View on GitHub

openEQUELLA

A digital repository providing a single platform to house your teaching and learning, research, media, and library content.

Integrated LMS User Guide

Table of Contents

Overview

openEQUELLA is an advanced digital repository that can be integrated with a number of Learning Management Systems. openEQUELLA incorporates a digital repository and content authoring tools which enable users to search, create and manage content such as images, audio, video, packaged content, web links, text, PDFs and Microsoft Office™ documents. From within the LMS, users can create and add openEQUELLA resources to courses or contribute resources to the openEQUELLA repository.

The purpose of this guide is to demonstrate to users how to integrate openEQUELLA resources using an LMS. Individual user guides are available for the supported LMS and are linked at the end of this document. Users will learn how to search for, create and manage available resources, and how to add these materials to courses.

openEQUELLA Integration screen

The openEQUELLA Integration screen includes the following features:

openEQUELLA Integration screen elements

For the Search, Browse, Favourites and My Resources pages, the integration screen is made up of the Search/Results panel and the LMS panel.

Links are listed along the top of the screen, and can be selected to change the page view. Available pages are:

The Search/Results panel has relevant search options for each page, and the Results box underneath.

The LMS panel shows the Course title, and lists the Course locations. The course content page that the openEQUELLA Integration screen was accessed from is highlighted and bolded. openEQUELLA resources are selected and added to course content pages during the selection session. Selections can be previewed before they are saved to the course content pages by clicking the course content page or clicking the Review all selections link.

openEQUELLA Integration pages

The Search page enables users to search all resources, a specific collection or an advanced search. Additionally, users can search the Cloud (OER) for matching results. The Search page is the default display option when the integration screen opens, but can be accessed from other pages by clicking the Search link at the top of the page.

The Search page displays the Search box above the Results box.

The Search box comprises:

To search for a resource

  1. Enter keyword/s (e.g. physiology) in the search field.
  2. Select a suggestion or click Search to return matching results. The matching results from the openEQUELLA repository are displayed (local results).

The number of search results viewable on the current page is displayed alongside the total number of matching results. Search results can be sorted and filtered.

Search by collection

Select a collection (e.g. Learning resources) to display only matching resources belonging to that collection. If the Search field is left blank, all resources belonging to the selected collection are displayed.

To search within a specific collection

  1. Click the Within drop-down to display the available search categories.
  2. Select the required Collection to display only resources belonging to that collection.

An advanced search provides a means of searching specifically within the metadata (information) associated with a resource. It makes searching for a particular resource easier, and can be targeted to specific users, groups or roles.

To conduct an advanced search

  1. Click the Within drop-down to display the available search categories.
  2. Select an advanced search (e.g. Learning resources advanced search) from the Advanced searches list. The advanced search criteria page displays.
  3. Select criteria (e.g. click Image in the Format of resource section) and click at the bottom of the criteria page to display the search results page with search criteria in place. An additional Where section is added to the Search pane.
  4. Select Edit Query from the search pane to open the advanced search criteria page and change or refine the search criteria, or Clear to remove the criteria.

Cloud searching

The Cloud search (when enabled) occurs simultaneously with the standard openEQUELLA search and searches the OER repository in the cloud. When a search term is entered on an openEQUELLA search page and matching items are located in the cloud, the user can easily view and select cloud content in addition to local openEQUELLA content.

To view Cloud results

  1. Once a search has been performed, from the results page click the Found x cloud results link in the bottom-right of the Search box to view the matching OER results.
  2. Click the Local resource link to return to the local resource results.

Browse

The Browse view enables users to browse the openEQUELLA repository using pre-defined hierarchy topics.

To Browse openEQUELLA resources

  1. Select the Browse link from the top of the page.
  2. Select the required hierarchy topic/subtopic to view results. When drilling down into hierarchy sub-topics, use the breadcrumbs to move back to higher-level sub-topics.

Favourites

The Favourites view displays resources or searches that have been marked as favourites by the logged on user.

Viewing favourite resources

To view the Favourites (Resources) page

  1. Select the Favourites link from the top of the page. The Favourites page opens and favourite resources display as the default.

