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Contribution User Guide

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Item contribution overview

The EQUELLA Digital Repository allows users to search, discover, create, store, manage, view and share resources. An EQUELLA resource is a grouping of metadata (information) and digital content. Resources enter the EQUELLA repository by contribution using a wizard based web form.

Resources are contributed to the repository using a customized contribution wizard. Each resource is stored in a Collection and each collection belongs to a Category

Contribution wizards are customized by adding different wizard controls that prompt users to input text, make selections, upload files, add links and various other actions.

The purpose of this guide is to demonstrate to users how to contribute resources to EQUELLA using a contribution wizard. Users will also gain a broad overview of the wizard control types that can be used when contributing items.

Please note that this guide has been developed to best reflect the full capabilities of EQUELLA, and as such may differ in appearance to your own installation based on the permissions and configurations set for your institution.

Digital Repository

To access EQUELLA

  1. Open a browser and enter your EQUELLA URL (e.g. http://equella.myinstitution.edu).
  2. Log in to EQUELLA to display the EQUELLA Dashboard page.

Contribute resources to collections

Every resource contributed to EQUELLA is saved in a collection, and each collection belongs to a category. There may be multiple collections and categories, and privileges may be set so users will see only relevant categories and collections.

To access the Contribute page, select Contribute from the navigation menu.

The Contribute page displays, with available collections listed under their categories. When selected, each contribution link opens the associated contribution wizard.

Contribution wizards

Contribution wizards prompt contributors for details relevant to the resources being contributed to EQUELLA. The amount of information collected is set by the institution, but the more metadata (information) collected for a resource, the more ‘discoverable’ it becomes in the EQUELLA repository.

The appearance and sequence of contribution wizard pages can be different for each collection, and can change according to:

In addition to collecting information, a contribution wizard may contain controls that allow users to:

NOTE: The Save button and Save and continue, Cancel, page label, Preview and Select thumbnail links move if the page is scrolled so they will always appear in the top right-hand corner of the page.

Contribution wizard controls can be dynamic, only displaying once a particular option is selected. This helps to collect meaningful data during the contribution process, while only showing the user relevant fields.

An asterisk after a field label indicates a mandatory field.

Page control buttons

Links to the page names display on the right-hand side of the contribution wizard, and, depending on the wizard configuration, information can be added to the pages in any order.

The page control at the bottom of the contribution wizard may be labeled Next and Previous or the relevant page name, depending on how the collection definition is configured.

The page control button at the bottom of the screen now points back. (Note: The asterisk displaying after About on both page links is an indication that information has not yet been entered into a mandatory field on that page.)

The Select thumbnail link enables users to choose which image thumbnail is displayed in the Standard and Images view search results pages.

NOTE: The thumbnail and preview for the Videos view always defaults to the first video in the attachment list. To change which video thumbnail and preview displays on the Videos view page, the Reorder attachments function can be used to put the required video at the top of the list.

  1. To select a thumbnail from the contribution wizard page, click the Select thumbnail link
  2. Select the Select thumbnail link. This link can also be accessed during editing. The Select thumbnail dialog displays. All available thumbnails display. The Select thumbnail dialog displays the following options:
    • Default thumbnail – this is the default value, and when selected the first image attachment thumbnail listed is used in the Images view. Additionally, when this option is selected and there are multiple thumbnails available, a rotating thumbnail displays on the Standard results page. NOTE: If images are reordered using the Reorder attachment function, the image thumbnail that is moved into first place will be the thumbnail used for the Images view when this option is selected.
    • No thumbnail – when selected, no thumbnail is displayed on the Images page for this resource. That is, this resource is not represented on the Images view. Additionally, no thumbnail/s display for this resource on the Standard results page.
    • Select thumbnail – when selected, the user can select the thumbnail they wish to use for both the Images view and on the Standard results page (image thumbnails will not rotate).

NOTE: Thumbnails for file types other than images are also generated, and display as selectable options in the Select thumbnail dialog. If a thumbnail is selected for a file type other than an image, the resource will not be represented on the Images view page, as this view is restricted to image file thumbnails. However, the selected thumbnail will display beside the resource title on the Standard view page. For example, if a pdf thumbnail is selected, the resource won’t be represented on the Images view page, but is listed on the Standard results page with the selected pdf thumbnail.

Once saved, the selected image thumbnail displays in the Images view and on the Standard results pages.

Contribute an example resource

To best illustrate the functionality of a contribution wizard, the process of contributing a resource is outlined below.

Keep in mind that contribution wizards are highly configurable and will be tailored to meet the needs of different institutions so may look different from the example.

Example

Contribute a resource to the Learning Resources collection titled Introduction to EQUELLA, add a description, a pdf document, an image file, a URL and a YouTube link, then save the resource.

NOTE: This method allows only single files to be uploaded with each browse session. Click Browse again to add another file.

or

The files are uploaded and a progress bar displays for each. Once the upload is complete the progress bar displays green. A file can be removed by clicking the X icon.

Select the Import files from scrapbook link to add scrapbook files to the resource.

Click Back to Start to return to the Pick resource type page without saving the file selected.

  1. Once all required files have been selected, click Add . The files are now listed on the Learning resources wizard page. File options are:

Edit—opens a page displaying file metadata and file editing options:

Once a file is edited and saved using an editor (e.g. Word), the Upload Changes and Ignore Changes buttons display. Select Upload Changes to implement the changes in the attachment.

Replace—opens the Pick resource type page. Another file can be selected, and the option to Replace the current file or Add the new one is offered.

