sub-object can add their comment either as a new comment (by using the Add a Comment button) or as a reply to an existing comment (by selecting the Reply to a Comment button). The comments are arranged in a tree structure. If the document is modified while a comment is being issued, all the different version of the document are included in the tree structure.

The Related Documents action enables the user to import material to assign to the object; that is to say, the related documents include files and linked pages provided by the users.

A sub-object can also consist of a link or several links, such as to a Word document or an Internet page that is closely related to the object. In this case, the users can view the links but cannot create their own links to be used by the others. This is only available when creating a Related Documents sub-object. ATTENTION! Remember to define required access right for the target object as well. In order to use the link sub-object users need to have read access to target object as well.

The sub-object Send Mail to Author enables the user to conveniently send a message to the author of the object concerned. The title and recipient of the message are selected automatically. The title consists of the object's name.

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Graphical view for sub-objects

When two or more sub-objects are added to any object, they are displayed as image map. The map is linked to the sub-objects. Graphical view of subobjects can be entered by clicking the subobject icon lisäobjekti in the left frame or from Object tools function Sub-object / Graphical view.

If there is only one sub-object, it is shown directly in the main frame.

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Deleting Material

You can delete material from the environment. The deleted material is stored in the environment's trash bin. Material can be deleted object by object or as folders, in which case the contents of the whole folder are transferred to the trash bin. It is also possible to delete an entire workspace.

Material can be deleted by the owner or a user with access rights to all objects. Select Delete in the right-hand frame to delete material. The program requires your confirmation.

Sometimes users delete material by mistake. Fortunately, such material can be restored, as it is still located in the trash bin. Administrative rights to the trash bin belong to the environment administrator. Normally the workspace owner also has access rights to the trash bin in his/her workspace. The restoration operation is easy: open the trash bin, select the object, and retrieve it to an appropriate location.

You can empty the trash bin, but it is no longer easy to restore the material after that. Therefore, it is not advisable to empty the trash bin during the lifetime of the environment.