Adding or removing favourite resources

Resources can be added to or removed from Favourites by clicking the Add to favourites link or Remove from favourites link from the search results page.

Viewing favourite (saved) searches

To view favourite (saved) searches

  1. Select the Favourites link from the top of the page. The Favourites page displays showing favourite resources.
  2. Click the Searches link at the top left of the Favourites page to view saved searches.

Saving favourite searches

Useful searches can be saved as favourites by users.

To add a search to favourites

  1. Run the required search, then click the Add search to favourites link found in the Search box on the Search, Browse and My resources pages.
  2. The Add search to favourites dialog displays.
  3. Enter a name for the search, then click . The search now displays on the Favourites – Searches page.

My resources

The My resources page enables the logged-in user to view and select the openEQUELLA resources which they own in one place, including resources with statuses other than Live.

To view My Resources

  1. Select the My resources link from the top of the page. The My resources page displays.

This page includes the following views:

Contribute

The Contribute page provides the ability to create a new openEQUELLA resource that can then be selected and added to an LMS course (depending on the moderation process required prior to a resource ‘going live’).

To view Contribute page

Select the Contribute link from the top of the page. The Contribute page displays.

Users can select from the Quick contribute pane (which uploads a file, using the file name as the resource title and description in the openEQUELLA repository) or a standard collection.

Quick contribution

To create a new openEQUELLA resource using Quick contribution

  1. Select the Contribute link from the integration screen. The Contribute page displays.
  2. In the Quick contribution panel, click Browse and locate and Open the required file.
  3. Click Upload.

The file is automatically added to the LMS course location the Integration screen was accessed from.

Additionally, the file has been added into openEQUELLA with the file name as the title and description.

Standard contribution

To contribute a new openEQUELLA resource

  1. Select the Contribute link from the integration screen. The Contribute page display
  2. Select a collection (e.g. Learning resources) from the list of collections to display a contribution wizard that will guide the user through the contribution process. Wizard controls will differ for each collection. Contribution wizard elements can include:
    • Save —click the button to save the resource.
    • Preview—select this link to view the current and previous versions of the resource.
    • Cancel—select this link to exit the contribution wizard.
    • Next and Prev —use these buttons to navigate between multiple wizard pages.
    • Pages pane—lists the wizard pages. Select the page name link to move to that page.
  3. Enter all required information relating to the resource being contributed. Fields marked with an asterisk (*) are mandatory fields.
  4. Add attachments to the resource using the controls provided. To submit the resource to the repository
  5. Click Save to display a dialog.
  6. If the resource is not ready to be submitted, either:
    • Click Save Draft —the resource is saved as a draft and can be edited and submitted later, or
    • Click Close to close the dialog and return to the resource for further editing.
  7. If the resource is ready to be submitted, click Publish. The resource is published to the repository and can be selected for addition to a course. If the collection selected for contribution is associated with a Moderation Workflow, the dialog displays.

Select Submit for Moderation to enter the resource into the moderation workflow. The Summary page displays with the LMS panel.

Search results Standard view

The Standard view is the default view for the results page. Within the Standard view, results are displayed in groups of 10, 50 or 100 per page, with paging displayed at the end of the search results page. Information displayed for each matching result can include:

Other elements on the Search page include:

Modify key resource

Resources can be added as key resources to one or more hierarchy topics from the results page.

To add or remove a key resource to a hierarchy topic

  1. Select the Add to hierarchy link from the results page to display the Modify key resource page.
  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 will 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.

Sorting, filtering and sharing results

Resources can be sorted and filtered using the Sort and Filter drop-downs.

Sort results

Clicking the Sort drop-down opens the Sort pane, which provides options for sorting the results list.

The Sort results by drop-down list can include: Relevance, Date last modified, Date created, Title or User rating. Selecting the Reverse order of results checkbox reverses the selected sort order, for example reversing a title ordering from A–Z to Z–A.

Click the Sort drop-down again to toggle the Sort pane display.