Delete—removes file after confirmation.

  1. Select the Add a resource link again, then select URL then click Next. The Add a URL page displays.
  2. Enter the URL (e.g. http://www.equella.com) and click Add . The Edit URL details page displays. The Display name can be changed to something more meaningful than the actual web address if required (e.g. EQUELLA website), but the Website address must be prefixed with http://, not just www, or it won’t work.
  3. Click Save to return to the Learning resources wizard page. The added website link now displays in the list.
  4. Select the Add a resource link again, and this time select YouTube then click Next. The Add YouTube page displays. Enter an appropriate search term (e.g. equella) in the Search text box then click Search YouTube. Matching search results from YouTube display.

  5. Select the required YouTube video then click Add . The Edit YouTube details page displays. The Display name can be changed if required.
  6. Click Save to return to the Learning resources wizard page. The Added link now displays in the list.
  7. Select a type of resource in the Resource Type field (e.g. General Knowledge). As this general information is relevant to all classes, in this example, we’re not going to select a particular class. All information has now been entered.

If multiple images have been uploaded, click the Select thumbnail link to choose which image thumbnail to use on the Search results views. The default thumbnail used is always the first image file thumbnail in the list.

Select the Save and continue link to save the data you have entered so far.

Select the Preview link to see the resource as it will look when saved.

Select the Cancel link to cancel the contribution.

  1. Click Save. The Save dialog displays. Select Save Draft to save as a draft copy to be submitted at a later date. The draft copy can be accessed from the My resources, Drafts. Select Cancel to go back to the Learning resources wizard page. Select Submit for Moderation to save the resource and submit it to the associated workflow. The Resource summary page displays with a confirmation receipt at the top.

Now that the resource has been contributed to the selected collection, the contributor can access the resource to track its progress, view information or perform a number of actions.

Accessing contributed resources

Contributed resources can be accessed through the My resources link on the navigation menu. The My resources page displays

All resources contributed by the logged in user can be found in My resources. Select an option to view resources of a specific status (e.g. Drafts, Moderation queue, Published, Scrapbook, Archive) or select All resources.

To view the Resource summary page for a selected resource, click on the title link. The Resource summary page opens for the selected resource.

Resource summary page

The resource summary page is used to view, comment on and rate resources. Resource owners and content managers can also manage resources and resource versions.

Main panel

The main panel of the summary displays resource content, viewing options, ratings and comments, while further information and various actions can be accessed using the Details and Actions area links. The main panel can include the following:

View attachments

The Links to resources section displays links to attachments, thumbnail images and viewers configured to view the resources.

To display an attachment

  1. Select an attachment link to display the attachment in the default viewer

To display attachment details and viewer options

  1. Select the down arrow to the right of the attachment, or click in the space between, to display an expandable pane. This pane contains an image preview, name, type and size of attachment, and viewer options.
  2. Select a configured viewer (e.g. Large image viewer) to display the attachment.

To display all attachments

  1. Select the Full screen link at the bottom of the attachments list to display all attachments in the default viewer.
  2. Click the resource title or use the browser Back button to return to the Resource summary page.

Comments

The comments section on the resource summary page displays previously added comments and ratings. Select the Delete comment link to remove the comment.

The Add a comment section allows users with the appropriate privileges to enter comments and rate the resource. Clicking the Add comment button adds the comments and rating to the comments list.

To add a comment

  1. Enter text in the Add a comment text box.
  2. Select an optional star rating (1-5).
  3. Click Add comment.

To delete a comment

  1. Select the X icon that appears in the comment box alongside the comment
  2. Click OK in the confirmation dialog.

Right-hand panel

The right-hand pane provides options for managing and viewing information about the resource.

Once the resource becomes ‘Live’, the resource is listed in the selected user’s Notifications link.

Users can also send a link to the resource via email. Enter an email address in the field provided and a message. Select the access duration from the Allow access for drop-down. This is designed for users outside your institution.

Details

The Details area displays information about the resource and can include: Owner, Collaborators, Collection, Version number, and Status.

To view all versions of a resource

  1. Select the (show all) link to display the Versions of this item page listing all resource versions and their statuses. The Versions of this item page displays. When a new resource has been created using the Create a new version action, the previous version is archived. All resources displayed in the versions list can be viewed, regardless of their status.
  2. Select the Title of the version to display the resource summary page of the selected version.

Find uses function

The Find uses function is part of the EQUELLA Push to LMS feature.

  1. Select Find uses from the Details section to display all current uses for the selected resource within a specific connector (LMS). NOTE: The Find uses link only displays if at least one external connector has been configured in the EQUELLA system. EQUELLA supports Moodle and Blackboard connectors (and Local Resources for the Find Uses function), and more than one may be configured. If there are multiple connectors configured, a drop down box displays, and the user selects from the list. If there is only one connector configured, the Add to external system screen displays immediately. If the connector Local Resources is configured and selected, the system displays all uses of the current resource and attachments within other resources in the EQUELLA repository. If there is only one connector configured, the Find uses screen is displayed immediately.

The Courses in which the selected resource is currently used are listed, with the Location and Date added information.

  1. Enter course search criteria in the filter box to return only matching results.
  2. To sort by Course, Location or Date added, click the column heading. Click again to reverse the order displayed.
  3. Tick Show all versions of this resource to display any uses of earlier versions of the resource.
  4. Tick Show unavailable courses and resources to display any hidden courses and resources in which the selected resource is used.
  5. Select the down arrow (which displays to the right of the Date added column when the cursor points at a course line) to display an expandable pane showing resource details, including Resource version, Date modified, and Name in external system.

