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.
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
at 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
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
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).
User Access Rights, or Profiles, in the Workspace
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.
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.
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.
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.
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.
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.
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).
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.
Creating Material
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
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
if
you want to verify or change the sub-object settings (name, access rights).
Basic Tools
New Object > 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 > 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 > 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
Instructions for creating links are available in the basic users' instructions accessed via the Help button. Navigate to instructions
New Object > 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 Document
Instructions concerning the use of the HTML editor are available in the basic users' instructions accessed via the Help button. Navigate to instructions
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
to correct the document references. Use the Image button
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">
New Object > 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.
New Object > 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.
New Object > Action
You can assign the following actions as objects within
the folder:
- New Messages
- All Objects
- Trash Bin
New Object > 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.
New Object > 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
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).
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.
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.
New Object > 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.
New Object > 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".
New Object > 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
New Object> 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").
New Object> Create a calendar
There is a separate instruction document for calendar. You can access it here
New object > 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.
New Object> 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:
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.
New Object > Chat-object
Choose Chat object from the list of objects.
Note: Use of Chat object requires port 4444 to be open in the firewall of the user organization.
New Object > 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.
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.
Object Tools > Create a New Sub-Object
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.
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
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.
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.