Filter results

Clicking the Filter drop-down displays the Filter pane which provides options for reducing the number of displayed results by entering filter criteria. Clicking the Filter drop-down again closes the filter options display.

The following filters are available: Filter by owner Click Select User to display the Select owner to filter by dialog. Enter search terms and click Search to display a list of matching results.

Select a user (e.g. Administration User) then click to filter the results to those owned by the selected user. The selected owner is displayed in the Filter by owner section.

The owner selected can be changed by clicking Change User, or removed by clicking Clear . Note that the Filter tab label displays in orange once a filter is set.

Filter by date modified Select a qualifier from the drop-down list: After, Before, Between or On, then click the in calendar field or on the Calendar icon to display a calendar control. Select Clear to remove the filtering criteria.

Clear filters

An ‘X records have been filtered out’ message is displayed when a filter has been applied to search results. Additionally, the Filter tab label is highlighted in orange.

Select the clear filters link to remove the filter criteria and display all results.

Share results

Search results can be shared with other users by sending them the search results for their use. Clicking the Share tab at the top of the Results box displays the Share search query pane where results can be shared by: RSS or Atom feed, via URL and via e-mail.

Search results Images view

Resource results can be viewed in an image grid format. Each resource can be allocated one image thumbnail to be used for the Images view from its image attachments. The images cannot be selected for course locations from the Images view, as the image thumbnail is representative of the whole resource, not just one attachment.

To display results in the Images view

  1. In the top-left of the Results box, click the Images link. The equivalent results in an image gallery format display.

The Search box can still be used to enter search criteria or restrict searches to specific collections or advanced searches, but the results show in a thumbnail format. Click the Standard link to return to the standard view.

Up to 30 images are displayed per page, with links to other pages if relevant. Image aspect ratios are maintained in the thumbnail views, making it easy to determine if the image has a horizontal or vertical orientation.

Hover the mouse over a specific image to display a larger version (image will show as actual size to a maximum of 500 x 500 pixels). While the mouse is hovering over a specific image, a menu displays at the bottom of the thumbnail, containing the following icons: Star Icon - Click to open the Add to favourites dialog and add the resource to your Favourites List Icon - Click to open the Modify key resource dialog to add or delete the resource as a key resource from a hierarchy Comment Icon - Click to open the Resource summary page with a focus on the Comments section.

Click the thumbnail image to open the Resource summary page.

Search results Videos view

Resource results can be viewed in a video grid format. Resources with attached video files or linked streaming media can display one video thumbnail and preview to represent the resource on the Videos view page. The videos cannot be added to course locations from the Videos view, as the video thumbnail is representative of the whole resource, not just one attachment.

To display results in the Videos view

  1. In the top-left of the Results box, click the Videos link. The equivalent results in a video gallery format display.

The Search box can still be used to enter search criteria or restrict searches to specific collections or advanced searches, but the results show in a thumbnail format. Click the Standard link to return to the standard view.

Up to 30 videos are displayed per page, with links to other pages if relevant.

Hover the mouse over a specific video to display a larger version with a Play button to start playing a review. To stop playing the preview, point the mouse away from the preview box. While the mouse is hovering over a specific video, a menu displays at the bottom of the thumbnail, containing the following icons: Star Icon- Click to open the Add to favourites dialog and add the resource to your Favourites List Icon - Click to open the Modify key resource dialog to add or delete the resource as a key resource from a hierarchy. Comment Icon - Click to open the Resource summary page with a focus on the Comments section.

Click the thumbnail image to open the Resource summary page.

Resource summary page

The Resource summary page is used to view, edit, comment and rate resources.

The summary page displays two tabs:

Summary tab

The Summary tab displays the following information:

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.

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 in the confirmation dialog.

Details tab

The Details tab has two sections:

The Details section can include:

Show all versions

If there are multiple versions of a resource, a list of the versions can be viewed.

To view all versions of a resource

  1. Select the (show all) link beside the current Version details.

The Versions of this item page displays, listing all resource versions and their statuses.

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.

  1. Select the title link of the version to display the resource summary page of the selected version.

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.

Find uses page

Use this link to view the LMS courses and course modules to which the resource’s summary page and/or attachments have been linked.

