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Description
Examples of use
Browsing available resources
Navigating between resources and folders
Opening resources
Creating a new resource
Citations
Creating a new folder for one or more resources
Changing folder permissions
Revising resource information
Accessing resources from other sites
Custom ordering your resources
Showing and hiding a resource after it has been created
Moving a resource
Deleting a resource
Printing PDF resources
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Resources is the most widely used tool in classes and collaborations. In Resources, you can make many kinds of material available online. There are four types of resources: documents (word processing documents, spreadsheets, slide presentations, plain text, etc.); links to other websites; simple text documents that you crreate right on the CTools page, and html documents that you create right on the Ctools page.

Using the Permissions feature, site owners can control which types of users can post, delete, and read documents in specific folders. Site owners of project sites (not course sites) can make a resource available to anyone by choosing to add it with the "public view" setting checked. Anyone can then see that resource from the "Sites" link in the Gateway. (Note that if a folder is made "public," all folders and resources within that folder will also be public.) It is not possible to make resources in course sites "public."

Examples of use

Many classes post weekly readings in their Resources. It can include links to websites as well as other kinds of documents, like Adobe PDF files. Some also post presentations or slides used in lectures.

Using Permissions, a large collaboration site can use one folder in Resources as a space to archive important documents, and allow only certain site participants to modify those documents.

Browsing available resources

Click Resources in the left-hand menubar

You will see a short or long list of the resources and/or folders containing resources.

(Don't see the Resources button in the menubar? To add the Resources tool, see the Site Info section under Using the Tools in this online help.)

Viewing the contents of a folder

Click on the small folder icon next to the folder name or the name, itself.

Sorting resources

You can sort the resources by title (click Title), size (click Size), the resource creator (Created by), and when the resources were last modified (Last modified). Click any of these links again to reverse the order.

Getting additional information about a resource

For information about a resource, click the title of the resource.

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Navigating between resources and folders

You can navigate between resources and folders by clicking on the folder-name links after the word "Location:"

Location: Sitename Resources / foldernameB / foldernameC / foldernameD / foldernameE

Note that the first folder after the word "Location:" is your site's top resource folder.

This horizontal row or path of navigation links is commonly called "breadcrumbs."

You can also click the small folder-shaped icon with an arrow in it to go up one level.

Are you finding what you're looking for? Please send feedback about this online help guide to ctools-doc-comments@umich.edu Thanks! (For questions about using CTools, send email to ctools-support@umich.edu.)

Opening resources

- To open a resource, click on the title of the resource.

- To view the contents of a folder, click on the folder's name or the little folder icon next to the folder name.

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Creating a new resource

In Resources, you automatically has one top-level folder, which has the same name as your site, e.g., anthro 101. You can put resources directly into this top folder, or you can create additional folders for your resources. When possible, it is best to create a folder for a resources first, and then create the resource to go into it. See "Creating a Folder for One or More Resources," below.

First Steps:

1...Click Resources in the left-hand menubar.

(Don't see the Resources button in the menubar? To add the Resources tool, see the Site Info section under Using the Tools in this online help.)

2...Hold the cursor over the "Add" command to the right of the folder you want the resource(s) to go in. A menu of resource types will appear.

3…Choose the type of resource you would like to create by moving the cursor down the menu and clicking it.

Resource: Uploaded Files

A...After you complete steps 1 through 3, under "First Steps," above, do the following:

B.,,Click the Choose File button, select a file to upload, and click Choose.

C...You can add a name for the file resource. (If you don't add a name, CTools will use the filename for the name.)

D...To upload more files, click the Add Another File link and repeat steps A and B.

(You can remove a file at this point by clicking the red X next to it.)

E....When you are ready to specify more details about a file, click Add details for this item:

1...If you want, add a description for the file resource.

2...Choose whether to use your copyright information or type in other copyright information you would like to have used.

3... Under "Availability and Access" (for project sites only -- not course sites): Choose whether to have the new resource viewable by only those who are members of the site or by anyone (publicly viewable).

Note that if the folder into which you're putting the new file resource already has access specified, the new resource will automatically have that same access.

