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Resources: Overview

What it does

Using the "Resources" tool, you can share many kinds of material securely with members of your site, or make them available to the public. You also have your own private "Resources" area in your My Workspace.

Key Concepts

Things to Consider

Resources Basics

Adding a Resources Folder

Create Folders

In the left-hand menu, or drop-down menu from the course site tab found in My Workspace, select Resources. By default, the “Resources” tool has one root folder. This folder’s title is the same as your course’s title. Creating sub-folders to the main folder may be useful for both you and your students in order to help organize materials into categories such as “Lecture Notes,” “Readings,” “Week 1 Materials,” etc.

  1. Select the Add link to the right of the folder to which you want to create a sub-folder underneath it.
  2. From the drop-down list, select Create Folders.
  3. Enter a name for your folder.

(See the Creating a Student Folder in Resources article to find out how you can designate and enable a specific folder for your students to add content to).

Unsupported Characters

When naming an item such as a file, folder, discussion forum, or wiki page, avoid using either foreign characters or the unsupported characters below, as any of these characters can cause an error.

Important Note: Even if the file appears to load correctly, it will not display if you include such symbols in the filename. It's possible that you could use one of these symbols and not receive an error while uploading; however, when others try to access the file, they will receive an error.

Unsupported Character List

Back slash \
Forward slash /
Question mark ?
Asterisk *
Quotation mark “
Colon :
Less than <
Greater than >
Hash mark #
Percent sign %

Adding a File for Viewing or Downloading

Add Resource File
  1. Select the Add link to the right of the folder to which you want to upload a file.
  2. From the drop-down list, select Upload Files.
  3. To choose your file, select Browse and then click Open.
  4. Locate the file you want to upload from your computer and double click on it.
  5. Enter a Display Name. Display Names are shown on the Resources home page. By default, CLEW enters the filename as the file’s Display Name, which you may keep or change. It is recommended to make the Display Name as meaningful as possible.
    • To upload large files or multiple files, you may want to consider using WebDAV to be able to drag and drop files from your computer to the server. To include information about the contents of the file or folder that is viewable when you click the (INSERT I) image, click Actions, Edit Details. Enter content into Description field, and click Update to save.
  6. Copyright Status Please check the copyright status for materials you've linked to or uploaded to ensure that the copyright information is accurate and you have appropriate permissions to post materials on your site. Selecting this status is mandatory (see image below).

For more information on copyright, visit Campus Copyright Information.

Upload Files

Setting Access and Display Options for Resources Files

  1. (Optional) To add a description or any other details, such as who can access the file or when it should be visible, select Add details for this item beside the file name. (See the Availability and Access article for more information).
  2. (Optional) To upload a second file at the same time, select the Add Another File link. You can then select another file to upload by repeating the steps above.
Add Another File

Creating a Short URL for Resource

NEW292.jpg Users can now make a short URL to direct other users to that resource.

Short URL Option
Short URL Option

If you'd like to send someone the link for a resource, click Actions, then Edit Details for the resource. Then scroll down to Web address (URL). Click the Short URL checkbox. Then click Select URL (for copying). Paste that URL into the document you'd like to share with someone. Be advised, if the link will be viewed outside of CLEW (i.e. an email or open webpage), the resource Availability and Access property must be set to be publicly viewable.

Sending Resources Update Emails

  1. If you want to send an email notification to all students, scroll down to the Email Notification section. Selecting High - All participants from the drop down menu, will send an email to all participants in the site. Selecting Low – Only participants who have opted in will send an email to those who have enabled low-priority emails to be sent to them in their individual preferences (found in My Workspace -> Preferences -> Notifications). The default option is None – No notification so if you do want an email to go out, you need to select the correct option. These options are consistent throughout other tools in CLEW with emailing options. Emails will be sent to students only if the site is “launched .”
  2. Select Upload Files Now to finish uploading the file. You will be returned to the Resources home page, or the folder you were working in.
Email Notifications

