Collaborative folder

Last modified by Carina Enke on 23.01.2024

The collaborative folder is an integral part of the ePortfolio and allows for the compilation and organisation of collected artefacts. The folder can be flexibly structured with areas and pages.

Create collaborative folder

To create a collaborative folder, proceed as follows:

1	Open the tab Teach & Learn.
2	Click on the menu item My ePortfolio and select the option *Create collaborative folder*.
3	The dialogue window *Create new collaborative folder* opens.
4	In the first step, enter a title and optionally a description.
5	Select the *Finish* button to create an empty folder.
6	Click on the *Use template for collaborative folder* button to use a preconfigured basic structure within the folder.
7	The dialogue proceeds to the next tab. Here you will be shown all of the available collaborative folder templates. Select the desired template with . You can filter existing templates with the *My templates* or *All templates* tabs, or search for a template using the search box.

Open collaborative folder

1	Open the tab *Teach & Learn*.
2	In the left navigation menu, select the entry *Collaborative folders* from the section *My ePortfolio*.
3	All collaborative folders you have access to will be displayed. In the example, the display mode is set to preview. To switch the table view, you will find help at Switch view.
4	To open a collaborative folder, click on its title.

Release collaborative folder

Collaborative folders are visible by default only to the owner. However, with the function Customise release, you can also share your collaborative folders with other users and define a release period.

Release rules allow you to share collaborative folders with specific learning platform users, groups or even external users. You can add any number of release rules and delete them at any time using the recycle bin button.

To define release rules, proceed as follows:

Select the respective collaborative folder and click on the gear icon Icon_Rädchen.png

ePortfolio - Freigabe einer Sammelmappe anpassen_en.png

Then click on Customise release.

A window opens in which you can configure a first release rule. For more rules, click on New release rule.

You have the following configuration options to define the type of release:

Type of release	Description
Selected users	You can select individual registered users by entering their names in the field with the +. Start the search by entering their first and last name or full email address. Please note that it is possible to assign a rule to multiple users, which is why you do not have to define a new rule for each and every user.
Selected groups	You can share the collaborative folder with specific groups. However, folders can only be shared with groups, in which you participate as a member or owner. The selection works in the same way as for users.
Link	You can grant users access to your collaborative folder via a link. To do this, enter the full email address and optionally the first and last name of the user. Then copy the link and send it. Using this release option, you can also allow non-registered users to view the collaborative folder.
All users of the learning platform	You can share the folder with all learning platform users.

In addition, you can use the Send invitation button to send an automatic notification to the configured users of the release rule. These users will then receive an email with the link to the collaborative folder to the email address they have provided.

Click on Save to confirm the release rule.

Copy collaborative folder

To copy a collaborative folder, proceed as follows:

1	Open the section My ePortfolio>Collaborative folders in preview mode. Click on the gear icon in the upper right corner of the desired collaborative folder.
2	Select the entry *Copy*.
3	A dialogue window opens in which you can enter a title and description for the copy. Then choose whether the folder should be copied with artefacts (content) or whether only its structure should be adopted.
4	Select the desired option.
5	The copied collaborative folder will be displayed in the overview.

Delete collaborative folder

To delete a collaborative folder, proceed as follows:

1	Open the section My ePortfolio>Collaborative folders in preview mode. Click on the gear icon in the upper right corner of the desired collaborative folder.
2	Select the entry *Delete*.
3	Confirm the dialogue with *Delete*.

If you have activated the table view, the collection functions Delete and Copy will be available to you. Just mark the checkboxes in front of the collaborative folders you wish to delete or copy and select the corresponding icon from the upper menu bar.

ePortfolio - Sammelmappe Tabellenfunktionen_en.png

Attention

If you delete a collaborative folder with linked artefacts, only the links will be deleted, but not the artefacts.

Add artefacts to collaborative folder

You have two options to add an artefact to a collaborative folder:

Adding artefacts in the new user interface

To assign an artefact to a collaborative folder, proceed as follows:

1	Open the collaborative folder by clicking on its title.
2	Select a collaborative folder page from the navigation bar on the left.
3	Select the Create button to create a new artefact and assign it to the folder.
4	Click on *Link to artefact* to reference an existing artefact in the collaborative folder.

Adding artefacts to collaborative folders in the editing mode

Open the collaborative folder you wish to edit by clicking on its title.

ePortfolio - Sammelmappe Editiermodus öffnen_en.png

Select the pencil icon from the menu at the top of the page (open editor).

A menu with the structure of the collaborative folder appears on the left.

ePortfolio - Editoransicht Sammelmappe_en.png

Here you can adjust the title or the description of the folder as well as the individual pages.

Select a page.

Now you can add a structural element and link or create an artefact.

	Add structural element	Another structural node will be added to the page. You can enter a title and description.
	Link artefact	Pick an existing artefact and click on *Select*.
	Add artefact	Click on *Add artefact* in the upper right corner. A window opens in which you can select the artefact type. For more information, see the help page Artefacts.