4...Also under "Availability and Access": Choose whether you would like to show or hide your resource at this time. If you choose Show, you can specify when you want the resource to begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time.

F....You can click Hide details for this item (up by the file's name) to hide all the details.

G...Choose whether you would like to have members of the site notified automatically via email when the file(s) are uploaded to the site.

H...Click the Upload Files Now button to complete the process.

A note about printing PDF resources:

Occasionally PDF resources cause error messages when they are printed from CTools. The following steps can help you avoid this problem:

1... Please keep PDF files sizes to less than 10MB or smaller whenever possible to reduce download and print rendering times.

2... Update your desktop software to the latest PDF creation software where possible to ensure maximum compatibility.

3... Please select the grayscale option when converting your documents to PDFs. Use this option when your PDFs do not absolutely have to be in color. The method for choosing grayscale varies from one type of computer to the next and from one application to the next. Often the option can be found in the print dialog box that opens when you choose the Print command.

Resource: Web Links (URLs)

After you complete steps 1 through 3, "First Steps," above, do the following:

A...Type the Web Address (URL) in the box.

You do not have to include the http:// For example, simply type umich.edu (You may need to include the www in some URLs.)

B...Add a name for the website. If you don't add a name, the URL will be used as the title of the resource.

C...To create another URL resource, click the Add Another Web Link and repeat steps A and B.

(You can remove a URL resource at this point by clicking the red X next to it.)

D....When you are ready to specify more details about a file, click Add details for this item:

1...If you want, add a description for the URL resource.

2... Under "Availability and Access" (for project sites only -- not course sites): Choose whether to have the new uRL resource viewable by only those who are members of the site or by anyone (publicly viewable).

Note that if the folder into which you're putting the new file resource already has access specified, the new resource will automatically have that same access.

3...Also under "Availability and Access": Choose whether you would like to show or hide your URL resource at this time. If you choose Show, you can specify when you want the resource to begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time.

F....You can click Hide details for this item (up by the file's name) to hide all the details.

G...Choose whether you would like to have members of the site notified automatically via email when the file(s) are uploaded to the site.

H...Click the Upload Files Now button to complete the process.

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Resource: HTML Page

You can create html resources using the WYSIWYG (what-you-see-is-what-you-get) editor. The WYSIWYG editor does not work with Internet Explorer or Safari on the Macintosh.

After you complete steps 1 through 3, "First Steps," above, do the following:

A...Type the content of your html document.

B... Click Continue

C...Type a Name for your html page.

D...Type a description (optional)

E...Specify the copyright information.

F...For project sites only (not course sites): Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

Note that if the folder into which you're putting the new file resource already has access specified, the new resource will automatically have that same access.

G...Under Availability, choose whether you would like to show or hide your resource at this time. If you choose Show, you can specify when you want the resource to automatically begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time.

H...Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

I...Click Finish.

Resource: Text Document

After you complete steps 1 through 3, "First Steps," above, do the following:

A...Type the content of your document.

B... Click Continue

C...Type a Name for your text document.

D...Type a description (optional)

E...Specify the copyright information.

F...For project sites only (not course sites): Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

Note that if the folder into which you're putting the new file resource already has access specified, the new resource will automatically have that same access.

G...Under Availability, choose whether you would like to show or hide your resource at this time. If you choose Show, you can specify when you want the resource to automatically begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time.

H...Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

I...Click Finish.

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Are you finding what you're looking for? Please send feedback about this online help guide to ctools-doc-comments@umich.edu Thanks! (For questions about using CTools, send email to ctools-support@umich.edu)

Citations

A new feature to create Citations has been added. This enables users to search and retrieve citatio ns and make URLs to content. It uses library metasearch tools, Google Scholar, and/or manually added citations.

Note: To create a citation list, your Resources Tool must be set to allow this feature. This can be set under "Options" on the home page of the Resources Tool.


Citation List -- FIRST STEPS

1...To create a citations list, first click Resources in the left-hand menubar

2...Hold the cursor over the "Add" command to the right of the folder you want the citation list to go in. A menu of resource types will appear.