Uploading or Downloading Multiple or Large Files

Using WebDAV, AnyClient or CyberDuck

Maximum size file limits for upload are displayed on the Upload Files screen. Currently you can upload only 50 MB at a time. To upload more than 50 MB at a time, use the Upload-Download Multiple Resources link and follow the instructions. This will enable you to use a program called WebDAV, which allows you to map and transfer your files from your hard drive directory to your CLEW site or vice versa. Mac users may want to try Cyberduck(open source software), which will provide the same functionality (CyberDuck is now available for PCs' too). Another free file transfer software program that some report is helpful, is called AnyClient. Those using Windows 7 might benefit from this utility program. More detailed instructions are available in the WebDAV article.

See the Resources article for complete instructions on how to edit, delete, copy, and reorder resource items and many other functions of the tool.

Viewing and Opening Items in Resources

When you click "Resources" in your site's left menu, you will see a list of items and folders. The following functions are available:

Delete Files 1

Editing a Folder

To edit the name, description, availability, access settings, or optional properties for a folder: *From the Actions menu, choose Edit Details.

Reordering folder contents

To reorder the contents of a folder, see Reordering Items in Resources.

Working with Files

To add a new file for uploading or viewing, see Adding a File for Viewing or Downloading.

Editing a File's Details

To edit the name, description, availability, access settings, or optional properties for a file, from the Actions menu next to your file's name, click Edit Details. Make your changes, and then click Update to save them.

Updating a File's Contents

Whenever you open a file from "Resources", such as a Word document, your computer creates a temporary copy and displays it, while the original file stays on the server. If you make any changes to the temporary copy, they are not saved automatically to the original. If you want to change the contents of the original, you will need to open it, make and save your changes, and then replace the original version with your updated version.

Working with Web Links in Resources

You can connect to web addresses in your course or project site easily and keep all of the most important information for your participants a click away using the Resources tool. See the Working with Web Links in Resources article for more details.

Create HTML Pages

Resources and Drop Box have a Create HTML Page option that allows you to create your own web page, using a WYSIWYG editor. See the Create HTML Page article to find out how.

Creating an Online Text Document

Adding a Text document

To create and display an online text document in your "Resources" area:

Editing a text document's details

Edit Details options
Edit Details options

To edit the name, description, copyright status, availability, access settings, or optional properties for a text document:

Updating a text document

To update the content of a text document:

Working with Citation Lists

The Citation List feature allows you to search library resources as well as create and manage citations and persistent links to articles and other online items. You can use Google Scholar too to find relevant citations. Citations contain links to retrieve the full text or physical location of the information. You can attach copies of these citation lists to other items (e.g. assignments, forum postings, calendar items) within your worksite, as well as export citations to bibliographic management tools, such as EndNote and Reference Manager. See the Citation List article for further details and a link to a video explaining the process.

Making your Resources Items Publicly Accessible

When you use the "Resources" tool to upload an item, you can choose to keep that item accessible only to members of your site, or you can choose to make the item publicly viewable (i.e., available on the World Wide Web). The latter option allows you to share an item with the participants of another site.

To allow people outside your site to see an item in your "Resources":

After you've made your files publicly viewable, you can access and share them via the web. To find the public URL for a file in "Resources", see Finding the URL of a Resources item.

Finding the URL of a Resources item

The "Resources" tool allows you to store your files in a central location and make them available to other people by referencing the URL.

To find and share the URL of an item in "Resources":

Note: To make a URL visible to users outside your site, see Making your Resources Items Publicly Accessible.

Moving an item in Resources

Move an item

To move an item to another location within "Resources":

Note: To cancel the move, click the reset buttonrefresh button. Note: If you have linked to an item from another tool (e.g., Wiki or Podcasts), that link will no longer work when you move the item.

Remove, Move, Copy, Show, Hide Batch Operations

NEW292.jpg Now available in Resources, ability to perform Remove, Move, Copy, Show or Hide on multiple resources at one time. (must all be in the same folder).