Terms of use page

Selecting the Terms of use link displays the Terms of use page which lists the terms of use that users must accept before they can view the resource. Additionally, a list of users that have accepted those terms of use is displayed.

Moderation progress page

Contributed resources that are in the process of moderation will have a link to the Moderation progress page in the Details section of the Resource summary page.

This page provides information about where the resource currently sits in the moderation process and has the following elements:

Moderation history page

A resource’s Moderation history page provides details on any submission, status change and moderation events pertaining to this resource.

It is made up of the following elements:

– Basic details – displays only major events.

– Include edits radio button—displays Edit events as well as basic details.

– Include all moderation details—displays all events in the history, including Edit and Workflow reset events.

Activations page

NOTE: The Activations page is only relevant to Australian users.

A resource will have an Activations page when it has been activated against a course. This action is restricted to resources contributed to collections with Copyright Agency Limited (CAL) configured. Once activated, users can view the resource’s Activations page.

This page is made up of the following elements:

– Students—number of students enrolled in the course the resource has been activated against.

– User—name and username of the user that activated this resource.

– Course—name and description of the course the resource has been activated against.

– From—the date and time the resource was made active from.

– Until—the date and time the resource was made active until.

Activations can be removed by selecting the Delete link. Activations can be edited by selecting the Edit link

Actions

The Actions area can display the following operations:

Add to external system

The Add to external system function is part of the EQUELLA Push to LMS feature.

Selecting this action allows the user to add all or parts of the resource to external connectors that have been configured in the system. (Note: The Add to external system link only displays if at least one external connector has been configured in the EQUELLA system.)

EQUELLA supports Moodle and Blackboard connectors, and more than one may be configured. If there are multiple connectors configured, a drop down box displays, and the user selects from the list. If there is only one connector configured, the Add to external system screen displays immediately.

The Add to external system function allows the addition of a resource to multiple locations within the selected connector.

To add a resource to an external system

  1. Select Add to external system from Actions.
  2. Select the external system from the drop down list to which the resource is to be added. If only one external system is set up, the Add to external system screen displays immediately.
  3. Select the required resources from the Select the resources to add section.
  4. Click the Show unavailable courses checkbox to display any courses set as ‘unavailable’ in Blackboard, the Show hidden courses to display any courses set as ‘hidden’ in Moodle, use + to expand courses to show their components and/or enter text in the filter text box to show only matching courses, if required. (This filter box only displays if there are more than 10 results in the Select the locations to add to pane.)
  5. Select the location/s to which the resource should be added, then click Add selected resources.
  6. An action receipt confirming the successful addition of the resource is displayed at the top of the page.
  7. Use the breadcrumbs to navigate back to your resource

Archive this version

Displays for resources with a status of ‘Live’. Archiving hides the resource from searches, and is intended for resources that are no longer required. This includes old versions of resources that have been archived by the Create a new version action. The resource cannot be discovered but remains accessible via its URL.

Change ownership

Ownership can be reassigned and other users can be added as collaborators. To reassign ownership

  1. Select the Change ownership link to display the Owner and collaborators page
  2. Select the Change link to display the Select a new owner dialog where a new owner can be selected.
  3. Click the Add collaborators link to display the Select collaborators dialog. Collaborators are listed with X icon alongside.

Clone item into a collection

Selecting this action makes a copy of the selected resource, with or without attachments, and adds it to the same or a different collection. The original version remains live, unlike the New Version operation where the original version is archived once the new version becomes live.

To clone a resource

  1. Select the Clone item into a collection link to display the Clone this item page.
  2. Select an option from the Select an operation section. There are two options:
    • Clone—copy the entire resource, including all attachments and metadata; or
    • Clone without attachments—copy metadata without attachments. The cloned resource can be assigned to the same collection as the original resource, or to a different collection. The original collection is displayed as the default in the Select a collection section.

To assign the cloned resource to a different collection

  1. Click the Select a collection arrow to display a drop-down list of available collections.
  2. Select a collection.

To apply an optional schema transform to the cloned resource

  1. Click the Select a schema transform (optional) arrow to display the options.
  2. Select an option, or leave at the default (None selected).
  3. Click Clone. The contribution wizard for the resource is displayed.
  4. Modify the item metadata or attachments, if required.
  5. Publish, save, or cancel the resource, as required.

    Create a new version

    Selecting this action displays the contribution wizard for the resource, allowing the user to modify metadata or files, and the new version can be published or submitted for moderation. When the new version reaches the ‘live’ status, the current version is automatically archived.

Delete this version

This action removes the resource from the repository and marks it for purging with the next purge scheduled task.

Edit this version

Selecting this action displays the contribution wizard for the resource, allowing the user to modify metadata or files. Any changes made are saved to the current version.

Export

Export a resource to one of the formats listed. Resources can be exported as an IMS package or a METS record with or without attachments.

Mark this for review

Selecting this link (which only shows for resources with a status of ‘live’ that are in a collection with an associated workflow) changes the status of the resource to ‘review’ and places it at the beginning of the associated workflow.

Modify key resource

Resources can be added or deleted as key resources to one or more hierarchy topics.