3…Move the cursor down the menu and click Add Citation List.



Citation List -- MIDDLE STEPS: FINDING CITATIONS

4. Find and add citations using one or more of the following three methods.

Search Library Resources -- Search library catalog, article databases, and other resources.

A...Click the Search Library Resources button.

B...Enter search terms and click search to search the recommended databases.

C...Click Revise Citation List to choose which items will be in the list. Click Revise Citation List again.

D...Click Finish and continue with Step #5, below.

Search Google Scholar -- Search world-wide database of scholarly resources and save search results to this citation list.

A. Click the Search Google Scholar button.

B. Find the article that you wish to cite but do not click or open it.

C. Click the link Import into CTools, which is along the bottom of the article's listing in Google.

D. Click either Close Window to exit or click Back to Google Scholar to import more articles.

E...When you have imported all the articles, click Revise Citation List. On this page you can export or remove any of the articles. (Check the box next to an article and pull-down the Select Action menu to choose an action.)

F...Click Finish and continue with Step #5, below.

Create New Citation -- Add a citation by typing in data

A. Type in the necessary information in the form. that appears.

B...When you have typed in all your citations, click Click Save Citation. On the page that appears you can export or remove any of the articles. (Check the box next to an article and pull-down the Select Action menu to choose an action.)

C...Click Finish and continue with Step #5, below.

Citation List -- FINAL STEPS: ADDING DETAILS

5... Type a name for your Citation List.

6...Type a description (optional)

7.. For project sites only (not course sites): Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

Note that if the folder into which you're putting the new file resource already has access specified, the new resource will automatically have that same access.

8...Under Availability, choose whether you would like to show or hide your resource at this time. If you choose Show, you can specify when you want the resource to automatically begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time.

9...Choose whether you would like to have members of the site notified automatically via email when the resource is posted.

10...Click Finish.

Creating a new folder for one or more new resources

In Resources, you automatically has one top-level folder, which has the same name as your site -- for example, anthro 101. All new folders and resources that you create will be within this top-level main folder.

To create a new folder, do the following:

1...Click Resources in the left-hand menubar.

2...Hold the cursor over the "Add" command to the right of the folder you want the new folder (s) to go in. A menu of resource types will appear.

3…Choose Create Folders by moving the cursor down the menu and clicking it.

4...Type a name for a folder. (Required)

5...To create another folder, click the Add Another Folder link.

6...You can also type a description. (Optional)

7...Type a description (optional)

8..For project sites only (not course sites): Choose whether to have the new resource viewable by only those who are members of the site, or by anyone (Public View).

Note: If the folder into which you're putting the new folder already has access specified, the new resource will automatically have that same access.

Also Note: Making a folder available to non-members will also make everything in the folder available to the non-members. To make your new folder(s) visible to everyone, check the radio button next to "This folder and its contents are publicly viewabl.". Note that this only applies if your site has been published. If you leave the box unchecked, the folder and the resources within it will only be viewable by participants of the site.

9...Under Availability, choose whether you would like to show or hide your folder at this time. If you choose Show, you can specify when you want the resource to automatically begin showing and when you would like it to be automatically hidden. If you choose Show but don't specify a beginning and end, the resource will show all the time..

10...Click Create Folders Now.

Changing folder permissions

You can change the participant permissions for folders.

Hold the mouse over "Actions" to the right of the folder, then move the cursor down the menu and click Edit Folder Permissions link to the right of the folder. (To change folder permissions for the top folder, click the Permissions link along the top of the window.)

The visible boxes you see on the grid indicate where permission can be granted or removed. (Click the box to add a checkmark. Click again to remove the checkmark.) Click Save to apply the changes you have made in Folder Permissions.

See the section"Permissions and Roles" in this online help for a description of the various participant roles.

Revising resource information

Note: With the exception of Simple Text and HTML document resources, the revise option only allows you to revise the information about the resource, such as the description or copyright information, and not the contents of the actual resource itself.

1... Hold the cursor over "Actions" to the right of the resource, move the cursor down the menu, and click the Revise details.