Multiple operations for resources
Multiple operations for resources.
  1. Select which resource(s) you would like to perform one of the above operations on.
  2. Click the Remove button to delete those resources, Move to relocate to a new folder or location within Resources, Copy to create another version of the resource, Show to make the resource(s) visible to others able to view the site, or Hide, to conceal the resource(s) to others able to view the site.

Renaming a File in Resources

In "Resources", to change a file's display name (i.e., the name that appears in your list of resource items):

Note: This will change the file's display name only, and will not affect the true filename (i.e., the filename at the end of the URL associated with the item, or the filename listed in the WebDAV connection to your site's "Resources").

To change the true filename of an item in your site's "Resources", download the item to your computer, save it under a new name, and then upload the renamed file to "Resources".

Alternatively, if you have a WebDAV connection to your site's "Resources", you can change the filename there.

Deleting a Resources item

Remove Multiple Resources

To remove an item from "Resources":

Note: You can delete a folder containing items. To keep the folder's files, first move or copy its contents into another folder.

Reorder Items in Resources

Starting the reorder process in Resources
Starting the reorder process in Resources
reorder screen in Resources
Reorder screen in Resources

To reorder items in "Resources":

Creating Group Folders using the Resources Tool

The Resources tool allows you to create folders accessible only by a specified group.

Creating a Group

To create a group folder, you must first create a group. For help, see Manage Groups or Sections.

Creating a Group Folder

To create a group folder:

Note: If you don't see any choices under Availability and Access, you may need to adjust the permissions for the parent folder.

Changing an Existing Folder to a Group Folder

To a change an existing folder to a group folder:

choose Edit Details.

Managing Permissions for Group Folders

Once you have created a group folder, you may need to manage permissions in order to adjust the level of access for site participants. For detailed instructions, see Changing the Permissions for a Folder in Resources.

Changing the permissions for a folder in Resources

To change permissions for a folder in "Resources":

Note: You can also set comprehensive permissions for all resources in the "Resources" tool. For instructions, see Permissions and Roles.

Resources Permissions
Resources Permissions

Make a Resources Item Visible Again

You can set beginning and ending dates for items in your site's "Resources". If an item with an ending date is no longer visible and you'd like to make it available again. See the Availability and Access article for more details.

FAQ – Resources

How do I . . .?

Expand and collapse folders?

In Resources you can open all folders at once to scan the contents.

To do so, click the black diamond shaped Expand All button on the grey menu bar near the top of the screen. This button appears to the left of the Title button.

To collapse all folders, click the hour glass shaped Collapse All button.

This function is also available in the Lessons and Drop Box tools.

Organize Resources?

Items placed in the Resources section are listed alphabetically by default. This means that the most important items may not be at the top of the list or in any useful order, making it difficult for you and your students to find the files you are looking for.

If an alphabetical listing makes files difficult to find, you can rearrange the items to appear in a more logical order.

  1. On the Resources home page, click the arrow on the Actions link next to the folder you want to reorder and click Reorder.
  2. Drag and drop the selected item to move items up or down.
    1. Select the desired number. The resource moves to occupy that position in the list.
  3. Click Save to finish or Cancel to return to the Resources list without saving any changes.

Related Articles

This article is based on the equivalent Sakai help article created by Indiana University found at:
Additional sources of content include Brock University's Sakai / Isaak Wiki and the University of Florida Sakai / e-Learning Documentation with thanks and appreciation for the collaboration.

All respective sources used are under a free-for-reuse license and additional permission has been obtained.

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Other articles about Sakai tools and how instructors can use them:

Core Tools: Announcements | Assignments | Email | Forums | Gradebook | Quizzes & Tests II | Resources | Site Editor | Syllabus

More Tools: Polls | Chat | Drop Box | Home | Discussions | News | Feedback | Sections | Lessons | Site Stats | Web Content | Wiki

Related articles: How to add tools to CLEW | Using the Text Editor | Manage Groups | Permissions and Roles | Contact the CTL for help

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