To add or delete a resource to/from a hierarchy topic

  1. Click the Modify key resource link from the Actions menu. The Modify key resource page displays.
  2. Click on the plus sign to expand the hierarchy tree and display any subtopics.
  3. Select the checkboxes next to the hierarchy topics or subtopics (including dynamic subtopics) to which the resource is to be added as a key resource. Multiple checkboxes can be selected. NOTE: Hierarchy topics or subtopics where the selected resource already exists as a key resource display as checked when the Modify key resource page opens. Uncheck to remove the resource as a key resource.
  4. Click Save. A confirmation screen displays.

The resources have now been added (or removed) as key resources for the selected hierarchy topics and/or subtopics.

Move item into another collection

Selecting this action allows the selected resource to be transferred to a different collection.

To move a resource

  1. Select the Move item into another collection link to display the Move this item page.
  2. Click the Select a collection arrow to display a drop-down list of available collections.
  3. Select a collection.

To apply a preferred schema transform to the moved item

  1. Click the Select a schema transform (optional) arrow to display the options.
  2. Select an option, or leave at the default (None selected).
  3. Click Move. The contribution wizard for the resource is displayed.
  4. Modify the metadata or attachments, if required.
  5. Publish, save, or cancel the resource, as required.

New contribution of same type

Selecting this action displays the original contribution wizard where a new resource can be contributed to the same collection.

Redraft this version

This action is intended for resources that require redrafting prior to moderation workflow completion. Selecting this operation allows the resource to be edited and re-submitted for moderation or saved as a draft. Redraft is intended for use with resources that have not been made live.

Suspend this version

Displays for resources of all statuses. This action hides the resource from searches and is intended for temporary removal of resources from the repository, for example the removal of links for sites that are temporarily unavailable. The resource cannot be discovered but remains accessible via its URL. A Resume this version action is available for suspended resources.

Wizard controls reference

DRM

The DRM (Digital Rights Management) control is used to gather information on the digital rights associated with contributed items. A DRM control can display two pages in a contribution wizard: a Details page (name DRM – Ownership and rights) and an Access Control page.

The Navigation builder control adds a page to the contribution wizard that allows users to:

The packaged content can be arranged with a single attachment per menu node or organized with multiple tabs to group related attachments together. For example, a menu node can include images grouped with text, HTML, PDF or video attachments containing information such as transcripts and translations.

The Navigation builder configuration options include: Navigation menu pane

Navigation nodes can be created one at time or the button can be selected to bring in all the resource’s attachments and links, which can then be restructured.

Settings for entire menu section

Settings for selected menu item section

Click the attachment name (e.g. Tab 1) to display the attachment dialog.

The following options are provided:

Viewer options may include the following, depending upon the system MIME types configuration:

Click the Save button to save changes.

Added attachments are displayed by tab name in the Edit resource details list. To add further attachments, click Add Resource to display the attachment dialog.

Click X to remove an attachment from the list.

View content package

To view the resource package, click the Full screen or Full screen (new window) link under the Links to resources panel The packaged content displays.

The Large Image Viewer is used when an image is too large or detailed to be viewed in a single screen. Additional controls available in this viewer allow the user to zoom and rotate the image, or to show a thumbnail of the image.

Attachments

Depending on the configuration settings of the attachment control, addition of attachments may include the following types:

Upload a file

To upload a file

  1. Select Upload a file then click Next. The Upload files from your computer page displays.
  2. Use one of the following methods to select files:
    • Click Browse to open the Choose File to Upload page, navigate to the required file then click Open. The Upload files from your computer page displays with the selected file listed.

NOTE: This method allows only single files to be uploaded with each browse session. Click again to add another file. OR

The files are uploaded and a progress bar displays for each.

Once the upload is complete the progress bar displays green.

  1. Once all required files have been selected, click Add. The files are now listed on the wizard page.

File options are:

Once a file is edited and saved using an editor (e.g. Word), the Upload Changes and Ignore Changes buttons display. Select to implement the changes in the attachment.

Upload zip files

When one or more zip files are uploaded to EQUELLA, depending on how the system is configured to treat zip files by default, a Zip options dialog may display.

Select the required option:

Upload QTI packages

When a QTI package (a package conforming to the IMS QTI 2.1 standard) is uploaded during contribution, depending on how the system is configured to treat zip and package files by default, a Package options dialog may display.

Select the required option for ‘How would you like to treat this file?’:

Playing QTI packages

Once a QTI package has been uploaded to an EQUELLA resource, and the resource has been saved, the package can be played. As long as it has been stored as a QTI package, the default QTI quiz player will be used. When QTI packages are played in EQUELLA, a score accumulates, but is not stored. Each time a user logs in, the quiz will restart.

To play a QTI quiz

  1. From the results or Resource summary page, click on the required QTI package. The quiz start page displays.
  2. Click the Start test button to begin the quiz. The question titles display down the left hand side of the page, and a single question’s details show in the right-hand pane.

Note the following points:

To return to the results page, click View Results.

EQUELLA Resource

Select EQUELLA Resource then click Next to add an attachment associated to an existing EQUELLA resource.

The Select screen has the following links at the top of the page:

Select buttons

All the Select buttons on the results and summary pages initially look the same (+), but there are differences between the functions of some of them. Hovering the mouse over the buttons expand their labels. The exceptions are the Select buttons beside each attachment, which always show as +.

To view the Select button labels, hover over a button to view the button label. Buttons that have labels are:

Select summary page

The Select summary page button can display on the results and summary pages, depending on institution configuration.

To select the summary page from the Resource summary page, click the Select Item button.

When this button is selected, a link to the Resource summary page for this resource is added to the attachments list on the contribution wizard page.