To view the Find uses page

  1. Click the Find uses link in the Details section of the summary page
  2. Select the required LMS instance from the Select a connector drop-down. Note that is there is only one configured connector, no selection is required.

The Find uses page displays.

NOTE: The first time you use this function, you will be asked to log into the LMS.

The courses in which the selected resource is current used are listed, with the Module and Date Added information. The Where this resource is used section elements include:

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 information about the resource details, which can include:

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:

Actions

The Actions area can display the following operations, depending on user permissions:

Add to external system

The Add to external system function is part of the openEQUELLA 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 openEQUELLA system.)

openEQUELLA 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 the Add to external system link from the Actions menu.
  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 the LMS the Show hidden courses to display any courses set as ‘hidden’ in Moodle, use to expand courses to show their locations 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 Resource .
  6. An action receipt confirming the successful addition of the resource is displayed at the top of the page.
  7. Click the Details tab link to return to the Details page.

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 a Remove link alongside.
  4. Click Back to return to the Details page.

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 Create a 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. Select the Select a collection drop-down to display the list of available collections.
  2. Select a collection.

To apply an optional schema transform to the cloned resource

  1. Select the Select a schema transform (optional) drop-down 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, a SCORM 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 tpics.

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.

Large image viewer

Large image functionality includes:

LMS panel

The LMS panel displays the details of the integrated LMS course and course locations.

The top section of the LMS panel contains the following elements:

The bottom section displays the LMS Course title and the course locations. NOTE: The course location where the Add an activity or resource link was selected is highlighted and bolded in the LMS panel. Resources can be selected and added to any course location.

Select and add resources to a course

From the search results page or the summary page, attachments and/or summary pages can be selected for addition to a course location.

Clicking the select button will add the selected attachment or summary page to the currently highlighted course location. There are a number of ways to make selections for course locations, including dragging and dropping and using the Select buttons.

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 Plus.

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.

When this button is selected, a link to the Resource summary page for this resource is added to the highlighted LMS course location.

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 highlighted LMS course location.

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

Select package

The Select package button displays on the summary page.

When this button is selected, a single link for all the attachments is added to the highlighted LMS course location.

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

Selecting items

Selection using buttons

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

  1. Check that the required course location is currently highlighted. To highlight an alternative location, click beside the location name. NOTE: The course location where the Add an activity or resource link was selected is highlighted and bolded in the LMS panel. If an alternative location is manually highlighted, the original remains bolded. Items are only added to the highlighted course location.
  2. Click plus beside the required attachment/s, summary pages or packages to add them to the highlighted course location.
    • 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 plus button beside the title.
    • Attachments can be selected from the results page by clicking the 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 in the course) can be selected by opening the summary page, then clicking the Plus button beside the Links to resources heading
    • All attachments (showing as a single link that displays as a package in the course) can be selected by opening the summary page, then clicking the Plus button underneath the attachment list

Selection using drag and drop

Users can also drag and drop Resource summary pages and attachments to the required course location.

To select resources or attachments using drag and drop

  1. Point anywhere on the required resource title bar (except the name link) or anywhere on the required attachment except the name link and button Plus) and click and drag to the required course location. NOTE: The user can drag to any course location, not just the one that is currently highlighted.

Viewing and saving selections

As items are selected, an animation displays on the screen, showing the selected item being added to the highlighted course. A number count displays beside the course location as items are selected.

To view and edit the items selected for one course location

  1. Click the required course location list (e.g. Week 1). The Edit resource selections dialog displays.
    • Click X to remove selections.
    • Use the version drop-down to change the version option. This option may not be available for some users, depending on how the institution version defaults are configured.
  2. Click OK to save changes and/or close the dialog.

To view and edit all selections in a selection session

  1. Click the Review all selections link at the top of the LMS panel.

The Edit resource selections dialog displays, showing all course locations where selections have been added.

To save selections

  1. Once all selections have been made for a selection session, click Save to close the Integration page and add the selections to the course locations.

LMS Specific User Guides

Blackboard Learn User Guide Brightspace User Guide