2... In the window that opens, make the changes you want.

3... Click Update.

For information about navigating between resources, see the section "Navigating between resources and folders," above.

Accessing resources in another site

It is possible to view, copy, delete or move resources in other sites and between sites that you have permission to.

To view other resources, click the link "Show other sites" at the end of your resource list.

The directions in this section (Resources) of the online help for revising, moving, copying and removing resources apply to the resources in other sites as well.

To copy or move a resource from another site to the site you are in:

1... Check the box next to the resource in another site that you want to move.

2... Click the Move link above the resource list.

3... Go to the top resource folder in your site by clicking that folder in the breadcrumbs. (For information about navigating between resources and using the breadcrumbs, see the section "Navigating between resources and folders," above.)

4... Click the clipboard icon next folder you would like to put the resource in.

Custom ordering your resources

To change the order of the resources in a site, do the following:

1...Hold the cursor over "Actions" to the right of the folder that contains the resources you want to reorder, move the cursor down the menu, and click the Reorder.

2...To move a resource up in the list, click the little up arrow. To move a resource down, click the down arrow.

3...When you have the items in the desired order, click Save.

Showing and hiding a resource after it has been created

You can choose to either show or hide (or show and hide at specific times) a resource when you create it (see "Creating a Resource,"above), or you can edit a resource after it has been created and at that time choose whether to show it, hide it, or show and hide it at specific times.

1... Find the resource you would like to change in the list of resources for a site.

2.. Hold the cursor over "Actions" to the right of the resource, move the cursor down the menu, and click the Revise details.

3...In the form that appears, under Availability, choose whether you would like to show or hide your resource at this time by clicking the radio button next to Show or Hide.

4...If you choose Show, you have the option to specify times and dates for the resource to automatically begin showing and hiding. If you choose Show but leave the show and hide times and dates blank, the resource will show all the time.

5...Click Update at the bottom of the page.

Moving a resource

1... Check the box next to the resource you want to move.

2... Click the Move link above the resource list.

3... An icon of a clipboard will appear next to the folders. Click the icon next to the folder you would like to move the resource to.

For information about navigating between resources, see the section "Navigating between resources and folders," above.

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1... Check the box next to the resource you want to delete.

2... Click the Remove link above the resource list.

A confirmation screen will appear asking if you are sure you want to delete the item(s).

3... Click Remove or, if you don't want to delete the Resource, click Cancel.

For information about navigating between resources, see the section "Navigating between resources and folders," above.

Occasionally PDF resources cause error messages when they are printed from CTools. The following steps can help you avoid this problem:

1. Please keep PDF files sizes to less than 10MB or smaller whenever possible to reduce download and print rendering times.

2. Update your desktop software to the latest PDF creation software where possible to ensure maximum compatibility.

3. Please select the grayscale option when converting your documents to PDFs. Use this option when your PDFs do not absolutely have to be in color. The method for choosing grayscale varies from one type of computer to the next and from one application to the next. Often the option can be found in the print dialog box that opens when you choose the Print command.

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Keywords: upload a file, upload a document, uploading, pdf

Description

This document is designed to compare the basic functions of the Resources tool from the previous version of CTools (from the 2006-2007 school year) with the new version for Fall 2007.

The changes in the new version of Resources were designed to simplify the processes of uploading, creating, and revising resources.

The previous version of Resources had text links for the actions for each resource, including add, revise, duplicate, and reorder.

The new version of Resources has grouped these text links into two drop-down menus: "add" and "actions". All new folders and resources are created/uploaded via the "add" drop-down menu while other functions such as revise, reorder, copy, etc. are in the "actions" drop-down menu.

In the previous version of Resources, users clicked the "Add" text link to begin uploading a new file resource.     In the new version of Resources, users will click the "add" drop-down menu and then select "Upload Files"

While the previous version listed all options (copyright, access, availablity) in one long page, the new version of Resources, by default, only shows the file to be uploaded, the display name, and email notification option. To view the other options for the file, click the "Add details for this item" link to show description, copyright, availability, and access.

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