Select all attachments

The Select all attachments button displays on the summary page.

When this button is selected, a single link for each attachment is added to the attachment list on the contribution wizard page.

Clicking on a link opens the single attachment in its default viewer.

Select package

The Select package button displays on the Resource summary page.

When this button is selected, a single link for all the attachments is added to the attachment list on the contribution wizard page.

Clicking on the link opens the attachments in the package viewer.

Selecting items

To select attachments, summary pages and packages using the Select buttons

  1. Click + beside the required attachment/s, summary page/s or package/s to add them as a selection.
    • Resource summary pages can be selected from the results page by clicking the + button in the footer of each result or by opening the Resource summary page and clicking the Select Item button
    • Attachments can be selected from the results page by clicking the circular down arrow icon to open the attachment display or by opening the summary page, then clicking the + button/s beside the relevant attachments. All attachments (each showing as a single link) can be selected by opening the summary page, then clicking the + button beside the Links to resources heading
    • Select package (showing as a single link that displays as a package in the course) can be selected by opening the summary page, then clicking the + button underneath the attachment list
    • The Selection panel displays the number of items selected, and enables the user to View selected or Unselect all.
  2. Once all required items are selected, click Return Selections. The My selections dialog displays.
  3. Select the required version option (if applicable).
  4. Click X to remove a selection.
  5. Click Return Selections . The selections display in the attachments list on the contribution wizard page.

URL

To add a URL link

  1. Select URL then click Next to add a URL. The Add a URL page displays.
  2. Enter the URL (e.g. http://www.equella.com) and click Add. The Edit URL details page displays. The Display name can be changed to something more meaningful than the actual web address if required (e.g. EQUELLA website), but the Website address must be prefixed with http://, not just www, or it won’t work.
  3. Click the Open URL in new window to go to the URL website. This is a good way to test that the web address entered is correct.
  4. Click Save to return to the contribution wizard page. The added website link now displays as an attachment.

Web pages

To add a web page link

  1. Select Web pages then click Next to add a web page. The Create web pages page displays. The Add Page link allows the user to open the EQUELLA HTML Editor and create web pages. The Import pages from scrapbook allows the user to select existing web pages from their Scrapbook.

To add a page link

  1. Click the Add Page link to open the Edit Page section.
  2. Click the Toggle full-screen link to open the Edit page in a full screen.
  3. Enter a Title and use the editor to enter the content in the Content section.
  4. Click Add to return to the contribution wizard page. The web page link now displays as an attachment.

To import pages from the scrapbook link

  1. Click the Import pages from scrapbook link to open the Select from scrapbook page. 2. Click the + button next to the required web pages, then click Return Selections. The My selections page displays with the selections listed. Click Return Selections, then Save. The selected web pages are now displayed on the contribution wizard page as attachments.

Google Books

To add a Google Books link

  1. Select Google Books then click Next to add a Google Books link. The Add Google Book page displays.
  2. Enter search criteria (e.g. overland track) then click Search Google Books. The search results display.
  3. Select the required references then click Add . If multiple selections are made, the contribution wizard page displays with the selected attachments listed. They can be edited or deleted from the list. If only one Google Book link has been selected, the Edit Google Book details page displays.
  4. Click the View on Google Books link to open Google Books and view the resource.
  5. Edit the Display name if required, then click Save. The contribution wizard page displays with the Google Book link listed.

Kaltura

Select Kaltura then click Next to display the Add Kaltura media page,

Click Back to Start to go back to the Pick resource type page.

The Add Kaltura media page provides the user with two options, Add existing Kaltura media and Upload new Kaltura media.

NOTE: Some institutions may be restricted to one of these options, in which case this step will not display.

Add existing Kaltura media

Selecting the Add existing Kaltura media option allows the user to search the Kaltura server for a relevant streaming media item then attach the link to the resource being contributed.

To add existing Kaltura media

  1. Click Next to display the Add Kaltura media search page. NOTE: Kaltura does not allow the use of wildcards. Additionally, a full word match must be made to return results.
  2. Enter search criteria (e.g. sample) then click Search Kaltura. The search results display.
  3. Select the required items then click Add. If multiple selections are made, the contribution wizard page displays with the selected attachments listed. They can be edited or deleted from the list. If only one Kaltura video link has been selected, the Edit Kaltura media page displays.
  4. Click the Play icon to play the streaming media item, or the Share icon to display share options. NOTE: The icons may differ depending on the player being used. Additionally, if the file is large, it may still be processing at this point.
  5. Edit the Display name if required. This is the name EQUELLA attachment name. The name is not changed in Kaltura.
  6. Select the required player from the Select player drop-down. The [Default player] is the player selected as the default for this Kaltura server.
  7. Click Save. The contribution wizard page displays with the Kaltura media link listed.

Upload new Kaltura media

Selecting the Upload new Kaltura media option allows the user to record a video using a webcam, or upload one or more local video or audio files to the Kaltura server, then attach the link/s to the resource being contributed.

To upload an existing video or audio file

  1. Click Next to display the Add Kaltura media search page.
  2. Select either the Video or Audio tabs.
  3. Click Browse and select the required video or audio file/s and select Open. Multiple files can be selected. The file/s display on the Upload videos page.
  4. Click Browse to add more video files, or the delete icon to remove a file from the list. Click Upload to start the upload to the Kaltura server. Once the upload is complete, the Status of the file displays as Done.
  5. Click Browse to add more video files, or click Next to open the Add Kaltura media – Title and Tags page
  6. Change the title if required, then add required tags (keywords) in the Tags field, using a comma to separate each entry.
  7. Select a Category from the drop-down list, if relevant. Categories can only be configured and browsed from the Kaltura Management Console (KMC).
  8. Enter a Description, if relevant. NOTE: If multiple files have been uploaded, the Title, Tags, Category and Description fields can be edited for each file by clicking on the required file thumbnail on the left. A
  9. Click Next.
  10. Click Add More Media to return to the start or Finish to complete the process. If multiple files have been uploaded a page listing the files displays, and the user selects the files to be attached to the resource. If multiple files are selected, the contribution wizard page displays with the selected attachments listed. They can be edited or deleted from the list. If only one Kaltura video has been uploaded, the Edit attachment page displays NOTE: The Kaltura conversion process can take some time to complete, depending on the number of files waiting for conversion, file sizes etc. It is safe to save the attachment prior to the completion of the conversion process.
  11. Edit the Display name if required.
  12. Select the required player from the Select player drop-down. The [Default player] is the player selected as the default for this Kaltura server.
  13. Click Save. The contribution wizard page displays with the Kaltura media link listed.

To record and upload a file to Kaltura

  1. Click Next to display the Add Kaltura media search page.
  2. Select the Webcam tab on the left-hand side. An Adobe Flash Player Settings confirmation dialog displays.
  3. Click Allow . The Add Kaltura media dialog displays, with a drop-down to select the camera to be used. This defaults if there is only one.
  4. Click Record to begin recording.
  5. Record the video, then click Stop.
  6. Click Play to view the video, or Record to re-record (this will overwrite the prior recording).
  7. Once happy with the recording, click Next. The Title and tags page displays.
  8. Enter a title, then add required tags (keywords) in the Tags field (if relevant), using a comma to separate each entry.
  9. Select a Category from the drop-down list, if relevant. Categories can only be configured and browsed from the Kaltura Management Console.
  10. Enter a Description, if relevant.
  11. Click Next.
  12. Click Add More Media to return to the start or Finish to complete the process. There may be a delay while the file is being processed by Kaltura. If multiple files have been uploaded a page listing the files displays, and the user selects the files to be attached to the resource. If multiple files are selected, the contribution wizard page displays with the selected attachments listed. They can be edited or deleted from the list. If only one Kaltura video has been uploaded, the Edit attachment page displays. NOTE: The Kaltura conversion process can take some time to complete, depending on the number of files waiting for conversion, file sizes etc. It is safe to save the attachment prior to the completion of the conversion process.
  13. Edit the Display name if required.
  14. Select the required player from the Select player drop-down. The [Default player] is the player selected as the default for this Kaltura server.
  15. Click Save. The contribution wizard page displays with the Kaltura media link listed.

YouTube

To add a YouTube link

  1. Select YouTube then click Next to add a YouTube link. The Add YouTube page displays.
  2. Enter search criteria (e.g. equella) then click Search YouTube. The search results display.
  3. Select the required videos then click Add. If multiple selections are made, the contribution wizard page displays with the selected attachments listed. They can be edited or deleted from the list. If only one YouTube link has been selected, the Edit YouTube details page displays.
  4. Click the View on YouTube link to open YouTube and view the resource.
  5. Edit the Display name if required, then click Save. The contribution wizard page displays with the YouTube video link listed.

iTunes U

To add an iTunes U link

  1. Select iTunes U then click Next to add an iTunes U link. The Add iTunes U resource page displays.
  2. Click the + to open the tree to locate the relevant resources. Each resource has an Add button beside it.
  3. ClickA Add to add the selected iTunes U resource to the contribution wizard page. The Edit iTunes U details page displays.
  4. Click on the Listen to this track link to listen to the resource with iTunes.
  5. Edit the Display name if required, then click Save. The contribution wizard page displays with the iTunes U link listed.

Flickr

To add a Flickr link

  1. Select Flickr then click Next to add a Flickr image link. The Add Flickr image page displays. Elements of the Add Flickr image page include:
    • Search—enter search criteria (e.g. Tasmania)
    • Over— – Text and tags—perform a free text search, matching values in a photo’s title, description or tags.

– Any tags—search tags for ANY match of search criteria terms (OR combination).

–All tags—search tags for match of ALL search criteria terms (AND combination).

– Interestingness—this is a Flickr term translating to ‘level of interest’

– Date taken

– Date posted

– Check the check box to reverse the order of the results

– Date photo taken

– Creative Commons licences

– Flickr Institutions

– Flickr user’s FlickrId, username or email.

The results page elements can include: Name

  1. Select the required Flickr images then click Add . If multiple selections are made, the contribution wizard page displays with the selected attachments listed. If only one image has been selected, the Edit Flickr details page displays.
  2. Click on the View on Flickr link to open the image in Flickr.
  3. Edit the Display name if required, then click Save. The contribution wizard page displays with the Flickr image link listed.

External tool provider (LTI)

To add an LTI provider link

  1. Select External tool provider (LTI) then click to add an LTI provider link. The Add external tool page displays.

NOTE: EQUELLA has a setting (External Tool Providers (LTI)) which allows administrators to configure Base URL information for LTI Tool Providers that provide one or more tools. If the core information for these providers is pre-configured, the user only needs to select the LTI provider from the list and enter the Launch URL during contribution. The rest of the information will default from the pre-configured record.

  1. From the LTI provider drop-down, select either a pre-defined tool provider if the required tool provider displays in the list, otherwise leave as Automatic, based on URL. NOTE: If a pre-configured LTI provider has been selected, any information added in the Advanced settings fields will override the preset configuration, except Custom parameters, which will add to current custom parameters configured through Settings, rather than overriding them.
  2. Enter the LTI tool Launch URL (e.g. https://www.edu-apps.org/tool_redirect?id=quizlet).
  3. For new LTI provider tools, enter the Consumer key, Shared secret and any Custom parameters, if required. These would be provided to you by the external LTI tool. NOTE: If multiple custom parameters are required, separate each parameter with a comma.
  4. For new LTI provider tools, enter the Icon URL. This is the icon that will show on the results page for the LTI tool. Note that if a pre-configured tool has been selected, adding an Icon URL will override any Icon information stored as part of the pre-configuration.
  5. For new LTI provider tools, uncheck the Use default privacy options checkbox to enable the Share launcher’s name and Share launcher’s email checkboxes, then select the option/s required:
    • Share launcher’s name – if enabled, the full name of the user launching the tool will be shared with the tool provider
    • Share launcher’s email – if enabled, the email address of the user launching the tool will be shared with the tool provider.
  6. Click Add. The Edit attachment dialog displays.
  7. Edit the Display name, if required.
  8. Click Save. The contribution wizard page displays with the LTI tool link listed.

Edit attachments

Once all required attachments have been added to the current contribution, they are listed on the contribution wizard page.

File options are:

Edit—opens a page displaying file metadata and file editing options. Note that this page displays automatically when only a single file has been uploaded. The following options may display:

Once a file is edited and saved using an editor (e.g. Word), the Upload Changes and Ignore Change buttons display. Select Upload Changes to implement the changes in the attachment.

Replace—opens the Pick resource type page. Another file can be selected, and the option to Replace the current file or Add the new one is offered.

Delete—removes file after confirmation.

Reorder attachments

Once a resource has been saved, users who have the permission to edit resources have access to the Reorder attachments link under the Links to resources box on the Resource summary page, when there are two or more attachments uploaded. Clicking this link start the reorder session, where direction arrows or drag and drop can be used to change the order of the attachments in the list.

To reorder attachments

  1. From the Resource summary page, click the Reorder attachment link below the Links to resources box. The Reorder session opens.
  2. Change the order of the attachments in the list by clicking the direction arrows, or dragging and dropping files into the desired position.
  3. Click Save to save the changes and close the reorder session.

Attachment restrictions and warnings

When administrators configure contribution wizards, they may choose to restrict the number of attachments that can be selected, the maximum file size that can be uploaded or the type of file that can be uploaded during contribution.

A relevant warning message is displayed in these instances.

Number of attachments exceeds maximum number allowed

Typically, an Add a resource link shows at the bottom of an attachment control during contribution.

If a maximum number of attachments has been set for an attachment control, and the maximum has been reached, the Add a resource link won’t display.

In this case, if one or more attachments are deleted, the Add a resource link will display.

If multiple attachments are added in one process (e.g. file drag and drop, multiple youTube videos selected etc.), a message displays to inform the user that the limit has been breached.

The resource cannot be successfully saved until the number of attachments is equal to or less than the restriction maximum.

File upload size larger than restriction

Administrators may restrict the upload file size for files being uploaded during contribution.

If a maximum file size restriction has been set for a contribution wizard attachment control, and a contributor tries to upload a file larger than the restriction size during contribution, a message displays to inform the contributor.

If a number of files are uploaded using the drag and drop function, and one or more breach the maximum size allowed, a message displays for each offending file to inform the contributor of the breach, and that the file will be skipped from the upload.

File type not allowed

Administrators may restrict the types of files (by MIME types) that are allowed to be uploaded for an attachment control (e.g. restrict to image file types).

If a MIME type restriction is in place, and a contributor tries to upload files of other types during contribution, a message displays to inform the contributor.

If a number of files are uploaded using the drag and drop function, and one or more breach the file types allowed, a message displays for each offending file to inform the contributor of the breach, and that the file will be skipped from the upload.

Calendar

The Calendar control allows the selection of a date or date range, for example to select a publication, creation or modification date, or to control resource use or availability.

Click the Date field or the Calendar Icon to display a date selector.

Select a date to populate the Date field with the selected date.

The year drop down list ranges from 50 years prior to 10 years from the current year. Calendar controls may be configured to require only the month and year or only the year in addition to the full date.

Calendar controls can also be configured to enter a date range.

Check box group

A Check box group provides a number of options where one or more elements can be selected by checking the boxes provided.

Check box selections can enable other controls to be displayed, depending on how the contribution wizard is configured.

Selected check boxes can be unchecked by clicking on them. Check boxes may also be pre-checked by default.

Edit box

The Edit box allows the entry of basic text such as names, descriptions, tags, keywords, comments etc.

The Description edit box has inactivated scroll arrows. These arrows become functional if the amount of text entered is larger than the size of the edit box.

Email selector

The Email selector allows the entry of one or multiple email addresses (depending on its configuration).

To select emails

  1. Either type the email address in the edit box then click Add, or click Search for a use to open the Search for users page.
  2. Enter search criteria then click Search. The search results display with a radio button (where only a single user can be selected) or check box (where multiple users can be selected) beside each name.
  3. Select the required name/s then click Select this User . The email address/es display in a list.
  4. Click X to remove an email address.

File manager

The File Manager is used for uploading, downloading and managing contributed files. The File Manager control appears as a button in the contribution wizard.

Click Launch File Manager to display the File Manager page

To add files to the File Manager, there are two options:

Select a file to enable the File Manager buttons. (Note: The Extract Archive button is only enabled if the selected file is an archive file.) The File Manager provides the following file management options:

Uploaded items that have been selected to Show in Item Summary display in a list under the Launch File Manager button on the contribution wizard page.

Synchronise files

If a file uploaded using the File Manager has been edited, an ‘Unsynchronised changes detected to X files’ message is displayed with a Synchronise Now button.

Click the Synchronise Now button to display a Select Changes to Synchronise dialog, listing the files that have been changed.

Check the check boxes corresponding to the files to be synchronised, and click the Synchronise Now button to align the files.

When a resource is contributed the files selected and marked with a paper clip icon are listed as attachments on the resource summary page.

HTML edit box

The HTML edit box control provides an inline HTML Editor in the contribution wizard that allows users to create HTML content during contribution which will be saved as part of the resource metadata.

The HTML Editor can be displayed automatically or ‘on demand’, where the editor defaults to read only and a link is selected to open the editor.

Select the [Click here to edit] link to enable the HTML Editor. Select the Toggle full-screen link to open editor in a full screen. Create or edit content as needed then select the [Click here to lock] link to store any updated content and disable the Editor. The content is displayed as part of the resource metadata.

The HTML Editor operations can include:

List box

The List Box control provides a drop-down list of selectable options.

Click anywhere in the Please select one edit box or on the down arrow to display a drop-down list of options, then select the relevant value. The selection may cause other controls related to the selection to be displayed.

Radio button group

The Radio button group control displays a group of options where only one can be selected.

Radio button selections can enable other controls to be displayed, depending on how the contribution wizard is configured. Radio buttons may be pre-selected by default.

Shuffle box

The Shuffle box control allows users to select one or more values by moving them from one pane to another using the arrow buttons. Select a value from the left-hand pane and move it to the right-hand pane by clicking the > button, or move all values using the button ». Use the < and « buttons to remove elements from the right-hand pane.

Shuffle group

The Shuffle Group control allows users to add and delete groups of details in a list (e.g. course and subject details). It can include Edit Box and List Box controls.

Select the Add link to add a value.

Enter relevant data in Edit Box fields, select options from the List Box drop-down list then click OK to populate the list box with the information. Values are separated by a forward slash (e.g. Course / Subject /). Multiple groups of information can be added. Select the Edit link to edit a value in the list. Select the Delete link to remove a value from the list.

Shuffle list

The Shuffle list control allows users to add any number of values to a list (for example, a list of multiple authors relating to a single document).

Enter details in the top field, then click Add to move it to the list box below.

Select the Edit link to edit a value in the list.

Select the Delete link to remove a value from the list.

Term selector

The Term Selector control allows selection of one or more terms from an associated taxonomy. It can be displayed in the following ways:

To use the auto-complete edit box

  1. Start typing a term in the edit box (e.g. lect). A list of matching terms displays as a drop-down list.
  2. Select the required term to display the term path in the edit box.
  3. Click Select. The selected term displays in a list box under the term selector edit box. Multiple terms may be added. Click X to remove a value from the list.

    Detailed Pop-up browser

    When a term selector is configured with a Detailed Pop-up browser, a new page opens to select the required terms.

To use the Detailed Pop-up browser

  1. Click the Select terms link to open the browser.
  2. Click + to expand the term tree. Each term has a Select and View link. Click the View link to display the term details in the right hand pane.
  3. To select a term, either click the Select link from the left hand pane or click Select this Term from the right hand pane. The term is listed in the Selected terms list at the bottom of the right hand pane. Multiple terms can be selected, depending on how the term selector has been configured. Terms can be removed from the Selected terms list by clicking X.
  4. Once all required terms have been selected, click OK . The terms selected now display in the term selector list on the contribution wizard page.
  5. Click X to remove a term from the list or Select terms to add more terms.

    Wide Pop-up browser

    When a term selector is configured with a Wide Pop-up browser, a new page opens to select the required terms, the same as the Detailed Pop-up browser.

To use the Wide Pop-up browser

  1. Click the Select terms link to open the browser.
  2. Click + to expand the term tree. Each term has a Select link.
  3. To select a term, click the Select link beside the required term. The term is listed in the Selected terms list at the bottom of the page

Multiple terms can be selected, depending on how the term selector has been configured. Terms can be removed from the Selected terms list by clicking X.

  1. Once all required terms have been selected, click OK. The terms selected now display in the term selector list on the contribution wizard page. Click X to remove a term from the list.

Search Terms page

When using a term selector with either pop-up browser types, the Browse Terms page displays. If a user would prefer to search for a specific term rather than browse, the Search Terms tab can be selected.

To use the Search Terms page

  1. From the pop-up browser Browse Terms page, select the Search Terms tab. The Search Terms page displays.
  2. Enter a search term (e.g. ex) then click Search. All matching results display. Click the Select link next to the required terms, then OK .

User selector

The User selector control enables the selection of users and stores the user’s details with the resource.

To select users

  1. Select the Select a user link to open the Search for users page.
  2. Enter search criteria such as a first name, last name or part of a name (e.g. jo) then click Search. Any users that match the criteria display in the results list.
  3. Select the required user or users, then click Select this user . The selected user or users display in a list box.
  4. Select the Select a user link to add further users to the list.
  5. Click X to remove a value from the list.